Welcome to DocMagic's Remote Online Notary tutorial!
For a downloadable PDF version of this guide, click here
An FAQ table is at the bottom of this page - your questions may be answered there.
In this specialized, step-by-step walk-through of the R.O.N. process, we will help you become proficient with:
Before proceeding, please make sure that you have the following hardware:
What are the benefits of an eClosing?
Now - let's get started with the process of Remote Online Notarization through DocMagic!
The process starts when you, the Notary, receive a request for R.O.N. services from the Settlement Agent.
The email includes the option to accept or decline the request.
You will be taken to this page where you can accept or decline the request and provide comments regarding the decision.
Please note that this request is time sensitive and you have a maximum of two hours to accept or decline before the system alerts the Settlement Agent to assign another Notary.
Once you accept the request, you'll get a confirmation email which provides secure access to the eClose console. The orange "Click here" button takes you there.
Please note that if you haven't conducted a R.O.N. closing in 45 days, you'll have to re-certify. The link to accomplish this and the link to download the guidebook can both be found below.
1. All pertinent information regarding the parties the transaction is at the top of the notary portal.
2. The eClosing Countdown Clock keeps you on track right up to the moment of closing. The Edit button at the bottom of the Countdown Clock allows you to edit the closing time for all participants.
3. The Signers area highlights all participants, Knowledge Based Authentication (KBA) and I.D. Verification.
The Document area includes all the documents in the package that will be eSigned. You can click on each document separately to review for accuracy.
The four icons next to "Documents" cover the following functions:
The leftmost icon - the piece of paper with the plus sign - allows you to upload new documents to the package. Clicking that icon will allow you to upload files from your computer.
The next icon over, the pencil, allows you to tag documents (add text fields, signature lines, etc.). See Step 7 (below) for more details.
The second icon from the right, the PDF icon, allows you to download a PDF copy of the entire document package.
The rightmost icon - the cloud with the arrow pointing up - allows you to upload ink-signed documents to the package. You can only upload ink signed documents with QR codes that help the system place the documents in the correct stacking order.
It is extremely important that you do not mix up the first and fourth icons and upload documents to the wrong place.
We strongly recommend that each notary clicks on the pencil icon and goes through all the tags a few hours prior to the signing.
Please click here for a comprehensive guide on the Document Editor pictured below.
1. Click the Start eClosing button which activates the Start eClosing dialogue box.
2. Choose the participants that you want to be included in the signing room.
a. You'll need to repeat this process if another participant will be signing at a different time.
b. Choose both if you will be signing both at the same time.
3. If the KBA isn't required, you can still check this Include KBA link box to invite the borrower to complete the verification process when they are invited.
4. Hit Start eClosing to start the process.
Participants will receive an invitation email containing all pertinent closing information and a Start Now button to enter the eClosing event.
When borrowers click Start Now, a new window will automatically open in their web browser. They'll be prompted to type the last 4 digits of their Social Security Number and the viewing code shown on screen. They'll also need to check the box agreeing to the eSign Disclosure and Consent form (which can be read by clicking the underlined purple text). Then the Get Started button will illuminate, which they will click.
In the rare event that a "login error" occurs, have them close the browser tab and click on the Start Now button in their email.
1. The borrower will be reminded to make sure their microphone and camera are activated.
2. Next, they'll choose if other signers will be joining the meeting.
Meanwhile, you'll be taken here after clicking Start eClose. Log in using the Notary Access Code that was given to you with your Secure Insight Notary certification.
Before you join the meeting, you'll also be brought to this meeting room to ensure that your camera and microphone are working.
If you're having technical difficulties, click on the Settings icon to double check that the correct microphone, speaker, and camera are selected in the window that appears.
By this time, you and the borrower will have joined the lobby and can see each other.
The borrower may also be prompted to complete the KBA process prior to joining the eClosing. They have two minutes to complete the questions and hit Submit to register their answers. Please note that you will not be able to see their KBA questions and answers.
They'll only be given 2 attempts to score of 4 out of 5 corrects answers. If they do not pass after two attempts, they will be locked out for 24 hours.
The moment the meeting begins, the session is automatically recorded.
Borrowers may still be completing their KBA questions, if applicable.
When the borrower successfully completes the assessment, they will receive this confirmation.
They will then be returned to the Notary signing room to begin signing documents.
If required, the Notary would initiate completion of the I.D. Verification process.
Go back to your Notary Portal and click on the smartphone icon.
In the window that appears, verify that the phone number is correct then click the Text Identity Verification button.
The borrower will receive a text message containing a link to complete the I.D. Verification process.
They will be taken to a screen that asks them to retrieve a photo identification card.
After that, the borrower must select the country that issued their identification.
The borrower will then choose their form of I.D. from the drop-down menu.
After that, they will select a file from their phone or take a photo and upload it.
Please note that the borrower will have to repeat the process and upload both sides of their I.D.
The borrower may also be asked to take a selfie so the system can compare the image with the official identification.
A green check mark, seen on the right phone, indicates that the upload of the I.D. was successful.
If the ID Verification is successful, the window with the green check mark will appear below.
The goal is to have green check marks under both the KBA and ID Verify fields.
If the I.D. Verification fails, click on the red circle with an X.
In the window that appears, you may manually enter in the Borrower's I.D. information, upload photos yourself, and approve the information.
If the manual entry of the I.D. information is also rejected, you may the video to establish proof of possession of the government issued I.D.
Once the signer completes their KBA (if applicable) and ID verification, their status will change to Ready to Sign and their Start button will illuminate indicating that it is safe to begin the signing process.
When you're ready for the signer to begin, click their Start button and they can begin the eSignature process.
Please note that only one signer can execute documents at a time.
This is what the signing experience looks like from the borrower's perspective.
1. At the top, the borrower will find indicators that show progress of the Review, Ink-Sign, and e-Sign processes.
2. All documents are listed in this column on the right.
3. The printer icon towards the top allows the borrower to print the documents at any time.
4. The plus and minus icons increase and decrease the zoom ratio. The icon above expands the signing window.
When the borrower has completed their review and is ready to sign, they can click on the start signing button which will make the signature buttons active.
You as the Notary will be able to watch them sign.
During the signing experience, we recommend that all participants do not click outside of their eSign window as doing so may cause technical glitches. So please don't tab over to check your e-mail, read the news, or anything like that.
If repeated technical glitches occur, please try the following fixes before contacting support:
There are three different ways a participant can sign their documents:
1. Click on the pencil to the left of the signature line.
2. Click the box that says Sign
3. Click on the green Sign box on the bottom of the page.
After choosing one of those three options for the first time, a window will appear that gives the borrower three signature options:
The borrower will also need to check the box at the bottom left of the window to approve the use of their electronic signature, then they will click Select in the bottom right.
Once a signature is applied, the page will automatically advance to the next signature tag or text box.
Please note that this screen will only show options permissible in your state. For example, in the state of Michigan, you will only be able to choose the Draw and Upload options.
Some forms may request additional data entry or option selection, such as checkboxes.
If you find an improperly tagged document during the signing experience, you may go back to the Notary Portal (pictured below) and fix it by clicking on the pencil icon (highlighted).
After you've made the tagging correction, go back to your signing experience. Start by clicking the three dots at the bottom right of the borrower's screen, then click Refresh Documents. Your changes will show.
If that doesn't work, click your name in the top right, then Restart Meeting.
When the borrower is done signing, they'll click Done. A window will appear where they have to click Continue to move onto the notarization process.
Now, control and signing ability will be transferred back to you. Go ahead and start the signing process.
When you click on the signature line, your signature and any other pertinent data, such as your Notary seal, will automatically be inserted.
If you have more than one signer:
Once the first signer is finished, their name will be highlighted in green with a check mark.
Start the process for the next signer by clicking the Start button.
You must do this for all Signers one at a time.
The process is complete once all the participants' and Notary's signatures have been captured.
The meeting may now end.
Notification e-mails are sent to all parties. The email will allow the Borrower to download their signed and notarized document package from a provided link.
Go back to the Notary eClose Console. Click on the eJournal tab, then click on the down arrow to expand the borrower's journal.
Use the dropdown menus to select the type of Notarial Service. Toggle choices by clicking on the box and using the up and down arrow keys.
Enter the fee for each Notarial Service performed.
The Recording section at the bottom contains the audio and video of each RON signing session.
The best practice would be to store these materials right after the signing experience. Click the button on the bottom right to download.
The Action Log tab shows the actions that everyone involved in the process has taken, and when.
You may add notes at the bottom.
FREQUENTLY ASKED QUESTIONS
|How do I log into my notary portal?||You do not have a username or password. You'll receive an email from title when they're ready to close and need a Notary. Then you'll be able to access the portal. You'll access the portal through a link in the email.|
|How do I get assigned notarial services through DocMagic?||When it's time for title to choose a notary, they will be presented with a list of notaries to choose from. If they select you, you'll receive an email and you can access your eClose Console.|
|What if I notice an incorrectly tagged document during the signing?||Go back to the Notary portal which should be open in another tab. Click on the pencil icon and make the necessary tagging changes. Go back to the signing window. Click on the three dots at the bottom right of the borrower's window and click "Refresh Documents". See step 31 and 32 for more details. Note: You can only change tagging on documents that have NOT been fully signed.|
|What's the difference between adding a document and uploading one into the portal?||Adding a document means inputting a new document into the stack. This can be done by clicking the icon that resembles a piece of paper with the plus sign on it. Uploading a document means scanning documents that needed to be printed out and ink signed. This can be done by clicking the icon that looks like a cloud with an arrow pointing up. It's important that you do not confuse these functions. See step 6 for more details.|
|What happens if the page freezes during the signing experience?||Click your name in the top right of the screen and choose Restart Meeting. This will kick you and the signers out of the signing experience, but not the actual meeting. All participants will simply click to re-enter the signing window again and pick up from where it left off.|
|Why did the system skip my signature and seal during my signing experience?||The system will do this if there is more required postfill on the same document even though it's on a different page. You need to fill out all of the text fields, initials, and other items before you apply your signature and seal, because you may not edit a document after you sign and stamp it.|
|I keep running into technical issues. What should I do?||Before you submit a ticket, try clearing your browser cache or running the experience in an incognito window.|
|Can I get a list of title and settlement companies that work with DocMagic?||Unfortunately, not. We do not disclose our customers for privacy reasons.|
|Can we use the notary platform for things other than DocMagic?||Unfortunately, not. You must be invited by an existing DocMagic Settlement or Title Agent to use the notarization platform, and it can only be used to conduct DocMagic specific transactions.|
|What happens if the borrower fails KBA twice?||They can't try a third time. They need to wait 24 hours to conduct the KBA process again. Alert the lender, Title and anyone who needs to know. Then reschedule with the borrower.|
|Does DocMagic pay notaries? How do I know what to charge? Can I bill through DocMagic?||The DocMagic Notary Console is a free platform for you to use. We do not pay Notaries, nor do we offer a charging service. Payment is 100% handled between you and the title company. You can request a quote, or give your fees in the comments section of the DocMagic acceptance screen when you are invited to provide services. Please see the guidebook for more details.|
|What happens if I get the "Application Issue Encountered" error?||Just click "Okay" - most times it will allow you to proceed.|