New DocuSign Experience User Guide

New DocuSign Experience User Guide
New DocuSign Experience
User Guide
Published: 26 July 2017
221 Main Street, Suite 1000, San Francisco, CA 94105 Ι Tel. 866.219.4318 Ι www.docusign.com Ι © DocuSign, Inc.
Copyright
Copyright ©2003-2017 DocuSign, Inc. All rights reserved.
For information about DocuSign trademarks, copyrights and patents refer to the DocuSign
Intellectual Property page (https://www.docusign.com/IP) on the DocuSign website. All other
trademarks and registered trademarks are the property of their respective holders.
No part of this document may be reproduced or transmitted in any form or by any means,
electronic or mechanical, for any purpose, without the express written permission of DocuSign,
Inc. Under the law, reproducing includes translating into another language or format. Every
effort has been made to ensure that the information in this manual is accurate. DocuSign, Inc.
is not responsible for printing or clerical errors. Information in this document is subject to
change without notice.
Table of Contents
Table of Contents
Welcome
16
A new experience
16
Get started with a video tour
16
Continuous improvement
16
Help us help you
17
Get to Know the New DocuSign Experience
18
System Requirements
24
Supported Browsers
24
Screen Resolution
24
Security
24
Supported Languages
How Do I...
25
28
Working with Recipients
28
Working with Documents
28
Working with Signing Fields
29
Working with Templates
30
Miscellaneous
30
eSignature Tasks for DocuSign Transaction Rooms Users
31
Working with Recipients
31
Working with Documents
31
Working with Signing Fields
32
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Table of Contents
Working with Templates
32
Miscellaneous
33
Sending Documents for Signature
34
Sending Documents Video
34
Basic Sending Steps
34
Using Templates
34
Start an Envelope
Start with a template
Add Files
35
37
38
Applying templates to files
38
Control who can see each uploaded file
38
Supported File Formats
42
File size limitations for an envelope
42
Google file formats
43
Give DocuSign Access to Your Cloud Storage
43
Reorder Files
44
Use Document Visibility to Control Recipient Access
46
Account settings for document visibility
46
Some things to know about document visibility
46
Send Supplemental Documents
50
To add a supplement
50
How it works
53
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Audit trail information
Add Recipients
53
55
Recipient actions video
57
Use the Contacts list to add recipients
58
Receive a copy of the completed document
58
Include the same recipient more than once on a document
59
Send a document to two recipients at the same email address
59
Fax Documents for Signature
60
How it works
65
Restrictions
66
Automatic redial attempts
67
Signing Groups
68
Setting up signing groups
68
Notifications and signing groups
69
Tracking signing group activity
69
Limitations
71
Viewing signing groups
71
Set a Signing Order
73
Require Recipients to Draw Each Signature
76
Add Labels
78
Add Messages
80
Message to all recipients
80
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Add private messages to individual recipients
81
Set Recipient Language and Specify Custom Email Messages
82
Set Advanced Options
86
Allow recipients to sign on paper
87
Allow recipients to change signing responsibility
88
Allow recipients to edit the document
88
Turn on auto navigation
88
Reminders
88
Expiration
89
Sender Settings
89
Branding
90
Document Markup
90
Document markup and collaborative fields
91
How to enable document markup on a document
91
How recipients use document markup
92
Control Envelope ID Placement
94
Add Fields to Documents
Overview on adding fields
98
98
Related topics
101
Shortcut Keys for Fields
101
Delete Pages From a Document
103
Rotate Pages in a Document
103
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Adjust Field Size
Preview and Send Your Documents
About preview
104
106
106
Field Types
108
Field Properties
115
Basic
116
Advanced
117
Optional Fields
118
Read Only Fields
119
Data Validation for Text Fields
121
Custom Data Validation
122
Custom Fields
124
Related topics
128
Calculated Fields
129
Conditional Fields
133
Collaborative Fields
136
How it works
137
Document markup and collaboration
137
Formula fields and collaboration
137
Add Fields Automatically with AutoPlace
139
Matching and placement considerations
141
AutoPlace action and templates
141
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Recipient Identity Authentication
143
Optional or required
143
Access codes for basic recipient security
143
If recipients fail the authentication challenge
143
Types of identity authentication
143
How Phone Authentication Works
145
Access Codes for Recipients
149
Give your recipient the code
149
Autogenerate codes for greater security
150
If recipients fail the authentication challenge
150
Access codes and templates
151
Combine access codes and recipient authentication
151
Sign a Document From Your Account
Sign a Document Video
152
152
In Person Signing
155
Send a PDF with Form Fields
159
Using Bulk Send
162
Create a Bulk Send Recipient List
162
Send a Document Using Bulk Send
165
Each bulk list recipient receives their own document to sign
166
Customize bulk send documents with recipient name or email address
166
Sending using Digital Certificates
170
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What are digital certificates?
170
What signature types does DocuSign support?
171
Requiring digital certificates during signing
171
What is an Express Signature?
171
Sending a document using Express Signature
171
What does the signer see when they receive an EU Advanced Signature?
172
What is an Advanced Electronic Signature?
172
What steps are required before you can use the EU Advanced Signature?
173
Sending using DocuSign EU Advanced
173
What does the signer see when they receive an EU Advanced Signature?
175
Viewing certificate info in completed documents
176
zipForm Plus and DocuSign
179
Register your DocuSign account credentials in zipForm Plus
179
Send a zipForm form for signature
179
The Signing Experience
180
Signing experience video
180
Typical signing scenario
180
DocuSign eNotary Resources: Supported States and Available Documentation
184
List of supported states and eNotary summaries*
184
Available eNotary Documentation
184
A Guide for Notaries: How to Electronically Notarize Documents
How DocuSign eNotary works
185
185
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What do you need to do when you receive an electronic notary service
request?
Requesting Electronic Notary Service
185
188
How it works
188
Limitations
189
Managing Envelopes
Managing Envelope Video
View Envelope Details
194
194
196
Manage page for basic status information
196
Details view for more specifics
197
Recipient status
198
History and Certificate of Completion
199
Correct Documents
204
How correct works
206
What your recipients see
207
Add Signatures to a Completed Document
208
Void Documents
209
Accessing voided documents
210
Notifications for voided documents
210
Delete Documents
211
For documents you send
211
For documents you receive
211
Retrieving deleted documents
212
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To retrieve a deleted document
Resend Documents
212
214
How to resend a document
214
When to use resend
216
How resend works
216
Clone Documents with Create a Copy
217
Save as Template
219
Envelope recipients become roles on the template
219
To save a document as a template
219
Forward a Completed Document
222
Recipient experience for a forwarded document
224
Forwarding tracked in Document History
225
Sign Documents In Your Account
226
Document Folders
229
Locate Documents
233
Combine methods for targeted results
233
Using Quick Views
233
Search for documents
234
Filters
236
Download or Print Your Document
238
Shared Documents
240
Setting up shared documents
240
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To view documents shared with you
241
To take action on a shared document
243
View Data Changes
244
Download Form Data
247
Envelope Status
249
Using Reports
251
View and Modify Reports
254
Schedule, Download, or Print Reports
258
Working with Templates
261
Templates Video
261
Template Basics
262
The Difference Between Templates and Documents
262
Create Templates
263
Create complete templates for maximum productivity
263
Limit the changes senders can make when they use your template
263
What information do you need to create a template?
263
How to Customize Document Titles with Recipient's Name or Email
267
Related topics
270
Add, Change, or Remove a Template Password
271
Limit Changes to Templates and Template Fields
274
Template modification settings
274
Recipient modification settings
274
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Sender permission field properties
Edit Templates
275
278
Template history
280
Template passwords
282
Share Templates
283
Two ways to share templates
283
Protect your shared templates
283
Related topics
289
290
Use Templates
291
Complete templates
292
Locked items on a template
294
Related topics
295
Using Shared Templates
296
Folders for shared templates
296
Locate a Template ID
299
Set Template Matching Behavior
301
Include or exclude templates from template matching
301
Set custom IDR zones
304
Download and Upload Templates
307
Download templates
307
Upload templates
308
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Table of Contents
Template Folders
310
Using PowerForms
313
Create a PowerForm
314
Edit a PowerForm
322
Distribute a PowerForm
327
View PowerForm Responses
329
Embed a PowerForm in a Web Page
333
Populate Custom Document Fields in a Web PowerForm
Preferences
Administer your account with DocuSign Admin
335
338
339
Manage Your Identity
340
Change Your Name
341
Change Your Email Address
342
What happens to your documents when you change your email address?
344
Troubleshooting tips
345
Create Your Signature
345
Add the REALTOR Logo to Your Signature
347
Change Your Company Name
350
Change Your Account Name
351
Change Your Password
354
Change Password Video
354
Forgot your password?
354
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Two-Step Verification
356
Log in with Two-Step Verification
361
Disable Two-Step Verification
363
Use and best practices for Verified Security Information
365
Manage Contacts
366
Signing groups
367
Shared contacts
368
Related topics
370
Manage Custom Fields
371
Set Template Matching Account Preferences
373
How template matching works
373
Related topics
374
Manage Notifications
375
Electronic Notary Profile
376
Adding and managing a jurisdiction
376
The Notarial Journal
378
Related topics
379
Manage Stamps
380
Switch Accounts and Set a Default Account
383
Set a default account
383
Switch to the Classic DocuSign Experience
385
API Request Logging
387
15
New DocuSign Experience User Guide
16
Welcome
Welcome to DocuSign, the global standard for Digital Transaction Management. DocuSign
accelerates transactions with the easiest, fastest, most secure network for sending, signing,
tracking, and storing documents in the cloud. With DocuSign, you can prepare and execute
electronic signature transactions easier and faster than ever before.
A new experience
The New DocuSign Experience is the next generation of the DocuSign user experience,
combining the benefits of DocuSign's powerful digital transaction management platform with a
highly visual and intuitive interface. We created the new experience in partnership with our
customers. The result is an experience that makes each interaction logical and clear, whether
you're sending your first document, or you've been using DocuSign for years. Streamlined steps
make common actions even faster, and simplified screens make it easy to understand and use
key capabilities.
Get started with a video tour
Looking for a preview of how to use the new experience? Get started with our introductory
videos covering how to send and manage your documents, and how to create and use
templates:
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Sending Documents—watch video
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Managing Your Documents—watch video
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Templates—watch video
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The Signing Experience for Recipients—watch video
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Sign a Document Yourself—watch video
Continuous improvement
Keep up with the latest news with the WHAT'S NEW section on the Home page, and read about
the new features and upcoming enhancements. With the new experience, some aspects are
new, some are different, and some things are not there. For some account types, everything
from the classic DocuSign experience is already available in new experience. For others, if you
do not see something you are used to using, you can always switch back to the classic
experience, using the account settings menu at the top right of all the main application pages.
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Help us help you
DocuSign is committed to your success. Tell us how we can do a better job:
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Product feedback: Send your product ideas or questions to [email protected]
Online help: For feedback about this help system, use the Send feedback… link available
on any topic page
Here are some other resources to help you:
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New DocuSign Experience forum: Visit the DocuSign Community and connect with other
users and share best practices
Contact Support: Need help? Visit our Contact Support web page for contact options to
reach Customer Support.
New Experience feature list: Review the New DocuSign Experience Feature Availability
matrix, detailing the available product features.
Download a PDF of this guide: Prefer PDF? Download a PDF of the complete New
DocuSign Experience User Guide.
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Get to Know the New DocuSign Experience
There are five main areas in DocuSign:
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Home The Home page provides quick links to start or finish a document transaction and
see an overview of your documents status. The bottom panel presents links to suggested
knowledge topics and other important resources.
Send a Document Sending a Document is quick and easy. You upload the things you want
signed and we combine them into a PDF. Then you specify who needs to sign and what
kind of information they will add, such as a signature, initials, or their company name.
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New DocuSign Experience User Guide
. or watch an introductory video
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New DocuSign Experience User Guide
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Manage The Manage page lists all of your envelopes. You can easily review status,
access your files, create folders, search for a specific envelope, and perform additional
actions, like resending or creating a copy. You can also start and send a new envelope
from this page. Learn more... or watch an introductory video
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.
Templates The Templates page provides access to all of your saved templates. You can
also create new templates from this page, or select a template to use to start and send a
new Document. Learn more... or watch an introductory video
.
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Reports The Reports page provides access to the standard reports on documents,
recipients, and usage. You can view, edit, and download reports, as well as save
customized reports for later use. Learn more...
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Preferences In Preferences, you manage your personal preferences, such as your signature and date and time settings, and general application settings for sending documents, and view usage and billing information. Learn more…
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System Requirements
Most modern computers will work just fine with DocuSign. But just to be thorough, this topic
provides the minimum system requirements needed to enjoy the DocuSign experience.
Supported Browsers
DocuSign supports the latest stable release (except where noted) of the following browsers:
Chrome Firefox
Safari
Internet
Windows
Explorer
Edge
10+
Screen Resolution
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1024 x 768 minimum (for desktops and laptops)
Security
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Allow per session cookies
Users accessing the Internet behind a Proxy Server must enable HTTP 1.1 settings via
proxy connection
Firewall settings must allow access to the following server: https://docucdna.akamaihd.net. DocuSign leverages Akamai as a content delivery service to enhance our
application's performance.
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Supported Languages
DocuSign is available in the following 13 languages, making it easy for global users to send
documents for signature in their native language:
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English (U.S.)
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Chinese Simplified
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Chinese Traditional
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Dutch
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French
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German
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Italian
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Japanese
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Korean
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Portuguese (Brazil)
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Portuguese (Portugal)
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Russian
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Spanish
You can set the display language for your DocuSign account through the My Preferences view,
or from the selection menu at the bottom of every page in the application.
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For account users, administrators can also set the display language for all users through the
new administration view. Learn more...
For signers, DocuSign supports 43 localized languages, as listed on our Global Business Standard
web page. Languages are detected through the signers' browser settings.
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How Do I...
Looking for help with a specific DocuSign task? This topic lists common tasks and provides links
to the related help topics.
Have a question not covered here?
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Send feedback to [email protected] and tell us what you need to know.
Visit the DocuSign Community forum and connect with other users and share best practices.
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Visit our Contact Support web page for contact options to reach Customer Support.
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Get help for administrators—information on managing users and account settings.
Working with Recipients
Send a document to more than one recipient
Control the order in which people sign my document
Send a document to two people at the same email address
Fix recipient information after I've sent a document
Tell if a recipient has viewed or signed my document
Require recipients to authenticate their identity
Help a signer who failed the authentication challenge
Send a document to a group of people for any one of them to sign
Set up reminders for my recipients
Get signatures from people during a face-to-face meeting
Allow recipients to sign on paper
Allow recipients to reassign a document to another signer
Upload a large list of recipients for a document
Add people to my DocuSign Contacts list
Working with Documents
Send a document for signature
Sign a document myself
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Know what kind of files I can upload
Download or print a document
Delete a page from a document before I send it
Send a document from my Dropbox or other cloud storage account
Make changes to the recipients, files, or fields in a document
Check the status of a document
Get an audit log for a document
Use zipForm Plus with DocuSign
Cancel a document
Change the location of the Envelope ID stamp on my documents
Get more signatures on a completed document
Resend a document
Send a copy of a completed document to someone
Set an expiration date for my document
Send a PDF with form fields through DocuSign
Stop getting so many emails about my documents
Working with Signing Fields
Add signing fields to my document
Know what kind of signing fields I can add to my document
Make a field optional
Make a field read only
Change the size of a field / make tiny fields bigger
Change the recipient for a field
Change how a field looks or set other characteristics
Create a custom field
Allow recipients to collaborate on a text field entry
Restrict data entry in a text field to match certain criteria
Make a field conditional on the entry in another field
Calculate a result from other fields in my document
Add a time stamp to signatures
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Working with Templates
Learn about templates
Create a template
Share a template
Edit a template
Use a template to start a new document
Apply a template to a document
Miscellaneous
Change my signature
Upload my own signature and initials images
Change my name
Change my company or account name
Change my email address
Switch to another DocuSign account
See reports about my account
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eSignature Tasks for DocuSign Transaction Rooms
Users
Looking for help with a specific DocuSign eSignature task? This topic lists common tasks and
provides links to the related help topics.
Have a question not covered here?
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Send feedback to [email protected] and tell us what you need to know.
Visit the DocuSign Community forum and connect with other users and share best practices.
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Visit our Contact Support web page for contact options to reach Customer Support.
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Get help for administrators—information on managing users and account settings.
Working with Recipients
Send a document to more than one recipient
Control the order in which people sign my document
Send a document to two people at the same email address
Fix recipient information after I've sent a document
Tell if a recipient has viewed or signed my document
Send a document to a group of people for any one of them to sign
Set up reminders for my recipients
Allow recipients to sign on paper
Add people to my DocuSign Contacts list
Working with Documents
Send a document for signature
Sign a document myself
Download or print a document
Delete a page from a document before I send it
Send a document from my Dropbox or other cloud storage account
Make changes to the recipients, files, or fields in a document
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Check the status of a document
Get an audit log for a document
Use zipForm Plus with DocuSign
Cancel a document
Get more signatures on a completed document
Resend a document
Set an expiration date for my document
Send a PDF with form fields through DocuSign
Stop getting so many emails about my documents
Working with Signing Fields
Add signing fields to my document
Know what kind of signing fields I can add to my document
Make a field optional
Make a field read only
Change the size of a field / make tiny fields bigger
Change the recipient for a field
Change how a field looks or set other characteristics
Create a custom field
Allow recipients to collaborate on a text field entry
Make a field conditional on the entry in another field
Add a time stamp to signatures
Working with Templates
Learn about templates
Create a template
Share a template
Edit a template
Use a template to start a new document
Apply a template to a document
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Miscellaneous
Change my signature
Upload my own signature and initials images
Change my name
Change my company or account name
Change my email address
See reports about my account
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Sending Documents for Signature
With DocuSign, getting signatures on a document is quick and easy. You upload the things you
want signed. Then you add the contact information for the people who need to sign and what
kind of information they will add, such as a signature, initials, or their company name.
Note: if you just need to sign a document yourself (no one else needs to sign), then follow the
steps in Sign a Document.
Sending Documents Video
Here's a two minute video on sending documents to get you started:
Click here to watch video
Basic Sending Steps
The basic steps for creating and sending a document for signature are as follows:
1. Start an envelope. You can start with a new envelope, use a template stored in
DocuSign, or finish a previously saved draft.
2. Add your documents. DocuSign supports a broad variety of file formats. Select files
from your local machine or from cloud storage providers like Google Drive or Dropbox.
3. Add recipients. Specify who receives your envelope and what action you want them to
take.
4. Add messages. Enter the email subject and message details for your recipients.
5. Advanced Options. Set special recipient privileges, reminder settings, and expiration
options.
6. Add fields. For each recipient, add fields to your documents to gather the desired electronic signatures and other information, such as title, date signed, and more.
7. Preview and send. Review your field setup and send the envelope to your recipients.
Using Templates
When you've mastered the basics, check out our Templates feature. Templates are another
way to start and send an envelope. If you have standard documents that you send out time and
time again, templates are a great, time saving way to go.
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Start an Envelope
To get signatures from other people, you start an envelope in either of the following ways:
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From the Home page, click the NEW drop down and select Send an Envelope.
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From the Documents page, click the NEW drop down and select Send an Envelope
The Prepare view appears.
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Start with a template
If you've already created a template, you can use it to start an envelope, through either of the
following:
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From the Home page or the Documents page, click the NEW drop down and select Use a
Template, and select the template to use.
From the Templates page, locate the template you wish to use by searching, filtering, or
simply scanning the Template list, and click USE.
For more on using templates, see Use a Template.
Next Step: Add Files
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Add Files
Once you start an envelope, you add the files you want your recipients to review and sign
electronically. DocuSign supports a wide variety of file formats, covering the popular document,
presentation, image, drawing, and spreadsheet applications. When you add your files, DocuSign
converts them to PDF format for sending and storage.
You can add files that are stored on your local machine or with a cloud storage provider, such
as Google Drive or Dropbox. To use cloud storage files, you must first give DocuSign access to
your storage provider.
You can change the name of a file after you upload it to DocuSign. File names are used to
generate the default envelope name and are used when the documents are downloaded using
the separate PDFs option.
If you add a PDF that has form fields, DocuSign automatically recognizes and converts the fields
to DocuSign signing fields. More info...
Applying templates to files
If you have previously saved any templates, there are two additional features you can use to
enhance and speed up how you prepare documents for signing:
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Automatic template matching. This feature evaluates your uploaded files, comparing
them to your saved templates. If the documents are similar enough, you can apply the
matching template. More info...
Applying templates. Select any template to apply to your new envelope to quickly set up
recipients, messages, and signing fields.
Note: You can use a mix of uploaded files and templates in an envelope.
Control who can see each uploaded file
If available and enabled for your account, you can use document visibility rules to control which
files each recipient can see, act on, download, and print. With document visibility, you can
create one envelope with files intended for individual recipients, rather than having to create a
separate envelopes for each recipient. More info...
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To add, rename, or delete a file
1. From the send a document view, do any of the following to upload a file for sending:
l To browse for a file on your local machine, click UPLOAD
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To drag and drop a local file, locate the file and drag and drop it onto the UPLOAD
space.
To add a file from one of your authorized cloud storage providers, click the CLOUD
STORAGE drop down and select the provider. Then select your files, and click ADD
SELECTED.
To start from a saved template, click USE A TEMPLATE, select the templates, and
click ADD SELECTED. The files, recipients, messages, and recipient fields are added
to your document.
2. To change the name of an uploaded file:
a. Click the menu icon below the document name and select Rename Document.
b. Enter a new name (a file extension is not required).
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c. Click RENAME.
3. To delete an uploaded file, click the menu icon below the document name and select
Delete Document.
To apply a template to a file
1. Upload a file using any of the methods described in the previous procedure.
2. If your file matches a previously saved template, depending on your template matching
preferences, the template is either applied to your document automatically, or a notice
appears with your uploaded file.
a. Click APPLY TEMPLATES.
The list of matching templates appears.
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b. Select the template to apply and click UPDATE.
The template is applied to your document. The recipients and recipient fields from
the template are added to your document.
3. To manually select one of your saved templates to apply to your new document:
a. Click the menu below the document name and select Apply Templates.
b. From the Manage Applied Templates dialog, select the template to apply to your
document.
Note: If you set your template matching preferences to use page-level matching,
then you can apply templates to different pages in your document.
c. Click UPDATE.
Your template is applied, and the signing fields, recipients, and messages are
added.
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4. To remove an applied template:
a. Click the menu icon below the file name and select Manage Applied Templates.
b. Select the Applied tab and clear the check mark next to the applied template you
want to remove.
c. Click UPDATE.
The template details are removed.
Previous Step: Start an Envelope
Next Step: Add Recipients
Supported File Formats
DocuSign supports the following file types:
DOCUMENT
.as, .asl, .asp, .doc, .docm, .docx, .dot, .dotm, .dotx, .htm,
.html, .pdf, .pdx, .rtf, .txt, .wpd, .wps, .wpt
DRAWING
.emz, .svg, .svgz, .vdx, .vss, .vst
IMAGE
.bmp, .cdr, .dcx, .gif, .ico, .jpg, .jpeg, .pct, .pic, .png, .rgb, .sam,
.tga, .tif, .tiff, .wpg
PRESENTATION
.dps, .dpt, .pot, .potx, .pps, .ppt, .pptm, .pptx
SPREADSHEET
.csv, .et, .ett, .xls, .xlsm, .xlsx, .xlt
Note: DocuSign does not support files with password security enabled. To send a file with
password security, remove the security setting before uploading the file.
File size limitations for an envelope
Along with the file format, there are file size limitations for your file uploads.
MAXIMUM FILE SIZE
25 MB
RECOMMENDED SIZE
5 MB
For best performance, DocuSign recommends restricting your file uploads to no more than 5
MB.
The 25 MB maximum file size limit refers to the maximum size of an individual file uploaded to
an envelope. There is no limit for the cumulative file size of all files uploaded to an envelope,
and no limit to the number of files you can upload.
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However, for the completed PDF, if you want it included with the completed email notification,
the size of that PDF cannot exceed 5MB. If the final PDF is larger than 5MB, then it is not
included in the completed email notification.
Google file formats
While Google file formats (Docs, Sheets, and Slides) are not supported in their native format,
you can upload these file types if you connect your Google Drive cloud storage to DocuSign.
Once you've connected, you can use the cloud storage option to add the Google files to an
envelope. See Give DocuSign Access to Your Cloud Storage for details.
Give DocuSign Access to Your Cloud Storage
You can select files stored with cloud storage providers, like Google Drive or Dropbox, to send
through DocuSign. The following providers are supported:
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Google Drive
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Dropbox
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Box
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OneDrive
To use cloud storage files, you first give DocuSign access to your cloud storage provider. You
can disconnect authorized cloud storage providers at any time.
Note: For Google Drive, if you grant access to DocuSign, you can then upload Drive cloud
storage files to your documents. You cannot, however, upload locally-stored versions of your
Google docs, sheets, or slides.
To give DocuSign access to cloud storage
1. Start a new envelope as described in Start an Envelope.
2. In the Add Documents section, click GET FROM CLOUD and select the storage provider to
access. Icons in gray indicate they are not yet authorized with DocuSign.
3. Sign in to your cloud storage provider account.
DocuSign is now authorized to access your cloud storage files for the selected provider.
To disconnect cloud storage access
1. Navigate to the Preferences page, using the account settings menu in the top navigation
bar and selecting My Preferences.
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2. Under the list of General preferences, click Connected Apps.
The Cloud Storage Apps list appears, showing the available storage apps and the
connection status.
3. To disconnect a storage app, do either of the following:
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To disconnect a specific app, click the Disconnect link next to the provider's name.
To disconnect all storage apps, click the Disconnect All Apps link at the bottom of
the list.
DocuSign is no longer authorized for the selected cloud storage apps and you can no
longer upload files directly from the apps to DocuSign. You can reauthorize providers at
any time by following the first procedure in this topic.
Reorder Files
You can change the order of the files you upload to DocuSign. No matter what order you upload
your files in, as long as you have not yet sent the envelope, you can rearrange the order.
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From the Prepare view - Hover over the thumbnail image of the document you want to
reorder. Click and drag on the directional marker in the lower-left corner of the image,
and move the file into the desired position:
From the Add Fields view - Select Other Actions > Edit Documents, and then drag and
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reorder the files:
See also: Add Files
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Use Document Visibility to Control Recipient Access
If you send an envelope containing multiple files and you want to control which files each
recipient sees, you can use document visibility to accomplish this. A common scenario is you
want recipients to see only those files which they need to sign. With document visibility, you can
create one envelope with files intended for individual recipients, rather than having to create a
separate envelope for each recipient.
Account settings for document visibility
Document visibility must be enabled for your account by your DocuSign administrator. The
feature has multiple settings, which specify the options you have when sending documents. The
main difference between these options is in whether the feature is available, and if it is,
whether you can choose to enable document visibility controls for any documents you send. The
settings are described in this help guide for administrators.
Some things to know about document visibility
With document visibility, there are a few unique requirements and limitations you should be
aware of:
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Each recipient who is a signer must have at least one assigned field; free-form signing is
not permitted.
When you add fields to a document, visibility is automatically limited to only those recipients with fields placed anywhere on that file. Depending on the account setting for the
feature, if you have recipients who are members of your DocuSign account, you can grant
or restrict access to files for which they do not have any assigned fields.
Documents which do not have any fields placed on them are, by default, visible to all
recipients. You can modify the visibility of these files for each recipient before sending.
The sender can always see all of the documents. Your account setting controls whether
other account users can also see the documents.
Recipients assigned with a manager recipient action (specify, update, allow to edit), or a
non-signing recipient action of Receives a Copy or Needs to View, by default see all the
documents in an envelope. You can modify document visibility for each of these recipient
types.
Note: Some advanced features and options are supported only in certain DocuSign plans. Your
account plan might not support some options discussed in this help topic. For more information
about which options are available for your account, check your account plan or contact your
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Account Manager or Customer Support. Visit our Contact Support web page for contact options
to reach Customer Support.
To set document visibility
1. Start a new envelope and prepare it as usual, adding files, recipients, and messages.
2. Continue to the Add Fields view, and add the fields for each of your recipients as
described in Add Fields.
3. If your account allows senders to selectively turn on and off document visibility for each
document sent:
a. Click Other Actions and then select Advanced Options:
b. Under Recipient Privileges, select Recipients must be signers to view signed documents to turn on document visibility.
4. At the top of the page guide, click the gear icon and select Document Visibility:
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5. The visibility control table opens:
In this example, the following recipient and field information defines the visibility:
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Fred has fields on Document 1 and Document 3 so he sees those files
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Grant has fields on Document 1 so he sees that file
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Melanie is the sender of the document so she sees all of the files
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There are no fields on Document 2, so both Fred and Grant can see the file; the visibility icon is active and can be clicked to change the visibility setting to hide the
file
Since Fred has a field on Document 3 and Grant doesn't, Grant cannot see the file,
indicated by the slash through the visibility icon
6. To hide a file from a recipient, click the active blue visibility icon. The icon is marked with
a slash to indicate it is now hidden:
7. When you are finished adjusting the visibility settings, click Done.
8. Send your document.
Your recipients receive email invitations as usual. However, each recipient sees only the
documents that have fields assigned to them, plus any others that are set to be visible.
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Send Supplemental Documents
You can use supplemental documents to provide additional information to recipients which
does not require signature, such as legal disclosures or terms and conditions. In signing,
supplemental documents are represented by an action strip, keeping them separate from the
content your recipients need to sign and reducing the complexity for viewing and signing.
Recipients view and accept supplements before they can complete a document.
Topics in the guide:
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How to add a supplement
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How to specify supplement actions for each recipient
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How it works
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Audit trail information
To add a supplement
1. Create a new envelope as usual, adding the files for recipients to view and sign.
2. For a supplement, upload the file just as you would any other file. Then select the
document menu under the uploaded file and choose Set as Supplement.
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The system may recognize a file as a potential supplemental document and prompt
you to set it as a supplement. Click YES to do so.
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3. (Optional) Reorder the files and supplements, by clicking on the directional marker in the
lower-left corner of the image, and dragging them into the order you want to present to
your recipients.
To specify supplement actions for each recipient
1. After adding a supplement, continue to the Add Fields view. 2. Set the supplement actions for the first recipient on the envelope:
a. Click the supplement action strip to open the supplement properties.
b. In the supplement properties, select the signer actions your recipient must
complete in order to finish signing your documents:
l Must View: Recipients must click the View button on the supplement strip to
open the supplement view, which lets them read through the document, and
download or print it.
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Must Accept: Recipients must click the Accept button on the supplement
strip.
Must Read: Recipients must open the supplement view and scroll to the end
of the supplement. This action is available only if both Must View and Must
Accept actions are selected.
3. Select the next recipient on your envelope and set their supplement actions. Repeat for
all remaining recipients.
4. Finish preparing your documents, adding fields as needed, and then send the envelope.
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How it works
With supplemental documents, you can provide information necessary to meet regulatory or
other internal compliance requirements of your industry or operation. All delivery, receipt,
access, and acknowledgment actions are recorded in the Document History and the Certificate
of Completion, providing a complete audit trail.
Supplements are mainly intended for recipients who must sign a document; that is, for
recipients who are assigned the Needs to Sign or In Person Signer recipient type. If you have
Receives a Copy recipients who simply receive a copy of a document, they can view any
included supplements, but are not assigned any recipient actions.
You can add multiple supplements to a document, and reorder them to dictate how they appear
in signing with the other files sent for signature.
For each supplement, you assign the required recipient actions for each recipient. You assign
actions for each recipient who is a signer on the document. Recipients must complete the
actions before they can finish signing the document. Fields cannot be added to supplements; the
recipient actions are the only controls added to supplements.
You can use document visibility to control which recipients can view a supplement.
Note: Supplemental documents must be enabled for your account and included in your user
permissions set. Check with your DocuSign administrator if you do not have access to the
feature as presented in this help guide.
Audit trail information
Supplemental document interactions are logged in both the History and Certificate of
Completion for an envelope.
History
When viewing an envelope’s history through the DocuSign web application, the action taken
(viewed or accepted) by the recipient for the supplemental document, and a short description
of the event, are included. The name of the supplemental document is included in the
description.
Certificate of Completion
Supplemental document information is shown in two places in the Certificate of Completion:
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Source Envelope Information section – Shows the total number of pages for all supplemental documents associated with the envelope.
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Recipient Event sections – Includes the name of the supplemental document and time
stamps for the first time a recipient viewed the document, when a recipient finishes a
must read action, and for when the recipient accepted the supplemental document (if
required).
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Add Recipients
Once you specify the files to send, you add the recipients who will receive and sign your
document, or just receive a copy. You provide an email address and name for each recipient.
Recipients do not need a DocuSign account. Even without an account, they can still open your
document and complete their signing action.
In this guide:
l
Adding recipients (basic)
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What are the different actions you can assign to recipients? (video)
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Use the Contacts list to add recipients
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Receive a copy of the completed documents
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Include the same recipient more than once on a document
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Send a document to two people who share an email address
To add recipients
1. From the send a document view, enter the email address and name of your first
recipient.
Note: To add a fax recipient, see the guide Fax Documents for Signature.
2. To set the appropriate action for the recipient, choose one of the following from the
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drop-down list:
Document recipients:
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Needs to Sign - recipient must complete the required fields added to the document, such as, signature, initial, and date.
In Person Signer - a DocuSign account holder hosts the signing session for the recipient. Learn more...
Receives a Copy - recipient receives a copy of the document, with no further action
required.
Needs to View - recipient must open and view the document.
Manager recipients:
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Specify Recipients - recipient can fill in the name and email address of the role
recipients who are at their same position or later in the document signing order.
Update Recipients - recipient can edit recipient details for any remaining recipients in the document signing order.
Allow to Edit - recipient can make recipient and document changes (correct) to an
in process document. This recipient must have a valid DocuSign account.
3. To add additional recipient rows, click ADD RECIPIENT.
TIP: To add yourself as a recipient on a document, type "@me" in the Name field. Or
just click in the Name field and then select your name and email in the pop up:
4. (Optional) Specify a signing order for the recipients to control the order in which your
recipients receive and sign your document. For more information, see the guide Set a
Signing Order.
5. (Optional) To require a recipient to provide additional information to identify themselves
during the signing process, add an authentication method:
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a. In the recipient's row, click the More drop down and select
authentication.
57
Add access
b. Select an authentication method for the recipient and complete the required fields.
Learn more…
c. Click Close to collapse the authentication information.
The summary authentication details appear below the recipient information.
Note: For enhanced security, you can add an access code plus an identity
authentication method (phone, sms, or ID check).
Back to Top
Recipient actions video
You can assign different actions to the recipients of your document, such as to sign or just
receive a copy. Here's a two minute video on the different actions you can assign:
Click here to watch video
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Note: The Needs to View recipient action is equivalent to the Acknowledge Receipt feature in
the classic experience. Some recipient actions are available for select plans only and may not
be included in your account.
Back to Top
Use the Contacts list to add recipients
Your DocuSign account includes a Contacts list. You can select recipients from your Contacts list
to add as recipients for a document.
Note: When you send a document, the recipients are added to your Contacts list
automatically, so you only have to enter their information once.
To use the Contacts list to add recipients
1. From the Send a Document view, click Add From Contacts, located at the top right of the
recipients.
2. In your Contacts list, select the recipients, and click ADD SELECTED.
3. Set the appropriate action for each added recipient.
Back to Top
Receive a copy of the completed document
Your account and personal preferences may be set such that you automatically receive a copy
of the completed document by email. If your account administrator enables sending the PDF
with the completed email notification, and you opt to receive the completed email notification,
then you will receive an emailed copy of your document once all recipients have completed
signing.
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If you do not need to sign the document, then there is no need to add yourself as a recipient.
You can always view or download the completed document from within your DocuSign account,
or use the copy sent to you with the completed email notification.
Back to Top
Include the same recipient more than once on a document
If you need to send a document to the same person more than once, you must specify a signing
order. You cannot have the same recipient listed more than once at the same position in the
routing order.
To send a document with the same recipient listed more than once
1. From the Send a Document view, select the Set signing order check box.
2. Add your recipients, including the same recipient listed more than once.
3. Adjust the routing order and recipient type as needed.
Back to Top
Send a document to two recipients at the same email address
With DocuSign, you can easily send a document for signature to two people who are sharing an
email address. You add both parties as recipients on a document, using the same email address
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and their own names. You assign recipient fields for signing, dating, etc., for each person.
Each recipient receives a notification email at the shared email address. The email contains a
unique link to view the document with that recipient’s signing fields.
Once you send a document, the recipients are added to your Contacts list. The next time you
enter that shared email address for a document recipient, you’ll see both recipients as
suggested contacts. You can select which recipient you want to send to.
To add multiple recipients with the same email address
1. From the Send a Document view, add the name and email of your first recipient.
2. Click ADD RECIPIENT.
3. For the new recipient, enter the same email address as the first recipient and the new
recipient's name.
Back to Top
Previous Step: Add Files
Next Step: Add Labels
Fax Documents for Signature
You can fax documents to a signer and track the transaction through your DocuSign account.
This guide explains how sending documents to sign by fax works.
In this guide:
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Fax an envelope for signature
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Track the status of a faxed envelope
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How sending by fax works
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Restrictions and limitations for this feature
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How many times will DocuSign attempt to redial a fax number?
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To fax an envelope for signature
1. Create a new document as usual, adding the files for recipients to view and sign.
2. To add a fax recipient, first select the Fax option in the drop-down.
3. Enter the fax recipient's name and fax number.
4. Set the fax recipient's action to either Needs to Sign or Receives a Copy.
5. To include a note to the fax recipient on the fax cover sheet, click More and select Add
private messageand enter your message.
TIP: Use the private message to instruct the fax recipient to return the signed document
with the DocuSign fax cover sheet. If the fax recipient fails to use the provided fax cover
sheet and faxes the document normally, the fax recipient's actions will not be recorded
in your DocuSign account.
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6. If you added other email recipients, you can enter the message for them in the Message
to All Recipients section. Fax recipients do not see the email message.
7. Click NEXT to proceed to the Add Fields view.
8. If you added other email recipients, add fields for them, and make any other adjustments
to the documents as needed, such as rotate or remove pages.
9. Send the envelope.
10. When the fax recipient receives your fax, they complete the document and then fax it
back to DocuSign using the provided cover sheet.
IMPORTANT: The fax recipient must use the provided fax cover sheet and fax back the
completed documents to the phone number listed on the cover sheet. Numbers are
provided for different geolocations.
To track the status of a faxed envelope
Once you send an envelope to a fax recipient, you can monitor the progress just like you would
any regular email recipient.
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View recipient status in Document Details - Locate the document in your Documents list
and click it to open the Document Details view. The fax recipient's information and latest
action on the document are shown.
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Completed fax is appended to the sent documents - From the Document Details view,
the returned fax from the signer is added to the documents that you sent. The file name
is "Signed-on-Paper_" followed by a unique identifier. You can see the file in the
thumbnail view and it is included when you download or print the documents.
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Document History lists fax actions - From the Document Details view, click More and
select History. All fax recipient actions are listed in the Document History.
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The signature event is recorded in the Certificate of Completion - From the Document
History, click View Certificate, then open the downloaded certificate.
How it works
When an envelope is sent to a fax recipient, DocuSign adds a fax cover sheet and faxes the
envelope to the recipient's fax number. The recipient signs the faxed documents, fills out the
DocuSign fax cover sheet, and then faxes the completed documents back to DocuSign using the
number shown on the cover sheet.
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When DocuSign receives the fax, the documents are attached to the envelope and the envelope
is completed or sent to the next recipient in the routing order.
The Document History and Certificate of Completion include the fax recipient's actions and
information as part of the envelope's secure audit trail.
IMPORTANT: The fax recipient must fax back the completed documents to the phone number
listed on the cover sheet. Numbers are provided for different geolocations.
Using a signing order with fax recipients
You can include fax and regular email recipients on the same envelope. The envelope is sent to
recipients in the signing order you specify. When the signing order reaches a fax recipient, the
documents are faxed to the recipient. When the fax recipient returns the documents, the
envelope is sent to the next recipient in the order.
Restrictions
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Fax recipients cannot share a position in the signing order. The recipient of a fax must be
the only recipient in a particular routing order position. This prevents potential problems
with the envelope workflow.
You cannot use authentication (access code, knowledge based, phone authentication, or
SMS authentication) for a fax recipient.
Document visibility must be off for your account in order to specify a fax recipient. Administrators can refer to this topic for information on configuring document visibility.
You cannot add fields for fax recipients.
Manager recipients with an action of Specify Recipients, Update Recipients, or Allow to
Edit that are in a routing order before a fax recipient cannot change the delivery or fax
number for the fax recipient.
After an envelope is sent, you can correct a fax recipient in the current routing only if the
fax delivery fails. You can correct fax recipients later in the routing order.
Note: Some advanced features and options are supported only in certain DocuSign plans. Your
account plan might not support some options discussed in this help topic. For more information
about which options are available for your account, check your account plan or contact your
Account Manager or Customer Support. Visit our Contact Support web page for contact options
to reach Customer Support.
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Automatic redial attempts
DocuSign attempts to fax the recipient four times. If the fax number is busy or rings 10 times
without being answered on the initial attempt, the system tries to resend the fax 3 minutes
later. If that attempt fails, it tries again 5 minutes later, and if that attempt fails, it tries 10
minutes later. After four attempts, the fax is considered to have failed. Or if the system gets a
voice answer during any fax attempt, the fax is considered to have failed.
If the fax attempts fail, you can either resend the envelope or correct to edit the fax number
and resend the envelope.
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Signing Groups
Signing groups enable you to send a document to a predefined group of recipients and have any
one member of the group sign your document. When you send a document to a signing group,
anyone in the group can open it and sign it with their own signature.
Example — Legal Approval
Your Facilities team negotiates services and leasing contracts, which require legal
approval from a member of the Legal team. Your DocuSign administrator creates a
signing group comprised of the members of your in-house legal team. You use the
signing group to send the document to the legal team. Each member of the signing
group receives a notification to review and sign off on the contract. One of the lawyers
opens the contract, reviews and then approves it, allowing you to complete the
contract with the vendor.
Setting up signing groups
Signing groups are set up for your account by your DocuSign administrator. Administrators can
refer to this topic for information on setting up and managing signing groups.
In this guide:
l
How to send a document to a signing group
l
Notifications and signing groups
l
Tracking signing group activity
l
Limitations and restrictions
l
Viewing signing groups in your Contacts list
To send a document with a signing group recipient
1. Start a new document as described in Start a Document and add files as usual.
2. To add the signing group, do one of the following:
l
Click Add From Contacts and locate the group you want to add.
l
Start typing the group name in the Name field and select it from the pop up:
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3. Finish preparing your document as usual and send it.
Each member of the signing group receives the email notification to view and sign your
document. Only one member can complete the signing responsibility.
Or, if the signing group was set up to use an alternate email address for notifications,
then all communications are sent to that email address and not to the individual group
members.
Notifications and signing groups
Notification behavior depends on whether or not the signing group was set up to use an
alternate email address for notifications. If an alternate email address is used, then all
communications are sent to that email address and not to the individual group members. Group
members can access the document from their account, or, if they have access to the alternate
email, they can use the link in the email notification but must first sign in to their account to
view the document.
If the signing group does not use the alternate email address, then notifications are sent as
follows:
l
All members of a signing group receive the email notification to view a document
l
All group members receive reminder notifications
l
l
When the document is finished, all group members receive the completed email notification
If document markup is used, all group members receive notification of changes, and any
one member can review and approve for the group
Tracking signing group activity
l
Document Details - The details view lists the signing group as the recipient. Actions on
the document by all group members are recorded. Once the document is completed, the
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identity of the actual signer is listed below the group name.
l
l
Document History - The History reflects the activity for each group member. So, for
example, when you send a document to a signing group, each group member is listed as
being sent an invitation to view and sign.
Certificate of Completion - The Certificate records both the signing group used and the
name and details of the actual signer.
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Limitations
When using signing groups, you should be aware of the following limitations and restrictions:
l
l
l
In person signing. You cannot use signing groups with in person signing, either for the
host or as a hosted signer.
Managing groups. Only DocuSign administrators can add, edit, or delete signing groups.
Learn more...
Recipient authentication. Only access code authentication is available for signing
groups.
Viewing signing groups
You can see the signing groups available for your account listed in your Contacts list. To see a
list of the signing group members, place your mouse cursor over the group entry and click the
View All link to see additional members.
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If a signing group uses the alternate email address for notifications option, this detail is only
visible to administrators in the DocuSign Admin application where the signing group is set up.
You cannot see this information in the Contacts entry for the signing group.
Note: Some advanced features and options are supported only in certain DocuSign plans. Your
account plan might not support some options discussed in this help topic. For more information
about which options are available for your account, check your account plan or contact your
Account Manager or Customer Support. Visit our Contact Support web page for contact options
to reach Customer Support.
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Set a Signing Order
If your document has more than one recipient, you can choose to set a signing order. The
signing order lets you control the order in which your recipients receive and sign your
document.
A convenient signing order diagram allows you to see a visual representation of how your
document will be distributed to the recipients.
With Set signing order enabled, you can specify a recipient routing order. You can set up a
simple sequential routing order, where each recipient receives the email notification once the
previous recipient has completed the document. You can also have a mix of sequential and
parallel routing.
When you use a signing order, you can route a document to the same person multiple times.
For example, you want to send a purchase order to your manager to approve, then send it on to
purchasing to sign, and finally send a copy to your manager again.
With Set signing order disabled, all recipients receive the document in parallel.
EXAMPLE – Sequential Routing
Let's say your independent contractor business sends Statement of Work (SOW)
contracts for client approval. Your current client has two approvers: the project
manager and the finance officer. You need the project manager to approve the
contract before it goes to the finance officer for final approval. Once you have both
approvals, you want to send a copy to your firm's accounting manager. With Set
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signing order turned on, you can set up this sequential routing so that your three
recipients receive and execute your document one after the other.
To specify a signing order and view order diagram
1. From the Send a Document view, add your recipients.
2. Select the Set signing order check box.
Signing order values appear at the left end of the recipient rows. By default, the signing
order is the order in which you added the recipients.
3. To change the order, enter new values in the routing order boxes.
4. To set a parallel order, such that some recipients receive the document at the same time,
set the same value for the signing order.
5. To see a visual representation of the recipient routing for your document, click
.
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In the order diagram, each recipient is represented by their initials, in accordance with
their position in the signing order. Hover over each recipient circle to see more details.
Once you send the document, the color of the recipient circles will indicate status as
follows:
l
White - recipient is next in line to sign
l
Gray - recipients awaiting their turn to sign
l
Green - recipient has completed signing
l
Red - there is a problem with the recipient. Hover over the status circle for
additional information, including "Auto Responded" (indicates the email
notification could not be delivered to the recipient. Check email address and
correct as needed); "Declined to Sign" (includes recipient's reason for not signing);
"Failed Authentication" (recipient did not pass the authentication).
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Require Recipients to Draw Each Signature
For some transactions, you may want to require a recipient to draw their signature, rather than
use a DocuSign preformatted style or upload an image, and to do so for each signature or initial
field in a document. Typically, this is a required practice for certain financial or legal
transactions.
You can set a recipient option to require recipients to draw all signature and initials in your
document. This option is set for individual recipients on a document, as described in the
following procedure. When the recipient opens your document to sign, as they click on each
signature or initial field tag, they are prompted to draw their entry. They can only draw their
script; the other options to select a preformatted style or upload an image are not present
during signing.
This feature must be supported by your account plan and enabled by your DocuSign
administrator. Administrators enable the feature in the DocuSign Admin app, in the Sending
Settings. More info...
Note: This recipient option is an advanced feature and is limited to certain plans. Your account
might not offer this feature.
To require a recipient to draw each signature or initial
1. From the Send a Document view, add the recipient.
2. Click More and select Advanced Settings:
3. Under Signing Settings, select the option Draw a new signature for each signature or
initial field.
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4. Repeat these steps for each recipient to whom you want to apply the requirement to
draw each signature.
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Add Labels
With document labels, you have an additional way to categorize and identify your documents.
Once your account administrator enables and configures document labels, you can provide
label values for each document you send. Label values can be free-text entries, or selected
from a list of possible values. Labels can be required or optional.
EXAMPLE—Document Labels
Your sales organization is divided into geographic regions. The administrator set up a
required label "Sales Region", with a predefined list of values for the five sales regions:
North, South, East, West, and International. The team uses document labels to add
their region to every sales contract they send through DocuSign. The label allows your
sales manager to easily locate and report on all contracts by sales region.
Label values are entered when you create a document, and are limited to 100 characters. You
cannot edit or add labels after you send a document. The values are visible to the sender only.
As the sender of a document with labels, you can see the values in the Document details view.
From the Documents page, you can search for documents by the values entered in document
labels.
Note: Some advanced features and options are supported only in certain DocuSign plans. Your
account plan might not support some options discussed in this help topic. For more information
about which options are available for your account, check your account plan or contact your
Account Manager or Customer Support. Visit our Contact Support web page for contact options
to reach Customer Support.
For administrators looking for information on how to add and manage labels, see this help topic
on the DocuSign Support site. Administrators use the new administration experience to manage
document labels.
To add labels to a document
1. From the send a document view, once you upload at least one file to your new document,
the Document Labels section populates with whatever labels have been defined for your
account by your account administrator.
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2. Complete all required labels; required labels are marked with a red asterisk (*). Complete optional labels as needed. Your recipients cannot see the labels or their values.
Previous Step: Add Recipients
Next Step: Add Messages
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Add Messages
DocuSign sends the notification for your document transaction to recipients through email.
After you add recipients, you enter the email subject and message. The subject is also used for
the document title. This title is how you identify your document in the Documents list and is
presented to your recipients as the notification email subject.
In this guide:
l
Add the message for all recipients
l
Add a private message for one recipient
Message to all recipients
For the message sent to all envelope recipients, the message subject line is automatically
generated from the names of the files you upload to your document. The subject is prefixed
with "Please DocuSign:". For example, if you upload a file named "NDA Agreement", your
subject line defaults to "Please DocuSign: NDA Agreement". If you upload multiple files, the file
names are added to the subject line, up to the 100-character limit. You can change the subject
line to anything you like.
All recipients see the message information. As the sender, you can see the message you added
to a document on the Document details view.
To add a message (all recipients)
1. From the send a document view, in the Message to All Recipients section, accept the
default subject line or edit as necessary. The subject line is limited to 100 characters.
Important: This entry is used for both your email subject, and the document title. A
meaningful subject communicates the nature of your document. If you send the same
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document over and over, enter a custom subject line. If you use the default subject as is,
the documents will all be titled the same, making it hard to identify a particular
document.
2. Enter your message in the message field. The message field is limited to 10,000
characters.
Add private messages to individual recipients
In addition to the general message, you can create private messages for individual recipients.
Only the selected recipient sees the private message. Private message recipients see both the
general message and the private message. A private message is included in the email
notification under the heading Notes and is also visible when the recipient opens the document
to view and sign.
As the sender, you can see a private message you added to a document on the Document
details view.
To add a private message for one recipient
1. In the recipient's row, click More and select
Add private message.
The Private Message panel opens.
2. Enter your message text and click Close.
The message panel collapses and shows a private message is added for the recipient.
To remove a private message
You can remove a private message from a draft envelope, or when correcting an in process
envelope.
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1. In the recipient's row, click More and select
Add private message.
2. In the Private Message panel, click Discard.
The private message is removed.
Previous Step: Add Labels
Next Step: Set Advanced Options
Set Recipient Language and Specify Custom Email Messages
You can specify a language setting and a custom email message for each recipient on a
document. If you need to transact with people in different geographies or that have different
language preferences, you can customize your document to address each person in their
preferred language.
Account settings for recipient language
To customize the recipient language and message, the feature must be enabled for your
account by your DocuSign administrator. The setting is described in this help guide for
administrators.
How it works
With this option, you can write a custom email message and set the language used in the
standard email format and the signing view for each recipient. Email notifications present all of
the standard content in the selected language. For signing, when the recipient opens your
document to sign, the menus and controls are all presented in the selected language.
The language setting does not translate the email subject or message, which you provide in the
Message to All Recipients. Whatever you enter in these fields is transmitted exactly as you type
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it. The setting also does not have any translation effect on the files you upload for your
recipients.
To set the recipient language and a custom email message
1. Start a new document and prepare it as usual, adding files and recipients.
2. In the Message to All Recipients, select Custom email and language for each recipient.
The message section expands to include a message setting for each recipient on the
document.
3. Set the language for each recipient. The language setting controls the set portions of all
email notifications. The message subject and body are not translated. Whatever you
enter into these two fields is transmitted exactly as entered.
4. Enter a custom message for each recipient. The text is not translated. It is sent to the
recipient exactly as entered.
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5. Complete and send your document as usual. Your recipients receive the email
notification inviting them to sign in the language you selected. Example:
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6. In your account, the document takes the name as entered in the email subject for the
first recipient listed on the document.
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Set Advanced Options
When preparing your documents for signature, you can set various recipient privileges,
reminder settings, and expiration options. These options are, by default, controlled from the
Sending Settings set for your account, where you specify settings for all of the envelope that you
send. You can override these default options at any point in the process of preparing documents
for signature.
Note: These options apply to all recipients; you cannot specify these advanced options for a
single recipient.
To set advanced document options for an envelope
1. Create an envelope as usual, or continue a draft.
2. Open the Advanced Options for the envelope by clicking the Edit link by the Advanced
Options details:
3. In the Advanced Options dialog, modify the default settings for the envelope. The
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available settings are described in detail below.
Allow recipients to sign on paper
(Default: On)
Sometimes, signers prefer to sign a document using pen on paper. The Sign on Paper feature
allows signers to sign documents on paper, while still allowing you to take advantage of
DocuSign’s ability to store and manage documents electronically.
When a recipient receives the document, they select the Sign on Paper option. From there, the
signer prints and signs the document. The recipient can choose to submit the completed
document by fax, or by scanning it and uploading the file.
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Allow recipients to change signing responsibility
(Default: Off)
This option gives recipients the option to assign signing responsibility to another person.
When a recipient receives the document, they select the Change Signer option. The recipient
provides the new signer's contact information, and the document is reassigned. In the
document, field tags for the original recipient are reassigned to the new signer. The new signer
receives a signing notification, which includes a message from the original signer if they opted
to include one. The sender receives a change in signer notification. The original signer is added
as a carbon copy recipient.
Once the document completes, the Certificate of Completion reflects the details of the signing
event. The new signer is shown in the Signer Events section, and the original recipient is listed
under Carbon Copy Events.
Allow recipients to edit the document
(Default: Off)
This option allows recipients to make changes to the document with the document markup
feature. If a recipient chooses to make a change, all signers on the document must initial their
approval of these changes, and a full audit trail is maintained in DocuSign. Learn more...
Turn on auto navigation
(Default: On)
This option allows the sender to turn off the auto navigation setting specified for the account by
the DocuSign administrator. Auto navigation controls how the fields are presented to the
recipient when signing a document. To find out which auto navigation setting is specified for
your account, check with your DocuSign administrator.
If auto navigation is turned off, then the recipient must navigate to fields manually; they are not
prompted to complete fields. Recipients can scroll to locate their fields, or use the Tab key to
step through fields. Even with auto navigation turned off, all required fields must be completed
in order to finish signing the document.
Reminders
(Default: Off)
You can turn on reminders to send follow up emails to signers automatically. When you enable
reminders, you specify when and how often to send notifications.
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Expiration
(Default: 120 days; no warning)
By default, documents signing requests expire 120 days after sending. When a document
expires, the status changes to Voided and it can no longer be viewed or signed by recipients.
You can modify the default number of days before the request expires. The date and time
shown is when the request enters the expiration process. Envelopes can take up to 24 hours
from this time to expire. You can also add the option to send signers an expiration warning,
which generates an expiration pending email to all outstanding signers.
When an in process document reaches six days to expiration, the expiration date appears
under the document status in the Documents list, along with a warning icon. The expiration
date is also listed in the Document Details view.
Sender Settings
If enabled for your account, you can choose whether or not to automatically Stamp documents
with envelope ID. This stamp appears at the top left of every page in your document.
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This automatic stamp cannot be repositioned. Furthermore, the envelope ID becomes a
permanent part of your document and cannot be removed.
If you want the ID on the document but prefer it in a different location, disable this setting and
instead use the Envelope ID field to place the ID exactly where you want it to appear. See Field
Types for more on the field option.
Branding
If your account has configured custom signing brands, these brands are available for you to
select and apply to your envelope.
With a custom signing brand, you can configure certain elements of the recipients' experience.
These customizations include the logo and certain color elements in the email notifications and
in what recipients see when they sign documents sent from your account. A signing brand may
also include custom destination URLs, links, and resource files. See Configure Brands for more
information on how administrators can create custom brands.
Previous Step: Add Messages
Next Step: Add Fields to Document
Document Markup
Document markup is an advanced sending option that you can enable for any document, adding
the ability to negotiate changes to documents from within the DocuSign workflow.
With Document markup, you can allow recipients to make changes to your document by
covering up existing text and adding new text. Recipients can choose to use a special Markup
text field, which they can place anywhere in the document, scale it and, if desired, fill it in. All
changes must be reviewed and approved by all signers on the document.
All markup changes and approvals are covered by the certified audit trail, with a detailed
account of all changes recorded in the Document history. Email notifications highlight markup
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changes for all recipients and documents with markup applied are automatically rerouted to all
recipients for approval of the changes.
EXAMPLE — Changing the Duration of an NDA
Your investment firm receives an NDA from the founder of a startup company who
would like your financial backing. The NDA specifies an 18 month nondisclosure
period, which is too restrictive. You use the Markup feature to edit the period to a
more reasonable six months. The document is returned to the founder through
DocuSign, and she approves your change, completing the NDA.
Document markup and collaborative fields
An important aspect of document markup is the effect the setting has on any fields in the
document that are valid for collaboration. Normally, fields are only visible and actionable by
the recipient to whom they are assigned. For text, radio button, drop down, and check box
fields, you can choose to set the collaboration property, which makes the fields visible and
actionable by all recipients on the transaction. If you use document markup, these field types
become collaborative automatically when the markup feature is activated by a recipient.
For information on field collaboration: Collaborative Fields
Document markup is enabled and managed by your DocuSign administrator. If your account
administrator has enabled document markup for you, you can include the option for any
document you send. See the Signing Settings guide for more information on how administrators
enable document markup (Allow recipients to edit documents).
Note: Some advanced features and options are supported only in certain DocuSign plans. Your
account plan might not support some options discussed in this help topic. For more information
about which options are available for your account, check your account plan or contact your
Account Manager or Customer Support. Visit our Contact Support web page for contact options
to reach Customer Support.
How to enable document markup on a document
You can enable the document markup option for any document you send.
1. As you set up your document, open the Advanced Options and enable the setting Allow
recipients to edit the document.
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2. Finish setting up your document as usual, and send it.
How recipients use document markup
1. With document markup enabled, recipients see a Mark Up option in the Other Actions
menu.
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2. A special Markup field appears, which the recipient can drag and place anywhere in the
document.
3. (Optional) The recipient can enter information into the markup field.
An Initial tag appears at the margin to the right of the field, which the recipient must sign
to complete their markup.
4. Recipients who have already signed the document receive an email notification to review
the suggested changes. When they view the document, they are guided to initial the
changes.
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Recipients can accept the change by initialing it, or edit the change and initial their
version. The review process continues until all recipients have initialed all changes.
5. Once all changes are initialed, the document is complete and a completed email notification is sent to all recipients. The notification includes details of the markup changes.
6. The final document includes all completed fields, including the markup changes and
corresponding initials.
7. The Document history reflects the Document Markup activity, and includes the added
text.
Control Envelope ID Placement
The Envelope ID is a long, unique identifier generated for each envelope by the DocuSign
system. When you send an envelope, you can control whether or not the ID is included on
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documents, and where and how it appears. The ID is always recorded in the Document History.
If you choose to add the ID to your document, the ID is seen by all document recipients and
becomes a permanent part of the document and cannot be removed.
For the Envelope ID, you have the following options:
l
l
l
Automatically stamp the ID at the top-left of every page in your document
Manually place the ID where you want it to appear, and set the font and other formatting
properties
Send a document without the ID appearing anywhere on it
To include the Envelope ID on documents, the feature must be enabled for your account by your
DocuSign administrator in the Sending Settings.
To automatically stamp every page with the Envelope ID
1. Start a new document and add files and recipients as usual.
2. Open the Advanced Options by clicking the Edit link.
3. Under Sending Settings, select the option Stamp envelope ID onto top left of every
page.
4. Send your document.
When any recipient opens the document, the Envelope ID appears at the top left of every
page.
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To manually place and format the Envelope ID on a document
1. Start a new document and add files and recipients as usual.
2. Open the Advanced Options by clicking the Edit link.
3. Under Sending Settings, clear the option Stamp envelope ID onto top left of every
page.
4. Continue to the Add Fields view.
5. Select the Envelope ID field in the list of Standard Fields and then place it at the desired
location in your document. It does not matter which recipient you assign the field to; all
document recipients will see the ID when they view or print the document.
6. (Optional) To adjust the appearance of the field, select it, and then expand the
Formatting properties and set the font, font size, and other characteristics.
7. Send the document.
When any recipient opens the document, the Envelope ID appears only where you have
placed it.
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To send a document without the Envelope ID on it
1. Start a new document and add files and recipients as usual.
2. Open the Advanced Options by clicking the Edit link.
3. Under Sending Settings, clear the option Stamp envelope ID onto top left of every
page.
4. Continue to the Add Fields view and add fields as usual, but do not add the Envelope ID
field to the document.
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Add Fields to Documents
Once your document includes files, recipients, and messages, you add the fields that instruct
your signers to provide their signature, initials, or other information. You add a unique set of
signing fields for each recipient.
Jump to a topic in this guide:
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Overview on adding fields
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How to add fields to a document
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Related topics
Note: If you find you cannot add fields to the documents and templates you create, most likely
this is because of your user permission profile. Contact your DocuSign administrator and ask to
adjust your permission settings. These settings are documented in this administrator help
guide.
Overview on adding fields
The Add Fields view has the following basic areas:
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Recipients. Lists all of the recipients who will receive your document to sign. The fields
you add apply only to the selected recipient and are color-coded to match the recipient's
assigned color. You can add fields for the recipients you designate as signers. Use the
Edit Recipients option in the recipient list to edit recipient details, or add or remove
recipients.
Undo/Redo and Copy/Paste. Icons for one-click access to these common field actions.
Standard keyboard controls are also supported, as well as a right-click context menu for
easy field management.
Standard Fields. Displays the set of standard fields you can add to your document. Select
Custom Fields to use, add, or edit your custom fields.
Page Guide. Contains a scrolling list of all of the pages in your document. This list
includes all of the pages of all of the files you added to the document. Click on any page
in the Page Guide to make it the active page of your document. From the Page Guide, you
can also delete and rotate individual pages from your documents and use Other Actions
> Edit Documents to add, remove, or reorder documents.
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Field Properties. (Not shown) Contains the properties for a selected field or fields, allowing you to edit things like formatting, recipient assignment, and tool tips. This panel slides
in over the Page Guide when one or more fields are selected.
When recipients review your document, they navigate through the fields based on the AutoNavigation setting for your account. Your DocuSign administrator sets this option using the
DocuSign Admin view. The default behavior is to navigate through all fields on the document.
Alternate navigation options include Page only, where recipients scroll through documents
manually, and Navigate Required Fields, which steps recipients through just the fields marked
as required. If you use Radio Buttons on your documents, the options to navigate blank required
fields are recommended for a smoother signing experience.
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To add fields to a document for a recipient
1. From the Send a Document view, click Next.
The Add Fields view appears.
2. In the recipients list at the top of the page, select a person to add fields for.
Note: The fields you add apply only to the selected recipient and are color-coded to
match the recipient's color. You can only add fields for the recipients you designated as
signers.
3. In the page guide at right, select a page you want to tag with fields.
The selected page becomes the active page and displays in the center panel.
4. From the Fields palette at left, click and drag one of the available field types to add it to
the active page.
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5. To adjust the look, the assigned recipient, or other characteristics of a field, click the
field. The Field Properties panel slides in over the page guide. Set the properties as
desired.
6. Use the page guide to scroll through the pages and add more fields for your recipient as
desired.
Related topics
For more information on topics related to adding fields, see the following:
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Shortcut Keys. Use keyboard commands for common actions on recipient fields.
AutoPlace fields. Use AutoPlace to add fields automatically by matching to characters in
your document.
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Resize fields. To adjust the size of a field, click and drag on any field corner.
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Field types. Use the right field type for the information you want from recipients.
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Field properties. Control the appearance and behavior of fields through the available
field properties.
Align fields. Select two or more fields (SHIFT+Click or click and drag), and use the
alignment tools in the Field Properties panel.
Previous Step: Set Advanced Options
Next Step: Send Your Document
Shortcut Keys for Fields
There are several shortcut keys available in the Add Fields view. These shortcuts provide an
alternative to mouse control to perform common actions on your recipient fields. With these
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keyboard commands, you can do things like change the recipient assigned to a field, tab
through fields, and move fields.
To see the list of shortcuts
1. After preparing your document with files, recipients, and messages, continue to the Add
Fields view.
2. At the bottom right of the view, click SHORTCUTS.
3. The Shortcut Keys list appears showing all the supported keyboard controls.
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Delete Pages From a Document
If you upload files containing pages you don't want to include in your DocuSign document, you
can easily delete the unwanted pages.
Note: If you want to add or remove entire documents, or reorder documents, use the Other
Actions, Edit Documents option.
To delete pages
1. After preparing your document with files, recipients, and messages, continue to the Add
Fields view.
2. In the Documents list at the right, scroll through the page guide to locate the page you
want to delete.
3. Hover over the page thumbnail with your mouse until a trash can icon appears at the
bottom right corner of the image.
4. Click the trash can icon to remove the page from your document. Any fields on the page
are deleted, along with the page.
Rotate Pages in a Document
You can rotate individual pages in a document. If you upload a file and then find you need to
rotate a page, you can do so when you add fields for your recipients to complete.
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To rotate a page
1. After preparing your document with files, recipients, and messages, continue to the Add
Fields view.
2. In the Documents list at the right, scroll through the page guide to locate the page you
want to rotate.
3. Hover over the page thumbnail with your mouse until a set of controls appears at the bottom of the image.
4. Click the rotate icon. Each click rotates the page clockwise 90 degrees.
Adjust Field Size
Once you place a field on your document, you can adjust many aspects of it. For some field
types, you can adjust the size. The fields which you can scale have sizing handles at each corner.
Click and drag on any corner to resize the field.
Fields which are populated automatically with recipient information cannot be sized when you
prepare your document. For example, the Name, Email, Company, and Title fields. When the
recipient opens the document to sign, these fields resize automatically to match the recipient
information.
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Note: Signature and Initial fields are both placed at 100% of their possible sizing. You can
reduce the size of these field types, but you cannot make them any larger. If these fields seem
too small, see the following advice for dealing with tiny fields.
Fields are also scaled relative to the size (dimensions) and resolution of your document. If you
are uploading scanned documents, sometimes this relationship causes your fields to appear
very small on your document.
This topic provides information on how to adjust your field size for both of these situations.
To adjust the actual size of a field
1. Prepare your document as usual.
2. Place a scalable field on your document. This is any field with the sizing handles as shown
above.
3. Hover your mouse over one of the sizing handles until it changes to a double-headed
arrow, indicating you can size the field.
4. Click and drag the field to the required size.
For fields appearing very tiny
If you upload a scanned file to DocuSign, and your fields appear very small, then the cause is
likely one of the following:
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The resolution of your uploaded file
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The page size of your uploaded file
When you scan a document you select a resolution (in dpi) and a page size. DocuSign is
maintaining the scanned resolution and page size when the system converts your scanned file
to a PDF. If the resolution is high or the page is oversized, then fields appear very small when
placed on your document.
Try the following solutions:
1. Scan your original at a lower resolution. Generally, 200 dpi or lower should produce a
manageable resolution.
2. Check the page output size for your scan. If you can set it to 8.5x11", you should get a file
that will display fields at an appropriate scale.
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Preview and Send Your Documents
Once you finish adding files, recipients, messages, and signing fields, you are ready to preview
your work, and then send your document for signature.
From the Add Fields view, the top navigation bar presents options to send, preview, save, or
discard your document:
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To preview your recipients' experience, click Other Actions and select Preview.
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To send your document, click Send.
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To save a draft without sending, click Other Actions and select Save and Close.
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To cancel the document preparation and return to your Documents list, click Other
Actions and select Discard.
Once you send your document, your recipients receive an email notification, asking them to
review and sign.
About preview
Preview mode offers a simplified view of each recipient's signing experience. You can use this
mode to step through each recipient's fields.
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To preview your recipients' experience, click Other Actions and select Preview.
Previous Step: Add Fields
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Field Types
You can add the following standard fields to your document:
Note: Some advanced features and options are supported only in certain DocuSign plans. Your
account plan might not support some options discussed in this help topic. For more information
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about which options are available for your account, check your account plan or contact your
Account Manager or Customer Support. Visit our Contact Support web page for contact options
to reach Customer Support.
EXAMPLE
Let's say you are sending a purchase agreement to a customer for a custom-built
automobile. Your document details the vehicle specifications and the customer's
contact information. You need the customer's initials on the specs, requested delivery
location, and signature. You use the Initial and Sign Here fields for their initials and
signature, and the Text field for the delivery location.
Set field properties
Some fields automatically populate with the signer's data, while others require the signer to
enter some information or make a choice. When you add fields to a document, you can define
field properties, such as font styling and character limits.
Adjust the field size
You can easily adjust the size of your field; just click and drag on the any of the sizing handles at
the corners of the field:
Types of fields
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Signature. New users first confirm their signing name and initials, and then select a
signature style. When they adopt their signature, it is applied to the signing field.
Otherwise, the signature is applied with a single click. Easy! The signing name is the
name as you entered it when you added the recipient to your document. Default:
Required
Initial. Just like signing, new users first adopt a signature, and then their initials are
applied to the document. Default: Required
Stamp. The stamp field enables customers in varying markets, cultures, roles, and
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industry verticals to apply a stamped image to be representative of their signature,
official approval, or company acknowledgment to documents. The stamp field cannot be
resized by the sender.
Recipients who have a stamp field to complete, upload a stamp image, size and position
it, and adopt it to apply to a document. If the signer is a DocuSign account holder and has
previously added a stamp, the stamp is available to select and apply to the document.
Once a signer applies a stamp, they can resize it or replace it before they finish signing
the document. Default: Required
The stamp field must be enabled for your account by your account administrator in the
Sending Settings.
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Date Signed. This field is automatically filled in with the current date. Your account
administrator can set the format of the date for all documents sent from your account, in
the Signing Settings set for your account. The format can include a time stamp.
Text. This is a free text field for data. By default, the text field accepts any characters.
Enter a value in the Character Limit setting of the Add Text property to restrict the
number of characters the recipient can enter. Set a Formatting property to hide text with
asterisks, and conceal the signer's data entry from anyone viewing the document. Use the
Validation property to restrict the data entry in the field to a specific format, such as an
email address or a social security number. Place the field on your document and select it.
In the field properties pane, expand the Validation section, click the drop down, and
select the validation format for the field.
Default: Required; Validation - None
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Name. This name field supports three formats: First Name, Last Name, or Full Name.
Place the field on your document. In the properties panel on the right, select the name
format. For First Name, the first word of the name is used. For Last Name, the last word
of the name is used.
Depending on the format you choose, the field automatically populates with the
recipient's name, or portion of the name, as you entered it when you added the recipient
to your document. If the recipient changes their name when they adopt their signature,
the Name field updates to reflect the new name. Default: Full Name
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Company. This field automatically populates with the recipient's company name as
specified in their preferences My Identity information. If your recipient does not have a
DocuSign account, or they have not specified a company name then this field is a blank
free text field in which they can enter their information.
Title. Just like the Company field, the Title field automatically populates with the
recipient's title from their My Identity information. Otherwise, the recipient can type in
their title.
Email. This field automatically populates with the recipient's email address.
Checkbox. This is a standard, square check box for recipients to select one or more
options. You can mark the checkbox with the Initially Checked property, so that it
appears checked to recipients. The check box is always optional, so that your recipient
can skip it and still complete the document.
Tip: If you have a scenario where your recipient must mark to indicate explicit
agreement, use a single radio button and select the Required Field option
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Radio Button. Radio buttons provide options from which recipients can select only one
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response. Radio buttons are placed in your document as a group, and you can add,
remove, or position the individual buttons. The group is identifiable by the Group Label
property, and by the dotted blue line that encompasses all buttons in the group. Radio
buttons can be spread out over a document, so these markers can help identify which
buttons belong together. On the completed PDF, only the selected option remains,
appearing as an "x".
The Radio Button Values are not visible to the recipient, but the value for the selected
response is included when you download form data for the document. Radio Button Value
Default: "Radio"
Radio buttons, as a group, can be required or optional. If you set the Required Field
property, your recipient must select one of the options in order to complete the
document. If you have a scenario where your recipient must mark to indicate explicit
agreement, use a single radio button and select the Required Field option. Default:
Required
TIP: When recipients review your document, they navigate through the fields based on
the Auto-Navigation setting for your account. If you use radio buttons on your
documents, the options to navigate blank required fields are recommended for a
smoother signing experience. Your DocuSign administrator sets this option using the new
admin view. (More Info)
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Drop Down. This field provides a drop-down list of options. Like radio buttons, recipients
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can select only one value from the drop-down list. When you place the field, the Options
section opens on the properties panel. Create the options for your drop down list by
entering a semicolon-separated list of values in the field provided. This list is what your
recipient sees when signing your document. The Default Selection list populates with
your list of values, and you can select which value to show in the field by default. You can
set additional properties in the properties panel, such as formatting and whether or not
the field is required.
The Drop Down field can be required or optional. If you set the Required Field property,
your recipient must select one of the options in order to complete the document. Default:
Required
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Attachment. The Attachment field allows you to request additional documentation from
a recipient. The recipient is asked to upload or fax in the documentation. When they
complete the document, the attachment is added to the final document and can be
downloaded or printed.
The Attachment field can be required or optional. If you set the Required Field property,
your recipient must attach a file in order complete the document. Default: Required
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Note. The Note field is a free text field that you can use to enter additional information
to your recipients. You can add a Note for an individual recipient and the text that you
enter appears on the document only during the signing session. Notes are only visible to
their assigned recipient. Notes do not remain on the completed document. However, you
can use the download form data option to recall and view the information.
Approve. The Approve field offers an alternative to a required Signature or Initial field
for recipients to approve your document. The Approve field is always required. If the
recipient clicks Approve during the signing process, the recipient is considered to have
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signed the document. If the recipient has completed all other required fields, when they
click Approve, they complete the signing process.
The Approve field does not add any information on the document, but it records and
"Approved" action in the Document history. For your recipient to decline the document,
you can add the Decline field, or they can use the Decline to Sign option.
You can adjust the name of the field, as seen by the recipient, using the Button Text
property.
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Decline. The Decline field works the same way as the signing option Decline to Sign. If
the recipient clicks the Decline tag during signing, any remaining fields in the document
are skipped, and he is prompted to provide a reason for declining. The Document history
records the action and the reason provided by the recipient. You can adjust the name of
the field, as seen by the recipient, using the Button Text property.
Formula. This calculated field dynamically calculates a result based on recipient-entered
values in other fields. You can build formulas based on numbers or dates, using the
standard mathematical operations of addition, subtraction, multiplication, and division.
Envelope ID. The Envelope ID fields allows you to manually place the envelope ID
anywhere on your document. This ID is the unique identifier for a document. This
identifier is shown in the Document History, the Certificate of Completion, some
document reports, and is useful for API developers using the DocuSign API. You can use
the Envelope ID field to place and format the ID as you want it to appear. You can set the
position, font type, size, and color of the ID stamp.
As an alternative to using the Envelope ID field, you can set the Advanced Option for a
document to automatically stamp the envelope ID onto the document. The stamp is
placed at the top left of every page of the document.
You can use either the Envelope ID field or the automatic stamp, or you can use both on a
document. However you choose to add the envelope ID to your document, be aware that
the ID stamp becomes a permanent part of your document and cannot be removed.
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Field Properties
When you add fields to your documents, you can set a variety of properties. With these
properties you can do things like:
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Make a field required or optional
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Change the recipient for a field
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Enter data in the field and make it read only for recipients
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Apply data validation to enforce data entry rules for the recipient
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Set the font, size, or color for a text field
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Hide the recipient's entry in a text field with asterisks for added data security
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Set up conditional field relationships
The properties are similar for all of the field types, though not all properties apply to all fields.
You can adjust the properties on a single field tag basis, or to multiple fields at once.
To edit field properties
To access the property settings, do either of the following:
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For a single field, click the field to select it.
The field properties panel slides in over the page guide on the right-hand side to reveal
the settings you can adjust:
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For multiple fields, click and drag to encompass the fields to change, or press SHIFT+Click
to select each field. The field properties panel slides in. The changes you make to the properties apply to all
of the fields currently selected.
Basic
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Recipient - controls which recipient the field applies to; use this property to change the
recipient for a field tag.
Required Field - specifies whether the field is required or optional; required fields must
be completed by the recipient in order to finish the signing process. Only the following
fields have this property: Signature, Initial, Company, Title, Text, Radio Button, Dropdown, and Attachment. Learn more...
Add Text - for text fields, you can enter the field contents to present to recipients. Apply
the Read Only property if you want to protect your entry. Set a Character Limit to control
how many characters recipients can enter into the field.
Read Only - controls whether the recipient can edit the field; only the following fields
have this property: Text, Company, Title, Dropdown, Checkbox, and Radio Button. As the
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sender, you can complete these fields and mark them as Read Only. All recipients see
your entry or selection, but cannot change values. Learn more...
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Formatting - defines the font family, size, and color, and character styling; for text fields,
there is an additional formatting property to hide the text entered with asterisks, concealing the data from anyone else viewing the document.
Tooltip - provides use tips that appear when the recipient mouses over the field.
Advanced
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Data Label - contains a field identifier that is only visible to the sender. You can use the
Data Label property to automatically populate entries across fields, as noted below.
Note: If you set the data labels to be exactly the same for fields of the same type, the
field data becomes linked. When the sender prepares the document or template, or
when the signer signs the document, an entry in any one of the linked fields is
automatically populated into all fields with the same data label. This behavior is
constrained by the data population scope setting for the account. This setting can restrict
the entry replication to just within the same uploaded file, or extend it to all files in the
document. This setting may be set in DocuSign Admin, under the Sending Settings, and is
called "Automatically replicate information in fields with the same Data Label". Learn
more...
If your account administrator does not see this setting, they can contact DocuSign
Customer Support for assistance https://support.docusign.com/.
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Group Label - for radio buttons, this label appears as a tool tip to identify a group of
radio buttons and is visible to your document signers.
Radio Button Values - for radio buttons, these are internal values for each radio button.
For the response selected by the signer, the corresponding radio button value is included
when you download form data for the document. These values are not visible to the recipient.
Collaboration - for text fields, allow all recipients to make and change entries to the
fields. Optionally, require all recipients to initial changes. Learn more...
Field Order - specify the order fields are navigated to on each page of a document when
recipients sign. Assign a field order does not ensure the signer will be navigated to a
field. The auto-navigation setting ultimately controls how fields are presented to signers.
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For example, if a field has an assigned field order and is set as optional, and the auto-navigation is set to Navigate required fields, then the optional field is still present on the document, but the signer must manually select it to enter data.
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Validation - for text fields, restrict the type of data signers can enter. Learn more...
Conditional Logic - set up, review, and edit conditional relationships between fields.
Learn more...
AutoPlace- automatically place copies of a field at every instance of a pre-defined string.
Learn more...
Optional Fields
Sometimes you want to place optional fields for your recipients to consider. Most often, you
want to use an optional signature or initial field. For example, a permission form with a
signature to be completed only if the recipient wants to grant her permission. Or a series of
line items in a service contract—the signer initials only those items they want in the final
contract.
Field types with a required option
The following field types default to required but can be set as optional:
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Signature
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Initial
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Text
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Company
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Title
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Radio Button
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Drop Down
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Attachment
How to tell the difference between required and optional fields
Required fields are filled with the recipient's color, as indicated by the color square next to
their name in the Add fields for: list. Here's an example showing a required field on the left
and an optional one on the right:
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To make a field optional
1. Start a document as usual, adding files, recipients, and messages.
2. In the Add Fields view, click one of the field types listed above and place it onto the document.
3. In the properties panel, uncheck the Required Field property. The field is now optional
and signers can choose whether or not to complete it.
Read Only Fields
For some field types, as the sender, you can complete the fields and mark them as read only for
the recipients. The Read Only property locks the fields. All recipients can see the contents of
read-only fields, but cannot modify the values.
Field types with a read only option
The following field types can be set to read only:
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Text
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Company
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Title
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Drop Down
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Checkbox
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Radio Button
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Note: Even though you assign read-only fields to a single recipient, the fields and their
contents are seen by all recipients of the document. Read-only fields cannot be edited by
recipients.
To add read-only fields to a document
1. Prepare your document as usual, adding files, recipients, and messages.
2. In the Add Fields view, click the Text field or other field type as appropriate, and place it
on the active document page.
3. In the properties panel, set the desired value for the new field. This value will be visible
to all recipients.
4. In the properties panel, select the Read Only check box. For recipients, the field is now
read only and cannot be changed. The field and the contents you specified will be visible
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to all recipients on the document.
Data Validation for Text Fields
By default, the Text field type accepts any characters. If you need a specific type of information
from your signer, data validation allows you to enforce a validation standard on the field,
helping to ensure you get the right data from your signer.
The following data validation options are supported:
Validation Option
Format
Regular expression - see Custom Data Validation
Examples
Date
mm/dd/yyyy
05/31/1995
Email
[email protected]
[email protected]
Letters
Letters A-Z, in lower or uppercase, and
spaces
California | San Pablo Avenue
Numbers
0-9 and one period only - no spaces
25 |15.25 | 4234.00
Custom
^\d$
SSN (Social Security Num###-##-####
ber)
123-45-6789
ZIP
xxxxx
94501
ZIP5-4
xxxxx-xxxx
94501-1234
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EXAMPLE — Employment Application
Your business is growing and you're hiring! You've set up a DocuSign template with
the application form and all the fields applicants need to complete. While the form
details the type of information the applicant must provide, you use data validation
where you can to help improve the accuracy of their information. Getting their Social
Security Number is critical to processing their application, so you use the SSN data
validation to reduce errors and speed up the process. Just one more reason to love
DocuSign!
When you use data validation, your signer is prompted to provide correctly formatted data.
Once they complete the fields accurately, the prompt disappears, and they can finish signing
your document.
To apply data validation to a Text field
1. Start a document as usual, adding files, recipients, and messages.
2. In the Add Fields view, click the Text field and place it on the document.
3. In the properties panel, expand the Validation section.
4. Click the drop-down and select the desired option.
Custom Data Validation
In addition to the pre-defined validation types, DocuSign offers a Custom validation, which
allows you to create more complex validation patterns. If you select Custom for your validation
type, you provide a regular expression (regex) to formulate a pattern or literal string, which the
recipient must match in order to complete the Text field. Using Custom validation, you could
enforce just about any data definition you can think of, such as a bank routing number, a single
digit, a US currency value, a time value in 24-hour format, password criteria, or a valid credit
card number.
EXAMPLE — Regular Expression
Here are just a few example expressions to illustrate the power of custom data
validation:
^(?=[^\d_].*?\d)\w(\w|[[email protected]#$%]){7,20} restrict passwords to a length of 8 to 20
alphanumeric characters and select special characters. The password also cannot start
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with a digit, underscore, or special character, and must contain at least one digit.
^\d$ matches exactly 1 numeric digit (0-9).
EXAMPLE — Regular Expression for date format and ZIP format in Japan
Here is an example of validating Japanese date format:
^(19|20)\d\d年(((01|03|05|07|08|10|12)月(0[1-9]|[12]\d|3[01]))|((04|06|09|11)
月(0[1-9]|[12]\d|30))|(02月(0[1-9]|[12]\d)))日$ validates Japanese date format.
Example: 2016年4月1日
Here are examples of validating Japanese ZIP format:
^[0-9]{3}-[0-9]{4}$ validates a 7-digit Japanese ZIP format. Example: 600-8216
^\d{3}$ validates a 3-digit Japanese ZIP format. Example: 600
DocuSign uses the .NET implementation of regular expressions. For more information on using
and building regular expressions, refer to the MSDN .NET Framework Regular Expressions
documentation.
There are many useful resources on regular expression definitions, including whole libraries
with expression solutions. Here are a couple of resources to get you started:
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.NET Framework Regular Expressions - Microsoft Developer Network documentation for
regular expressions
Online tester - RegexStorm.NET free online tester to test regex patterns
To apply custom data validation
1. Follow the regular procedure to apply data validation to a Text field.
2. Select Custom in the Validation drop-down.
3. In the Regex Pattern field, enter the regular expression that defines the data format you
want your recipient to enter.
4. In the Error Message field, enter text to guide your recipient to enter correctly formatted
data.
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Custom Fields
Create custom versions of standard fields and save them for reuse in future documents. Define
any combination of field properties, such as font type or size, validation setting, or autoplace
action. Custom fields help speed up your document preparation by allowing you to save fields
customized for your use.
Use a custom field like any other standard field. Just place it on your document, and it retains
all of the field properties you defined.
In this guide:
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Create a custom field
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Edit a custom field
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Delete a custom field
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Related topics
EXAMPLE — Fields with Validation
You prepare sales contracts for your company and almost always have to add
validated fields for numbers and dates. Rather than repeatedly set up text fields with
the proper validation, you create custom fields, which you can quickly apply where
needed.
To create a custom field
1. Start a document as usual, adding files, recipients, and messages.
2. In the Add Fields view, select the Custom Fields palette
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3. Click the + to add a new custom field.
4. In the Custom Field Details dialog, select the field type for your new custom field and
enter a name.
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5. Set the properties for your custom field, such as font size, validation type, or AutoPlace.
6. (Optional) Select Shared to allow other users on your account to use the field.
7. Once you have set all the properties you wish to use, select SAVE.
8. Your new field appears in the list of Custom Fields.
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To edit a custom field
1. Locate the custom field you want to edit in the Custom Fields list.
2. Click the gear icon by the field name to open the Custom Field Details dialog.
3. Make your changes to the custom field properties and click SAVE.
Your updated custom field is available in the Custom Fields list.
To delete a custom field
1. Locate the custom field you want to delete in the Custom Fields list.
2. Click the gear icon by the field name to open the Custom Field Details dialog.
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3. Scroll to the bottom of the Custom Field Details dialog and click DELETE.
Related topics
For more information on topics related to custom fields, see the following:
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Manage your custom fields. Create, edit, and delete your custom fields from My Preferences > Custom Fields.
Custom fields for administrators. DocuSign admins can create and manage custom fields
for their account users.
Add fields. Basic information on how to add fields, including custom and standard, to your
documents.
Note: Some advanced features and options are supported only in certain DocuSign plans. Your
account plan might not support some options discussed in this help topic. For more information
about which options are available for your account, check your account plan or contact your
Account Manager or Customer Support. Visit our Contact Support web page for contact options
to reach Customer Support.
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Calculated Fields
With the Formula field, you can build formulas to calculate a value based on number or date
fields in your document. When the recipient completes the underlying fields, the Formula field
automatically calculates and displays the result.
Formula fields support standard mathematical operators (addition, subtraction, multiplication,
and division), signs to evaluate mathematical inequality (<, >, <>, <=, and >=), and a set of Date
functions to calculate a number of days or determine a date.
EXAMPLE — Property Management
You manage several residential properties. Often, a new tenant moves in mid month.
You need to prepare a lease agreement with a pro-rated rent for the first month. You
use a calculated field to provide the pro-rated rent.
You also have some optional amenities and facilities that tenants can choose to
include in their lease. Using a Formula field, you can offer these options in the lease.
Based on which option the tenant selects, the Formula field automatically calculates
their monthly rent, including the cost of the selected options.
Note: Some advanced features and options are supported only in certain DocuSign plans. Your
account plan might not support some options discussed in this help topic. For more information
about which options are available for your account, check your account plan or contact your
Account Manager or Customer Support. Visit our Contact Support web page for contact options
to reach Customer Support.
Formulas can reference number or date fields as follows:
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Text fields - must be validated to be either numbers or a date
Date Signed fields - only the date is used in the calculation; if the field is formatted to
include hours, they are ignored
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Dropdown fields - the options in the dropdown list must be numbers
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Formula fields - reference other Formula fields to create more complex formulas
Note: Collaborative fields should not be used in the definition of a formula field. If you set up a
formula field on your documents, in the calculation for that field, do not reference a field that
is marked for collaboration. The collaborative field cannot be processed reliably in
calculations, and the formula result shown to signers will not always reflect the value from the
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collaborative field.
For more information on collaborative fields: Collaborative Fields
Mathematical formulas use the standard order of operations when calculating a result.
Multiplication and division are calculated first, and then addition and subtraction. You can use
parentheses to affect the order. Examples:
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5 + 2*10 = 25
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(5+2) *10 = 70
You can use mathematical signs for inequality, such as greater than or less than, to construct
formulas containing an evaluation of the result. For example, if you have a group of fields that
must add up to less than or equal to 100, you can use a formula to evaluate the total, and then
show a conditional note with a warning to correct the values.
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[Field A] + [Field B] + [Field C] <= 100
Day and Date Functions
Formulas to calculate number or days or a particular date, use either the Date Signed field or a
Text field validated as a date. The day and date functions are as follows:
Function
Formula
Details
Calculates a number of days (n1) to add or subtract from a
date (d1). To subtract, a minus sign ("-") is used before (n1).
AddDays
AddDays(d1,n1)
AddMonths
AddMonths(d1,n1)
Returns a number of months (n1) to add or subtract from a
date (d1). To subtract, a minus sign ('-") is used before (n1).
AddYears
AddYears(d1,n1)
Returns a number of years (n1) to add or subtract from a date
(d1). To subtract, a minus sign ('-") is used before (n1).
DateDiff
DateDiff(d1,d2)
Calculates the number of days between two dates (d1-d2)
Day
Day(d)
Returns the current day of the month as a value, 1 through 31
Days
Days(d)
Returns the number of days in the month for the reference
date field (d)
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To add a formula field to a document
1. Start a document as usual, adding files, recipients, and messages.
2. In the Add Fields view, add the Text, Date Signed, and Drop Down fields that you will use
in your formula.
a. Set the validation for Text fields as either Numbers or Date, depending on the
type of data you need for your formula.
TIP: Set unique and meaningful data labels for the fields. The Formula field uses
the label to identify the fields used in a calculation. By default, the labels are
unique but nondescript, for example, Text 48acc5d4-5255...
b. For Drop Down fields, enter only numbers for the options in the list.
3. Select the Formula field and place it on the active document page.
4. (Optional) In the Formula properties panel, enter a meaningful descriptor in the Data
Label field. This is useful if you will reference the formula in another formula.
5. In the properties panel, select Set Up.
The Set Up Formula dialog appears. Click in the formula box to show the drop-down list
containing the available fields to use for the formula.
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6. Select from the field names in the drop-down list to start building your formula. You can
also type field names; names must be enclosed in square brackets ("[]"). Type or select
mathematical operators between fields.
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7. When your formula is complete, click SAVE.
8. (Optional) Define the number of decimal places for your Formula field. Select the Formula field and in the properties panel, select the desired value from the Decimal Places
drop-down list.
9. Add any other fields as desired to your document and send as usual.
When your recipient opens and completes the fields used to calculate the Formula field,
the field populates with the result.
Conditional Fields
With conditional fields, you can hide fields until the recipient makes an entry in your document
that triggers the fields to show, such as selecting a dropdown option or marking a checkbox.
Conditional fields allow you to create dynamic documents that support a conditional work flow.
Conditional fields only appear to the recipient when a specified condition is met.
Here are some typical conditions to trigger a conditional field:
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A checkbox is checked and the recipient is asked for additional information
In a dropdown, the option "Other" is selected and the recipient must provide further
details
Specific text is entered in a text field and the recipient must answer an additional question
EXAMPLE — Auto Insurance Discount
On your auto insurance application form, you offer a "Good Student" discount. If the
applicant checks a box to request the discount, a Signer Attachment field appears for
the applicant to provide proof of the student's GPA.
EXAMPLE — Ship To Address
For your plumbing supply business, your order form requires a billing address. You
offer a checkbox for customers to request a different shipping address. If the
customer selects that option, then a text field appears for the customer to provide the
shipping address.
You can apply conditional logic to the following field types:
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Checkbox
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Radio button
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Dropdown
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Text
134
You create a rule for your trigger field, and then select which additional fields to show if the
recipient's entry in the trigger field matches the rule. The fields you select to show can be of
any type.
You can create multiple rules for a trigger fields, which allows you to specify different scenarios
for your document. For example, if your trigger is a Dropdown, you can set up different fields to
show based on which option the recipient selects from the list.
Note: Some advanced features and options are supported only in certain DocuSign plans. Your
account plan might not support some options discussed in this help topic. For more information
about which options are available for your account, check your account plan or contact your
Account Manager or Customer Support. Visit our Contact Support web page for contact options
to reach Customer Support.
To define a conditional field
1. Start a document as usual, adding files, recipients, and messages.
2. In the Add Fields view, add all the fields to your document, including those that will be
conditionally displayed.
3. Select the field on your document (checkbox, radio button, drop down, or text) that will
act as the trigger field to determine if additional fields are presented to the recipient.
4. In the properties panel, expand the Conditional Logic section and select Create Rule.
5. In the rule banner at the top of the page, define the logic for your rule. In the box for
your trigger field value, depending on the field type, you can set the following:
l Checkbox: checked or unchecked
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Radio button: select the button value
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Dropdown: select the dropdown option
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Text: enter the specific text for the field value (case-sensitive), or select the gear
icon and choose Any Text
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6. Next, select the fields you want to show to the recipient when they trigger the rule. You
can select as many fields as you like, of any type, as long as they are assigned to the
same recipient as the trigger field. Selected fields are marked with a diagonal watermark
to indicate they are conditional:
7. Click Done.
Your conditional fields are defined. The recipient only sees the conditional fields if they
complete the trigger field as defined in the rule logic.
8. (Optional) Review and edit conditional fields by selecting the trigger field. The properties
panel slides open and the Conditional Logic section shows how your trigger field is set up.
The trigger field has a blue border and selected conditional fields appear with a diagonal
watermark for identification.
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Edit - Modify the fields selected to show for the conditional rule.
Delete - Remove the conditional relationship between the trigger field and the
fields set to show.
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9. Finish defining your conditional fields and send the document for signature. Recipients
only see the conditional fields if they complete the trigger field as defined in the rule
logic.
Collaborative Fields
This feature allows recipients to collaborate on text, radio button, drop down, and check box
fields. Collaborative fields are perfect for situations where signers might need to negotiate on
changes to your document. For example, a sender and signer may want to propose changes to a
closing date or some other small change in the document. Changes are managed within
DocuSign, with all changes and approvals recorded in the secure audit trail.
In this guide:
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Set up a collaborative field
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How it works
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Document markup and collaboration
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Formula fields and collaboration
To set up a collaborative field
1. Start a document as usual, adding files, recipients, and messages.
2. In the Add Fields view, add a text, radio button, drop down, or checkbox field to your
document.
3. In the properties panel, expand the Collaboration section to show the Collaboration
settings.
4. Select the Recipients Can Collaborate option.
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5. (Optional) If you want all changes to the field to be rerouted to recipients for review and
approval, select the Changes Require Initials option.
6. (Optional) To make the field required for all recipients and not just the assigned
recipient, select the Required for all signers option.
This option is not recommended for checkbox fields as it would require the checkbox to
always be selected (checked).
7. Add any additional fields for your document and send it as usual.
How it works
With a collaborative field, all recipients on a document can make or change entries to the field.
Optionally, changes made by one recipient can be rerouted to all recipients for review and
approval. Recipients that signed a document before the changes were made are given a new
opportunity to review and approve the changes before the document is finalized.
All signers can collaborate
When you enable collaboration on a field, then all recipients can make or change entries. It
does not matter to whom you assign the text field, or whether you are using a signing order or
not.
Note: Some advanced features and options are supported only in certain DocuSign plans. Your
account plan might not support some options discussed in this help topic. For more information
about which options are available for your account, check your account plan or contact your
Account Manager or Customer Support. Visit our Contact Support web page for contact options
to reach Customer Support.
Document markup and collaboration
Additionally, if Document Markup is enabled for the envelope, field collaboration is allowed on
all fields that allow collaboration, even if the setting is not selected on the individual fields.
For information on document markup: Document Markup
Formula fields and collaboration
Collaborative fields should not be used in the definition of a formula field. If you set up a
formula field on your documents, in the calculation for that field, do not reference a field that
is marked for collaboration. The collaborative field cannot be processed reliably in calculations,
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and the formula result shown to signers will not always reflect the value from the collaborative
field.
For information on document markup: Calculated Fields
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Add Fields Automatically with AutoPlace
AutoPlace adds fields near each occurrence of a given string in a template or document. This
advanced field action allows you to specify a string of characters in your document or template
for automatic placement of the field.
You can use AutoPlace with any field type—you can even define custom fields to include the
AutoPlace setting. When you AutoPlace a field, it is automatically placed at all instances in your
document of the specified word or characters.
Example — Initial Every Page
You have a purchase agreement which your recipient must initial on every page. The
document has an "Initial Here" mark where you want to place the field. You add the
Initial field to your document using AutoPlace, entering "Initial Here" as the text string
to match. Your Initial field is automatically placed at every instance of the words
"Initial Here", adding it to every page of your document.
What would you like to do next?
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Add fields using AutoPlace
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Review AutoPlace matching and placement considerations
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Read about using AutoPlace with templates
To AutoPlace fields
1. In the Add Fields view of a document or template, select the recipient in the Recipients
list for whom you want to add fields, and then select and place any one of the available
field types to add it to the active page.
2. In the properties panel, expand the AutoPlace section and select Set Up.
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3. In the AutoPlace Fields dialog, enter the string of characters to match to and automatically place copies of the field. Consider the matching requirements listed in Matching and placement considerations to help you define your string.
4. Select APPLY.
Your document is scanned for your string, and the fields are placed at each instance.
5. In the results dialog, you see the number of fields placed throughout your document.
Continue with one of the following options:
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OK - to make changes to the properties, placement, or size of the fields as a group
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UNGROUP - to make changes to each placed field individually
When you ungroup fields, the AutoPlace association is removed; the fields become
independent and are no longer affected by the AutoPlace setup.
You can also ungroup your fields later by selecting any of the grouped fields and
clicking UNGROUP under the AutoPlace section of the properties panel.
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6. Select any one of the grouped fields and set additional field properties as needed, such as
font size or data validation. Changes are applied to all grouped fields.
7. (Optional) Save your field as a custom field to use in future documents.
Matching and placement considerations
There are a few things to consider when defining your AutoPlace string.
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Multiple words, including spaces allowed. Ex. "Enter Total Here"
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Alpha numeric and special characters allowed. Ex. "Sign123!"
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Matches are not case sensitive. Ex. The string "initial" matches "initial", "Initial", and
"INITIAL"
Matches are made on whole string, including any punctuation - no partial matches or
wildcards. Ex. To match "Signature:", string must include the colon as "signature:"
When a match is made, the field is placed at the first character in the AutoPlace string.
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You can adjust the placed fields as a group, moving them to the desired offset from their
initial placement.
This placement is different than classic, which applies automatic anchor text tags to the
right of the string.
For each group of placed fields, the data label is the same for all fields in the group. This
is important for field types which the recipient fills out, such as text fields. If you leave
the data labels the same, when the recipient completes any one of the fields in the group,
all the other like fields are automatically populated with the same data.
AutoPlace action and templates
You can use the AutoPlace action with templates, and it works much the same way as with
documents. You add a field, define the text string to match, and the fields are placed on the
first character of every instance of the string. You can then move the fields as a group and
adjust other field properties, and save the template.
When you use the template, as described in Use Templates, the fields remain in their saved
position, and retain all other properties, as set on the template.
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If you apply the template to another document, as described in Add Files, the AutoPlace fields
are added to your document, at the same saved position from the template. That is, they do not
reset, based on any instances of the autoplace text string in the target document.
Known as automatic anchor text in the classic experience, even though the automatic
placement is different (in classic, tags are placed to the right of the anchor string), if you use a
classic-created template in the new experience, the fields remain at the same location as the
classic setup.
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Recipient Identity Authentication
Recipient identity authentication is an option you can set for individual recipients, requiring
them to provide additional information to prove their identity. Identity authentication methods
include: phone, SMS, and knowledge-based ID check. You can select one method for any or all
of the recipients on a document. If your business case requires a higher threshold for recipients
to prove their identity, then use authentication.
Optional or required
By default, recipient authentication is not required; when you send a document, you choose
whether or not to apply this feature.
However, your DocuSign administrator can choose to impose stricter requirements and require
all recipients to pass an authentication check before they can access and sign on any document
sent from the account. (See Security Settings for more information.) If authentication is
required for your account, when you send a document you will need to add one of the identity
authentication methods (phone, SMS, or knowledge-based) for each recipient.
Access codes for basic recipient security
In addition to an authentication method, you can add an access code requirement. You add a
code to the document and communicate the code to the recipient. The recipient must enter the
code correctly in order to view and sign the document. More info...
If recipients fail the authentication challenge
If recipients fail the authentication, you can use the resend feature to send a new notification
email and give them another chance to pass the validation step. For example, you have phone
authentication on a document and the recipient enters an incorrect code three times. They no
longer have access to your document. You locate the document in your Documents list and
resend the document. A new notification email goes out to all outstanding recipients and your
signer can again attempt to validate using the access code you provided them.
For knowledge-based authentication failures, the issue is most often that our identity
verification service cannot validate the signer's identity. The envelope history contains
additional details regarding authentication failures. These failures are listed in the Activity log
as "IDCheck Failed".
Types of identity authentication
You apply authentication requirements when you add recipients to your document. For
DocuSign, the available identity authentication methods are:
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Phone Authentication: This method requires the recipient answer a phone call and
provide an authentication code, in order to view your document. You can provide the
phone number for the recipient, and also allow the recipient to enter a phone number of
their choice. Learn more...
Limits: The phone number can contain space, dashes, and parentheses.
Note: Phone Authentication incurs a per use fee. This option is not available if disabled
in your account's Recipient Security settings. See your account administrator for details.
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SMS: This method requires the recipient receive an SMS text message at a specified
phone number. The text message contains an access code, which the recipient must enter
in order to view your document. The recipient has three chances to enter the code
correctly. When you select SMS authentication, you provide the phone number for the
recipient. The number must be able to receive SMS text messages. To enter the phone
number, you select the country code from the drop-down list, and then enter the
complete phone number, including the area code.
Limits: The phone number can contain space, dashes, and parentheses.
Note: SMS Authentication incurs a per use fee. This option is not available if disabled in
your account's Recipient Security settings. See your account administrator for details.
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Knowledge-Based (KBA): This method requires the recipient to answer detailed
questions about themselves, based on data available in public records (such as their
current and former addresses). The DocuSign KBA uses an identity verification service
from LexisNexis Risk Solutions that validates user identities in real-time. Recipients are
asked a series of top-of-mind questions generated from information from commercially
available records. This dynamic identity check service, confirms identities on the fly,
without requiring an organization to have a prior relationship with the user.
Note: KBA incurs a per use fee. See your account administrator for details.
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How Phone Authentication Works
Phone authentication is another form of recipient authentication that creates an enhanced level
of signer identity. With phone authentication, you require an extra level of authentication your
recipients must pass before they can access and DocuSign your document.
With phone authentication, a recipient must answer a phone call at a number either you or she
provides, and then give an authentication code during the call. Finally, the recipient speaks her
name to provide a voice print recording, providing biometric proof for the document audit trail.
Once the recipient successfully pass the authentication challenge, she can access and sign your
document as usual.
Note: Phone Authentication incurs a per use fee. See your account administrator for details.
Details of the phone authentication are recorded on the Certificate of Completion. For
DocuSign Production environments only, the voice print recording is included with the separate
PDFs download when you download the document from the Document details view. The phone
authentication service is provided through a partnership with a third-party phone
authentication provider, and there can be a delay of several days before the recording is
available to download.
Let's walk through how you add phone authentication for a recipient and the recipient's
experience.
To add phone authentication for a recipient
1. Start a document as usual, adding files, recipients, and messages as described in Sending
Documents.
2. In the recipient's row, click the More drop down and select
authentication.
Add access
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3. Select Phone $ for the access authentication method.
4. Use the drop-down menu to select the appropriate country code for the recipient. The
selection defaults to a value based on your user or account address. If you change the
default, the value is remembered and used for subsequent phone and SMS authentication
settings.
5. Enter the phone number for the recipient. This is a number at which the recipient can
receive the authentication challenge. The entry must be numbers, and can include
spaces, dashes, and parentheses.
Note: You can leave this field blank and let the recipient provide a number, as described
in the next step.
6. (Optional) Check Allow recipient to provide number if you want to let the recipient
provide a phone number for the authentication process.
7. Finish setting up your document by assigning recipient fields and send the document.
The recipient experience with phone authentication
1. The recipient receives the standard email notification requesting her signature and clicks
Review Document. The recipient gets the Security Requests page requesting the phone
authentication.
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2. When the recipient is ready to receive the authentication call, either using the number
you provided, or providing one of their own, she clicks Call.
3. The Security Requests dialog updates to show the call is in process and provides an
authentication code.
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4. Once the call connects, the recipient is prompted to say or enter the code.
5. If the voice recording option is configured on your account, the recipient is prompted to
record their name, creating a voice print that is recorded with the transaction.
6. When the authentication is successful, the recipient continues with the standard DocuSign
signing process.
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Access Codes for Recipients
Adding an access code for your recipients adds an extra level of security to your documents.
You add a code to a recipient on the document, and then communicate the code to the
recipient. The recipient must enter the code correctly in order to view and sign the document.
Limits: The code can be up to 50 characters long, and contain alphanumeric and special
characters, except for "<", ">", and "&#". You can use upper- and lower-case letters, but the
code is not case-sensitive. Your DocuSign administrator can set access code rules to specify the
requirements for valid codes. See Security Settings for details.
Give your recipient the code
If you add an access code for a recipient, then you must provide the code to the recipient. You
can relay the code in any way that you wish, such as by phone or in a separate email
communication. However, do not include the code in the document message, as this would
reduce the security value of the code.
To add an access code for a recipient
1. Add a recipient to a new document.
2. Click MORE and select Add access authentication.
3. Select Access Code in the authentication drop-down and enter a code using alphanumeric
and special characters.
When you send your document, the recipient must provide the access code in order to
open the document.
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Autogenerate codes for greater security
If the feature is enabled for your account, you can use the autogenerate code option to enter an
access code. The code is generated in accordance with the access code format rules set for
your account. The autogenerated codes provide a higher level of security due to their
randomness and complexity.
Many DocuSign customers use access codes. However, most of them create simplistic codes
like "123", which don't add much security to the transaction. The access code generator is
designed to help you generate more secure codes.
To autogenerate an access code
1. Add an access code to a recipient, and click in the empty code box.
2. Click AUTOGENERATE CODE.
3. Use the copy to clipboard option to copy the code so that you can communicate it to the
recipient.
If recipients fail the authentication challenge
If recipients fail the authentication, or have lost the code, and cannot access your document,
what can you do?
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Resend. Use the resend feature to send a new notification email and give them another
chance to pass the validation step.
Check the code. If you need to check the recipient's assigned code, you can see it in the
Document details view.
Correct. Use the correct feature to modify the document to remove or change the access
code requirement.
Access codes and templates
Just as with documents, you can apply access code requirements to template recipients. You
can add an access code requirement to a template role or a named person.
With a template, you have the added options to:
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Make the access code required. Select the Require an access code... option. When the
template is used to send a document, the sender must enter an access code for the
recipient.
Enforce a specific access code. Enter a code, and then set the Advanced Option Don't
allow senders to edit, add, or remove recipients. When the template is used to send a
document, the access code you entered is applied to the recipient and cannot be changed
or removed.
Combine access codes and recipient authentication
To enhance document security even further, you can combine an access code with a recipient
authentication method. Recipient authentication methods include phone, SMS, and knowledgebased ID check. See Recipient Authentication for more info.
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Sign a Document From Your Account
Sometimes you want to just sign a document yourself—just you, no other signers. And maybe
you want to send a copy of the signed document to others. This could be a document someone
sends to you outside of DocuSign, or a form you need to fill out and send to someone. With the
Sign a Document feature, you can quickly upload a document to your DocuSign account, sign it,
and send the signed document to anyone who needs to receive a copy.
You can start a new document to sign from either the Home page or the Documents page.
IMPORTANT: When you are the only signer on a document, if you have an account plan that
includes a limited number of documents you can send, be sure to use the Sign a Document
link from either the Documents or Home page to create your document. With Sign a
Document, it does not count against the number of documents you can send from your
account.
Sign a Document Video
Here's a short video on signing documents yourself to get you started:
Click here to watch video
To sign a document
1. From the Documents or Home page, click the NEW drop down and select Sign a
Document:
2. In the Sign a Document window, add your document by any of the available methods:
upload a file, add from cloud storage, or drag and drop a file. You can add multiple documents to sign.
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3. To sign your document, click SIGN.
4. (Optional) If the file you uploaded is a PDF that contains form fields, you have the option
to add these fields, and any data they contain to your document:
5. In the signing view, click CONTINUE.
Your document is ready to sign.
6. Use the FIELDS menu to drag the fields you want to add to your document.
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7. When you're done signing your document, click FINISH.
The Sign and Return dialog appears.
8. (Optional) If you want to send a copy of the signed document to others, complete the following details:
a. Enter the email address and name of your recipient.
b. For each additional recipient, click +Add Recipient and enter the information.
c. Use the default Subject, or change it to whatever you like.
d. (Optional) Enter a message for the document recipients.
9. Click Send and Close.
10. Your document is signed and the completed document appears at the top of your Documents list. If you want, you can download or print your document. If you chose to send a
copy to others, they receive an email with the signed document attached.
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In Person Signing
If you are meeting in person with someone, you can use In Person Signing to simplify the
signing process. With In Person Signing, a host facilitates a DocuSign session. The host must be
a DocuSign account holder; signers are only required to be with the host in order to sign the
document.
Conducting the in person signing session entails getting together with your signer(s), and
initiating the signing session from your device. As the host, you start the signing session, and
then guide your signers through the process.
EXAMPLE — In Person Signing
Let's say you're an independent insurance agent and you meet with a client to review
a new health insurance policy. The client is ready to sign. You use DocuSign to keep
business digital, so you log in to your account and create a new document from a
saved template for health insurance policies. You assign yourself as the signing host
and your client as the in person signer. From your computer, you start the signing
session and guide your client through the signing process. At the end of the meeting,
you have a signed policy and a satisfied client.
Setting up in person signing is similar to the regular process for sending documents. The main
difference is in how you create the recipients for your document, and then the signing event
itself. An in person signing can include both in person signers, and regular recipients, as
described in Add Recipients. And you can use a signing order to create a workflow for your
document.
The following screenshot is an example of in person signing. The host is account-holder Melanie
Deschutes, and the in person signer, Margot Rivera. Margot works with the host Melanie to
sign the document. Once Margot signs, Lissa Burnky receives a copy of the signed document.
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Note: The host's identity for an in person signing session is recorded on the Document details
and the Certificate of Completion. The host can view and download the document from their
account.
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To set up in person signing
1. Start a new document as described in Start a Document, and add files as usual.
2. To add an in person signer:
a. Enter the signer's name in the Name field. Note: The person's signature will
appear exactly as you enter it in this field.
b. For the recipient action, select In Person Signer.
Blank fields for the host name and email appear.
c. Enter the host information in the Host Name and Host Email fields - this could be
you or anyone with a valid DocuSign account.
d. If the host or anyone else needs to sign the document, click Add Recipient and add
them as a separate recipient.
3. Follow the same process for adding messages and fields as described in Sending Documents.
4. Send the document.
The host receives an email notification for each in person signer and the document
appears in their Documents list with the status Needs to Sign. Signers do not receive any
notification.
To conduct an in person signing session
1. As the host for an in person signing transaction, if all of your signers are present,
a. Log in to your DocuSign account, locate the document to be signed, and click SIGN.
b. Follow the wizard to collect the signatures and other requested information from
your in person signer.
c. If a signer chooses to provide their email address, they receive an email notification when the document is completed. The notification includes an attachment
with the completed PDF and a permanent link to the document, from which they
can view, print, or download the PDF.
You return to your Documents list.
d. Repeat steps a-c for each additional signer.
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2. If only some of your signers are present,
a. Locate the email notification naming the in person signer who is available to sign,
and click View Documents.
b. Follow the wizard to collect the signatures and other requested information from
your in person signer.
c. If a signer chooses to provide their email address, they receive an email notification when the document is completed. The notification includes an attachment
with the completed PDF and a permanent link to the document, from which they
can view, print, or download the PDF.
d. Once you are with the next signer, repeat steps a-c for each additional signer.
3. Once all signers have completed their in person signing, the document is complete and
any signer who provided an email address receives the completed email notification.
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Send a PDF with Form Fields
When you start a new document, if you upload a PDF that has form fields, DocuSign recognizes
and converts the fields to DocuSign recipient fields. As you set up your document, you choose
how to apply the converted fields:
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Assign all of the fields to a recipient; any data that was entered into the original form is
included in the DocuSign field.
Flatten the fields, converting the contents of the fields from the original PDF form into a
permanent, read-only part of your document.
Delete all of the fields and any data they contain.
EXAMPLE — Insurance application
Your insurance agency has a coverage application form. The form is a PDF with form
fields. Prospective customers download the form from your website, and then
complete it on their local computer and return it to you by email. You use DocuSign to
send the application through your agency's internal review and approval process. You
upload the application to DocuSign, which recognizes the form fields and their
contents. You flatten the fields, making the applicant's information read-only and a
permanent part of the application.
This topic explains how to upload a PDF with form fields to DocuSign, and then choose how to
manage the fields and their contents.
To send a PDF with form fields
1. Start a new document as described in Start a Document, and upload the PDF with form
fields.
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A confirmation appears on the uploaded document's action list, indicating there are form
fields in your document.
2. To add the recipients and messages, follow the regular procedures described in Add
Recipients and Add Messages.
3. Click NEXT >.
The Add Fields view appears with your document, showing the Manage PDF form field
data dialog.
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4. Select how you would like to manage the PDF form fields:
l Assign to. Select the recipient to assign the fields to. The field outline changes to
match the recipient's color code.
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Keep PDF form data. Select this option to convert the contents of the form fields
from the original PDF form into a permanent, read-only part of your document.
Delete data. Select this option to delete the converted fields from your document.
All of the form fields, and any data they contain, are removed from your document.
5. Finish preparing your document as usual, adding additional fields if needed.
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Using Bulk Send
With the Bulk Send feature, you can easily send the same document to a large number of
recipients. You simply set up your document once, import your recipients, and each receives a
unique copy of the document to complete. Additionally, you can customize authentication, add
notes and other custom information for each recipient.
Example — Annual Compensation Plans
Every year, your company must communicate the changes to benefit plans to your
entire organization. You use the Bulk Send feature to send the plan documents to
every employee for their review and acknowledgment.
You create a new document, upload the plan files, and then upload a spreadsheet
listing all of the recipients. Each employee receives their own unique copy of the
benefits plan details, and can sign the document. You track the completion of all
responses to your bulk send document, following up as needed.
What would you like to do next?
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Create a bulk send recipient list
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Send a document using bulk send
You must have the appropriate permissions set for your account and your user login in order to
use Bulk Send features. If you are not able to follow the instructions in this section, check with
your account administrator to see if you have the necessary permissions.
Note: Some advanced features and options are supported only in certain DocuSign plans. Your
account plan might not support some options discussed in this help topic. For more information
about which options are available for your account, check your account plan or contact your
Account Manager or Customer Support. Visit our Contact Support web page for contact options
to reach Customer Support.
Create a Bulk Send Recipient List
The Bulk Send Recipient list is a spreadsheet file containing the recipient information for your
Bulk Send document. The file must be formatted as a comma-separated values (CSV) file. You
can use any common spreadsheet, database, or plain text editor like Notepad, and save the file
in the .csv format.
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This topic covers the requirements and rules for the Bulk Send Recipient list, including the
required structure and type and format of information you can include in the file. Besides the
basic recipient information of name and email address, you can specify an authentication
method and add notes and other custom information for each recipient in the list by adding it
to this file.
Once you create your CSV recipient list, you are ready to Send a Document Using Bulk Send.
General Requirements for the Bulk Send CSV file
The following general requirements and specifications must be met to create a valid Bulk Send
CSV file:
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The first row of the file is the header row that must have the field names for the file.
Each subsequent row represents a unique recipient with the information for that
recipient.
A bulk recipient file can have a maximum of 1,000 recipients.
If the value you are adding has a comma or double-quotation marks (“), the value must
be enclosed in double-quotation marks (“). Example: if you have a Title tag and one of the
entries is Inside Sales, NE you would type “Inside Sales, NE” in the Title column for that
recipient.
Tip: If you are using Excel to create your file, you do not need to add commas or doublequotation marks in the columns, just type the information and save the file as a CSV file.
Excel will automatically add the double-quotations when you save the file.
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Only certain field names are supported in the bulk recipient file. You must include
columns and provide values for recipient Name and Email. All other columns are
optional.
Information in the CSV file takes precedence over data that a sender adds to a field when
sending an envelope or creating a template.
For multibyte character languages, use UTF-8 with byte order mark (BOM) character
codes for the bulk send file.
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Example CSV file
Here's an example of a simple CSV file created in Excel to use as a Bulk Send Recipient list:
If you prefer to use a text editor, like Notepad, your file might look like this:
Supported column headers
The list below shows the column headers supported in a bulk recipient file:
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Name. The recipient’s name. This field and column is required.
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Email. The recipient’s email address. This field and column is required.
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Note: This is a note sent only to the recipient. The text appears as the private message to
the recipient, and is included in the email notification and displayed when the recipient
accesses your document.
AccessCode: If blank, the recipient is not required to enter an access code before opening
the envelope. If a value is provided, the recipient must enter the value as the access code
to view and sign the envelope.
Identification: If blank, the envelope does not require any other recipient authentication.
If a value is provided, it is the type of authentication used for the recipient. You can use
only the authentication methods that are available and configured for your account.
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PhoneNumber: This column is only valid if Identification field is Phone or Phone Auth $
or SMS. The value for this field can be a valid telephone number or, for Phone
Auth,“usersupplied” (SMS authentication cannot use a user supplied number). If
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“usersupplied” is used, the recipient supplies his or her own telephone number.
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DocuSign Field Name: You can add a column to set the values of DocuSign fields, which
you place on your document. The title of the column must be the same as the DocuSign
field Label, as it appears in the tag Properties dialog box. The tag name is not casesensitive. The values entered in this column are automatically inserted into the
corresponding DocuSign field for the recipient in the same row. DocuSign recommends
using the Text field to set field values in the CSV file. The Text field offers an easy and
flexible way to set the initial value and allow recipients to input information.
Limits: You can use the Text, Drop Down, and Note fields only to set values using the
bulk recipient file. You cannot use fields that do not have data or that are automatically
populated, such as Signature, Full Name, Email Address, Company, Title, and Date Signed
tags.
Example — You are adding a field to your document for the recipient’s street address.
The field Label is “address1”. You want to pre-fill the field with the address when you
send the document. You add a column with the column header “address1”, and add
the address information in the appropriate row for each recipient.
Send a Document Using Bulk Send
Once you create your bulk send recipient list, you are ready to setup and send your document,
using the list. You prepare the document as described in Sending Documents. When you add
recipients, you simply select the bulk list you created. The recipient action for all bulk list
recipients is Needs to Sign.
You can add only one bulk list to a document, but you can add individual recipients in addition
to the list. Error checking warns you of formatting or other issues with the entries in your bulk
list, helping you to correct any errors in the file.
When you add fields to your document, you must define and label any fields specified in the
bulk list, in order for the data in the list to be inserted into your sent documents.
Example — Add Recipient Address
Your bulk list includes the recipient's address in a column labeled "address1" and you
want that data to be added to the document, you would add a Text field to the
document, and then edit the field's Data Label property to match:
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Each bulk list recipient receives their own document to sign
A separate document is created for each recipient on the bulk list. When you send your
document, each recipient from the bulk list receives their own document to sign. So, for
example, if you import a bulk list with 35 recipients, when you send the document, 35 separate
documents are generated and sent from your account.
Bulk list recipients are not added to your Contacts list.
Customize bulk send documents with recipient name or email address
When you use bulk send, the documents for the bulk list recipients are all titled the same,
making it hard to identify a particular document. You can create a template and add your bulk
list as a recipient, and then apply merge fields to the message subject to customize each
document with the recipient name or email address.
To send to your bulk list, you use the template you created. You can send to the list as is, or you
can edit or even replace the list.
More info...
To send a document using bulk send
1. Start a new document as described in Start a Document, and add files as usual.
2. To add a bulk list of recipients:
a. In the Add Recipients section, click Import Bulk List.
b. In the Upload Bulk List dialog, click Upload CSV File and select your bulk list file.
Your file can be stored locally or on a cloud storage account, such as Google Drive.
c. Review your recipient data and correct any errors presented on the Errors tab in
the import dialog.
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d. Click Finish Import. Your bulk list recipients are added to the document, appearing
as a single recipient "Bulk List" with a count of how many recipients are in the list:
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3. If you need to edit, replace, or download the bulk list file, click the More menu:
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4. To continue preparing your document and place fields for your recipients, click Next.
Bulk list recipients are represented on the Add Fields view as Bulk Recipient.
5. Select the Bulk Recipient and add recipient fields. If you defined data in your bulk list that
you want inserted into the document, you must add and set the field's data label to match
the column header in your list, as described in the example at the beginning of this topic.
6. Send the document.
A separate document is sent to each individual listed in your Bulk Send list, and any other
individual recipients you added to the document. The documents are in your main My
Documents folder. You may need to refresh your browser to view your documents in the
Documents list.
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Sending using Digital Certificates
DocuSign offers digital certificates as part of its Standards-Based Signatures platform. Using
digital certificates during signing provides higher levels of identity authentication and
document transaction security.
In this guide:
1. What are digital certificates?
2. What signature types does DocuSign support?
3. Requiring digital certificates during signing
4. What is an Express Signature?
5. Sending a document using Express Signature
6. What does the signer see when sent an Express Signature?
7. What is an Advanced Electronic Signature?
8. How do you send using an Advanced Electronic Signature?
9. What does the signer see when sent an Advanced Electronic Signature?
10. Viewing certificate information in completed documents
What are digital certificates?
Digital certificates use cryptography to prove the identity of a signer and integrity of a
document. This cryptography uses Public Key Infrastructure (PKI) technology to issue certificates
based on X.509 standards. A trusted third-party, known as a Certificate Authority (CA), performs
identity-proofing and issues certificates to represent the digital identity of a signer. When the
signer uses a certificate to digitally sign a document, other people (known as relying parties)
can trust the digital signature because they trust the CA has done their part to ensure the signer
matches their digital identity.
Standard-Based Signatures is DocuSign's platform for providing a full range of signature
capabilities using digital certificates. If you are a regulated multinational or European Union
customer in the financial services, insurance, life science and other regulated industry,
Standard-Based Signatures are the easiest way to move forward with electronic signature
solutions in what can be a complex and confusing process.
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What signature types does DocuSign support?
1. Electronic Signature -The most common type of e-signature and used by the majority of
DocuSign customers. It does not require ID proofing to complete and does not apply
digital certificates to the transactions.
2. Express Signature - Similar to the DocuSign Electronic Signature with additional security
as a digital certificate is applied to the transaction.
3. EU Advanced Electronic Signature - Used in cases where additional user validation is
required. Sender is required to verify the identity of the signer. A digital certificate is generated as part of this transaction. See section below for more about EU Advanced Electronic Signatures.
Requiring digital certificates during signing
If you are doing business in an industry or region of the world that demands digital signatures,
you can leverage DocuSign’s expanded digital signature capabilities. With these capabilities,
senders can require signers to apply DocuSign-backed or third-party digital signatures. All
DocuSign digital signatures are PKI standards-based, fast to deploy, and easy to use as well as
being fully integrated with our industry-leading Digital Transaction Management (DTM)
platform.
In addition to requiring the signer to generate a digital signature by applying a supported
digital certificate, once an envelope is complete you can view the completed envelope
documents and check the validity of the digital signature.
Upon completion of the signing process, PDF documents are digitally signed with EU PAdES
standard to guarantee integrity and traceablity.
What is an Express Signature?
Part of DocuSign's Standards-Based Signature portfolio, Express Signature is a digital signature
that ensures PKI standard and X509-compliance for any transaction. Express Signature differs
from EU Advanced Standards-Based Signatures in that it does not require identity proofing.
Sending a document using Express Signature
1. Start a new document as described in Start a Document, and add files as usual.
2. Add the recipient or recipients who will sign the document.
3. Under the More dropdown, choose Select signature type.
4. Under the Select signature type dropdown, select DS Express.
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5. Add additional recipients to the recipient list as needed for your transaction.
6. Complete the sending portion of the transaction as referenced in Sending Documents.
What does the signer see when they receive an EU Advanced Signature?
The signer will see an additional dialog appear that they will need to accept in order to
complete an express signature.
What is an Advanced Electronic Signature?
Advanced Electronic Signatures are one of the three levels of electronic signatures that were
released as part of the EU regulation 910/2014, also known as eIDAS.
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Advanced Electronic Signatures differ from the Electronic Signature in that they require the
following:
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are uniquely linked to the signer
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are capable of identifying the signer
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are created using electronic signature creation data that the signer can, with a high level
of control, use under their sole control
are linked to the data signed therewith in such a way that any subsequent change is
detectable
Advanced Electronic Signatures link the signer to the document by issuing a digital certificate.
This also binds the signer identity with the certificate. This is only generated after it has been
enforced authentication through issuing a second code through SMS or through a sender
generated access code. DocuSign supports Advanced Electronic Signatures through our EU
Advanced Electronic Signature product as well us supporting other Trust Service Providers
(TSPs) who provide a similar service.
What steps are required before you can use the EU Advanced Signature?
Before using the EU Advanced Signature, an account must sign documents to ensure they
comply with the requirement that they become a Registration Authority.
A Registration Authority (RA) is responsible for verifying the identity of the signers and
maintaining the proper documentation.
Note: Some advanced features and options are supported only in certain DocuSign plans. Your
account plan might not support some options discussed in this help topic. For more information
about which options are available for your account, check your account plan or contact your
Account Manager or Customer Support. Visit our Contact Support web page for contact options
to reach Customer Support.
Sending using DocuSign EU Advanced
1. Start a new document as described in Start a Document, and add files as usual.
2. Add the recipient or recipients who will sign the document.
3. Under the More dropdown, Choose Select signature type.
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4. Under the Select signature type dropdown, select DS EU Advanced.
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5. Select an authentication method that you will use to ensure the authenticity of the signer.
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For Access Code, enter a code that only the signer knows.
For SMS, select the international prefix and enter the cellular number for a textenabled device.
6. Add additional recipients to the recipient list as needed for your transaction.
7. Complete the sending portion of the transaction as referenced in Sending Documents.
What does the signer see when they receive an EU Advanced Signature?
When a signer is sent a document to sign using DocuSign EU Advanced Signature, they will
follow the standard signing experience. However they will have to complete an identity
confirmation dialog to finish the signing transaction.
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1. Enter the security code that you received previously from the sender of the document or
that you received via SMS.
2. Select the check box to confirm.
3. Click Sign to complete the signing.
Viewing certificate info in completed documents
There are several ways to see that a digital certificate is applied to an envelope.
When viewing the document in the New DocuSign Experience Detail view, a digitally signed
icon and text appears adjacent to the signer information. The icon and text used varies
depending on how the document was signed.
In the document History, there is an entry each time a digital certificate is applied.
In the Certificate of Completion, there are four entries in the Signer Events section that show
Digital Certificate information.
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The Signer Certificate Applied entry shows the Certificate Authority for the digital certificate
The Signer Certificate Type entry provides information about the type of digital certificate that was applied
Opening the document with a PDF reader and click on icon adjacent to signatures with digital
certificates to see more information about the certificate that was applied.
The information is shown for each signer, but the validity of signer signatures might appear as
‘unknown’ unless you have trusted the certificate. The DocuSign signature, which is the last
item in the list, is always valid.
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Additionally, selecting Certificate Details shows the Signature and X.509 information for the
completed envelope PDF.
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zipForm Plus and DocuSign
You can use the New DocuSign Experience to sign your zipForm® Plus forms. This DocuSign
video tutorial shows how to use zipForm Plus with DocuSign:
Click here to watch video
Register your DocuSign account credentials in zipForm Plus
To use zipForm Plus with DocuSign, you must first register your DocuSign account credentials in
zipForm Plus. You only need to do this once, but if you ever change your DocuSign credentials,
such as changing the email address or password on the account, you will need to update your
credentials in your zipForm Plus account.
1. In your zipForm Plus account, click the drop-down arrow by your name and select Profile.
2. In the left pane, select Settings.
3. Under E-Signature Options, select DocuSign and enter your DocuSign email address and
password.
4. Click Save.
Send a zipForm form for signature
Sending a zipForm form for signature is easy. From your zipForm Plus account, simply select the
documents to sign, add the signers' information, and then add the DocuSign fields to your
documents.
Please refer to the training video for further details on esigning zipForm transactions, or visit
our zipForm Support articles for troubleshooting and other tips.
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The Signing Experience
So you've put together your document and sent it off to the recipients for their signature. What
is the signing experience? How does your document appear to them? Where do the messages
and fields you added show up and how does the signer DocuSign and complete your electronic
signature transaction?
Signing experience video
Here's a short video demonstrating the signing experience to get you started:
We offer more support articles for signers on our website at DocuSign Support - Help With
Signing.
For your recipients, this is a good article to help walk them through the signing process: How do
I sign a DocuSign document?
Typical signing scenario
Now let's walk through a typical signing scenario:
SCENARIO — Signing a Document
You manage a small apartment building and you have a new prospective tenant,
Grant England. You prepare and send a rental agreement to Grant for his signature.
You also send a Lead Paint Disclosure form, which Grant must acknowledge. You've
got a waiting list for the open unit and if Grant's not going to take it, you need to
move on to the next applicant, so you want the agreement completed within five
days. You set document options to send a reminder to Grant every day, and you set
an expiration date for the document for five days from today. You explain this
deadline to Grant in your document message.
The building's owner, Lissa Burnky, wants copies of all completed rental agreements.
You add Lissa as a copy only recipient to your document. You use the Sign in Order
feature so that Lissa receives the document only after Grant signs it. You add a private
note to Lissa, explaining that Grant passed the credit and reference checks.
Here are the steps in the signing experience for this scenario. Screen shots show you in detail
what your recipients see.
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1. Your prospective tenant, Grant, receives an email notification from you through
DocuSign.
Grant opens the email.
The notification includes your photo, name, email, and company name. The subject of the
email is the Email subject you entered in the Message. Grant decides he's not ready to
sign the lease just yet.
2. A day later, Grant receives a reminder to sign your document, and now he's ready to sign
the lease, Grant's ready to sign the lease, so he clicks the View Documents link. Even
though Grant does not have a DocuSign account, he can view and sign your document.
3. The Request for Signature dialog appears. This dialog includes:
n The files names of the lease and lead paint disclosure agreements which you
included in your document
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The Consumer disclosure statement
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Buttons to Review Documents, Decline, Finish Later
4. Grant checks the box to agree to do business electronically and clicks Review
Documents. Your document appears with the signing fields.
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5. Grant begins to step through the signing fields, first confirming his signing name and
choosing a signature style.
6. Grant notices that you already signed the document. He hovers his mouse over your
signature and reviews your signature ID card.
7. Grant finishes all the signing actions and confirms the signing.
8. Grant receives an email notification that the document is complete. The notification
includes the completed, tamper-sealed PDF as an attachment.
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9. Lissa Burnky, the property owner, receives an email notification that your document is
complete and ready for her to view. The email includes the signed forms as attachments,
and the private message you sent to Lissa appears on the document.
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DocuSign eNotary Resources: Supported States and
Available Documentation
This guide presents the list of states that support electronic notarization and summaries for
each state, plus a list of available documentation on eNotary.
The DocuSign eNotary summaries are based on research into the laws and regulations
regarding electronic notarization on a state-by-state basis, and are not intended to provide
guidance on specific state requirements, including qualifications of a notary and practices of
electronic notarization. The research for each state was conducted by a national law firm in the
United States. This information is provided as a public resource to understand electronic notary
laws. These summaries are not a substitute for professional legal advice.
List of supported states and eNotary summaries*
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Washington
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Florida
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North Carolina
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New York
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New Jersey
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Idaho
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Indiana
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Kentucky
*More state summaries coming soon
Available eNotary Documentation
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Requesting Electronic Notary Service - How to prepare and send an envelope with a
request for a notary to witness the electronic signature.
A Guide for Notaries - How to electronically notarize documents.
Electronic Notary Profile - How a notary creates their electronic notary profile in
DocuSign, and uses the Notary Journal to review their DocuSign eNotary transactions.
Signing with a Notary - Step-by-step instructions on how to sign a document with a notary.
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A Guide for Notaries: How to Electronically Notarize
Documents
Notaries in select jurisdictions can use DocuSign eNotary to electronically notarize documents.
This topic is for notaries and explains the requirements to set up your DocuSign account and
complete an electronic notary session.
Note: In accordance with the Notary Terms and Conditions, the sender of the envelope and
notary are responsible for ensuring that electronic notarization is acceptable for the specific
jurisdiction and document.
How DocuSign eNotary works
DocuSign eNotary enables in-person electronic notarization of documents. With DocuSign
eNotary, recipients can be required to sign electronically at an in-person signing session with a
Notary Public. The notary adds her electronic notary credentials to the document, witnessing
the signature. Notary signing sessions are automatically recorded in the Notary Journal in the
notary's DocuSign account.
What do you need to do when you receive an electronic notary service request?
If you receive an email notification to act as a notary and witness an electronic signature, here
are the steps to complete your account setup and the electronic notary session with the signer:
1. Activate your DocuSign account
When someone sends a document and adds you as a notary, if you do not already have a
DocuSign account, one is created for you and you must activate it.
1. In your email account, locate the activation email from DocuSign and click the Activate
link.
2. Follow the steps to complete your account activation.
Note: If you cannot locate the activation email, please contact DocuSign Support for
assistance. Go to https://support.docusign.com/en/contactSupport, select the prompts
for assistance with something else, and use either the phone or chat option to contact
Customer Support:
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2. Register as an electronic notary public
In your activated DocuSign account, you add a profile with your notary jurisdiction and
credential details to use for the electronic notary session. Follow the steps in Electronic Notary
Profile to complete your electronic notary profile. Your profile information is used in the
signing session.
Before continuing, make sure your notary credentials are correct and that the expiration date is
a valid future date.
3. Conduct the electronic notary service with the signer
Meet with the signer and together you start the session and complete the signing process. You
can start the session from within your DocuSign account or from the email notification you
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received. (The signer receives a similar notification, which allows them to preview the
documents in a read-only session.)
1. Arrange to meet in person with the person who is signing the documents.
2. At the meeting, log in to your DocuSign account and locate the documents to be
notarized.
3. Click NOTARIZE to start the session.
Alternatively, you can use the DocuSign email notification you received requesting an
electronic notary service, and click the link in the email notification to start the session.
4. For detailed information on the signing session, see Signing with a Notary.
4. View the details of the signing session in your DocuSign Notarial Journal
After you successfully complete an electronic notary session, the details of the transaction are
automatically captured in your DocuSign Notarial Journal, including the signer's name and
signature.
The Notarial Journal is available from your Electronic Notary Public Profile. See "The Notarial
Journal" in Electronic Notary Profile for more information.
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Requesting Electronic Notary Service
Notaries in select jurisdictions can use DocuSign eNotary to notarize documents as part of a
DocuSign electronic signature transaction. This topic explains how to prepare and send an
envelope with a request for a notary to witness a recipient's electronic signature, and how to
monitor the transaction process.
For information on which states DocuSign eNotary supports: DocuSign eNotary Resources
Note: Some advanced features and options are supported only in certain DocuSign plans. Your
account plan might not support some options discussed in this help topic. For more information
about which options are available for your account, check your account plan or contact your
Account Manager or Customer Support. Visit our Contact Support web page for contact options
to reach Customer Support.
In this guide:
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How it works
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Limitations
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To send a document with a notary request
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To monitor progress - Document details and Certificate of Completion
How it works
Sending an envelope with a request for electronic notary service is similar to the standard
procedure for sending documents for signature. For recipients whose signature requires
notarization, you use the Signs with Notary recipient action and provide the name and email
address for the notary.
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Signs with Notary recipients are required to sign electronically at an in-person signing session
with the specified Notary Public. The notary adds her electronic notary credentials to the
document, witnessing the signature. Notary signing sessions are automatically recorded in the
Notary Journal in the notary's DocuSign account.
The notary must have a DocuSign account. If the notary does not have an account, then one is
automatically created for her.
For more information for notaries: A Guide for Notaries
The signer and the notary each receive an email notification informing them of the request to
sign with a Notary. The Signer can review the documents, but cannot initiate the signing
process. The notary meets with the signer and initiates the signing process from either his
email notification or Documents list.
For more information on the signing process: Signing with a Notary
Note: In accordance with the Notary Terms and Conditions, the sender of the envelope and
notary are responsible for ensuring that electronic notarization is acceptable for the specific
jurisdiction and document.
Limitations
The following restrictions apply when sending a document with an Electronic Notary request:
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The following advanced document options cannot be used:
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Change signing responsibility
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Edit the document (document markup)
The sender cannot assign fields for notaries; notaries use free-form signing to add their
notarial seal or certificate, and other necessary details.
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You cannot use a signing group or a bulk list for the signer.
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The signer cannot be designated as a fax recipient.
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DocuSign mobile apps do not yet support electronic notary signing sessions.
To send a document with a notary request
1. Start a new document as described in Start a Document, and add files as usual.
2. Add the recipient whose signature requires a notary witness and set their action to Signs
with Notary.
3. In the notary fields that appear, enter the notary's name and email address.
If you do not know the notary's identity, you can add a manager recipient, either Specify
Recipients or Update Recipients, to fill in the notary's information.
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4. Finish preparing your document with additional recipients, messages, and fields for signers.
5. Send the document.
The notary receives a notary service requested email, which they can use to start the
signing process once they are with the signer. The signer also receives an email, and they
can review the documents they are being asked to sign, but they cannot start the signing
process.
To monitor the transaction process
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Document Details. The details view lists both the signer and the notary and provides the
envelope and recipient status:
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Certificate of Completion. The signer and notary events are captured on the Certificate
for a complete audit trail of the transaction.
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Download or print. As the sender, you can download or print the documents as usual. If
the notary attached an aditional notarial certificate to the documents, it is included when
you download or print. The notary's access to the signed documents is limited to the signing session; they cannot view or download the documents after the transaction is completed.
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Managing Envelopes
In DocuSign, an envelope is comprised of the documents you send for signature, and the
recipient and other information that you associate with it.
The Manage page lists all of your envelopes. You can easily review status, access your files,
create folders, search for a specific envelope, and perform additional actions, like resending or
correcting. Once you send an envelope, or just start a draft, it is added to your Manage list.
Managing Envelope Video
Here's a two minute video on managing envelopes to get you started:
Click here to watch video
The Manage page provides a convenient workspace for all of your envelope management
activities:
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Access to all details of your sent, received, and in process envelopes
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Use the convenient filters to find envelopes by status, sender, or date quickly and easily
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Create custom folders to file and organize your envelopes
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Resume preparing your draft envelopes with a single click
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Start a new envelope
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Take further action, such as sign, correct, create a copy, void, delete, or remind your
recipients to sign
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View Envelope Details
One of the key benefits of DocuSign is the recording and storage of all documents and their
related activities. You can see details on the routing, recipient actions, and status for any
envelope that you sent or received.
There are four main resources in your DocuSign account for seeing more information about
your envelopes. This topic covers the following resources:
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Manage page - provides basic status information for all of your sent, received, and draft
envelopes
Envelope Details - for more specifics on an envelope and each recipient's status
The other resources are even more detailed and are covered in the following topic:
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Envelope History and Certificate of Completion - for an envelope's complete audit trail
Manage page for basic status information
The Manage page provides basic status for your envelopes. From this list, you can see the
following details:
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Subject - provides the title of your transaction, which is generated by the Subject line of
the message
Status - specifies the current status of the envelope, such as Completed, Waiting For Others, Voided, and Draft
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Recipients - the list of recipients for the envelope
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Last Change - provides the date of the current status
Details view for more specifics
The Details view, which you can see by clicking on an envelope in the Manage list, gives more
specifics on the signing status. The view shows each recipient's activity on the envelope,
including the date viewed, which recipients have signed, and which have yet to complete the
signing transaction.
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EXAMPLE
Let's say you are a landlord for an apartment complex. Recently, you sent a lease
agreement to two prospective tenants. It's been a few days and the envelope still
shows a status of Waiting For Others. You want to see which person still needs to sign
the lease. From the Manage page, you click on the envelope to view the details. You
review the Recipients section and see that, while both signers have received the lease,
neither one has signed yet. You decide to follow up with your prospective tenants to
see if they still intend on renting the apartment.
Recipient status
The status for each recipient is similar to the overall envelope status options:
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Needs to Sign - The recipient has not yet signed.
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Signs in Person - The In Person signer has not yet signed.
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Copy Received - The email notification was sent to a cc: recipient. When the recipient
views the document, the date is recorded.
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Signed - The recipient has finished signing.
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Needs to View - The recipient has not yet viewed the document.
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Viewed - The Needs to View recipient reviewed the document on the date specified.
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Authentication Failed - The recipient failed to pass the access authentication requirement for the envelope. Authentication failures are recorded in the Envelope History,
which you can check for more details on the failure. These failures are listed in the Activity log as "IDCheck Failed".
Auto Responded - The email notification failed to reach the intended recipient. Check
the email address used and correct as needed. For this recipient status, on the Manage
page, you'll also see the status Delivery Failure: Email bounced.
Note: Delivery failures to Receives a Copy recipients are not reported. Use Needs to
View as the recipient action if you need to confirm delivery.
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Fax Pending - The recipient chose to sign on paper and return the document by fax. The
system is waiting for the return fax.
Declined - The recipient declined to sign.
Note: When a recipient declines to sign, the envelope status changes to Declined and no
further action is allowed.
History and Certificate of Completion
Sometimes you need a complete audit trail of your DocuSign transaction. In addition to the
Manage page and Details view, which provide basic document and recipient status, there are
two additional resources containing further document details:
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History. The History provides a summary of the envelope and document details and a list
of Activities to date.
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Certificate of Completion. This resource provides complete details of the envelope
events and the executed Consumer Disclosure.
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These resources provide a full audit trail of your DocuSign transaction. If a participant in the
transaction repudiates their signature, or if there is any question about the transaction, this
audit trail can resolve all such objections. These records are available to all participants in a
transaction.
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To view the History or Certificate of Completion
1. From the Manage page, locate the envelope by searching, filtering, or simply scanning
the list.
2. Click the envelope to show the Details view.
This view provides summary history information about your envelope.
3. To view the complete History, click the More drop-down and select History.
4. To download and view the Certificate of Completion PDF, click the Download icon and
select Certificate of Completion.
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The Certificate is downloaded to your local Downloads folder.
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Correct Documents
You can correct the details of in process documents that you sent or are shared with you,
including both the recipient and document information.
In this guide:
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How to correct a document
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How correct works
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What recipients see when you correct a document
To correct a document
1. From the Documents page, locate the in process document for which you want to correct
information.
2. Click the action menu and select Correct.
3. The Document Prepare view appears, with the status Correcting and you can edit the
files, recipient information, and fields:
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4. For recipient details, you can change the email address, name, routing order, recipient
action, private message, and authentication.
5. To modify the expiration date or reminder details, or change recipient signing options,
next to Advanced Options, select Edit.
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6. When you are done editing the Prepare information, click NEXT.
7. Delete, modify, or add fields as needed, then click CORRECT to reissue the document to
your outstanding recipients whose turn it is to sign.
The document is corrected and returns to the previous status state. If you modified
recipient information, in process recipients receive a new email notification.
How correct works
Want to see how correct works? Click to watch this introductory video:
Click here to watch video
For recipients, if they have not yet finished signing your document, you can correct any of the
following information:
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Email address
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Name
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Routing order
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Recipient action
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General or Private Message
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Authentication
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In addition, you add new recipients and remove recipients entirely from a document.
For the files uploaded to your document, you can add and delete files, and add or change
recipient fields. You can also modify any of the advanced options for the document, such as
extending the expiration date. Note that, if any recipient has completed signing the document,
you can no longer delete or reorder the existing files. You can still add new files, and add fields
to existing files.
For automatic reminders, if they are enabled for a document, then correcting the document
resets the time sent for automatic reminder notifications. For example, if your automatic
reminders are set for 3 days and you correct and resend a document, the automatic reminder
will be sent 3 days after the correction, not 3 days after the document was originally sent.
If you leave the Correct view without sending the document, your changes are discarded and
the document status reverts to the previous state.
What your recipients see
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Notifications. When you correct a document, if you modify recipient information, a new
email notification is sent to all outstanding recipients whose turn it is to sign. Recipients
later in the routing order do not receive any notifications until it is their turn to sign.
Access while correcting. If recipients try to view a document while you are correcting it,
they get a message that the document is not accessible, and that it is being corrected by
the sender.
Note: Currently, correct is only available to users with paid DocuSign plans. Free accounts
cannot use the correct feature. In addition, some accounts have only a more basic correct
feature, which supports correcting some of the recipient information only. If you cannot access
the more advanced correct features described in this topic, contact Customer Support. Visit
our Contact Support web page for contact options.
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Add Signatures to a Completed Document
If you have a completed document but now you want to add additional signers or get more
information from the original recipients, you’ll have to create a new document to do so. You
have two options:
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Create a new document using the completed PDF: Download the original completed
document. Then create a new document and upload that file. Add the recipients from
whom you need more information and the fields for them to complete, and send for signature. This creates two documents: the original, and the new one with added information, and two audit trails to manage.
Clone the original document and start over: Redo the original document entirely so
that all audit information is in one document. You can create a copy of the original document – cloning makes an exact copy of what you sent the first time—and add files, recipients and fields as needed.
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Void Documents
Voiding a document cancels all outstanding signing activities. You can void any of your sent
documents that have not yet completed. You can only void documents that you sent or are
shared with you, and that are still in process. Documents with a status of either Waiting For
Others. Needs to Sign, or Needs to View are in process.
Topics in this guide:
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How to void a document
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Access to voided documents
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Notifications for voided documents
To void a document
1. From the Documents page, locate the in process document that you want to void.
2. Click the drop-down arrow to show the actions menu and select Void.
3. Enter a brief reason for voiding the document. This reason is included in the email notification sent to recipients, and is added to the Document details and History views.
4. Confirm your action by clicking VOID.
The document is voided, and the status in the Documents list changes to Voided.
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Accessing voided documents
When you void a document, recipients who have not yet signed can no longer view or sign it.
For recipients who have finished signing and the sender, voiding the document does not restrict
their access to it. However, a "VOID" watermark is placed on all pages.
Notifications for voided documents
When you void a document, all recipients who have either finished signing or whose turn it is to
sign receive an email telling them that the document was voided. If there are recipients further
down the routing order, they do not receive any notification regarding the voided document.
If you do not want void notifications sent to recipients whose turn it is to sign, you can correct
the document to remove them from your document. After you correct the document you can
void it, and notifications will be sent only to the recipients who have already finished signing.
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Delete Documents
You can delete any of your sent or received documents, regardless of what state they are in.
You can delete draft, in process, completed, and voided documents. Deleting a document that
you sent cancels any outstanding signing activities and voids the transaction. For any deleted
document, after a short delay, it is permanently removed from your DocuSign account.
IMPORTANT: Deleted documents remain in your Deleted bin for only a short time (less than
24 hours), after which they are removed permanently and cannot be recovered.
For documents you send
If you delete a document which you sent, the effects on the document recipients varies,
depending on the state of the document when you delete it.
For in process documents. As the sender of a document, deleting an in process document
cancels any outstanding signing activities and voids the document. The document moves to your
Deleted bin for a short time, and then is removed permanently from your account. Recipients
on a deleted in process document experience the following:
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All outstanding recipients, and recipients who have completed signing the document,
receive an email telling them that the document was voided.
Recipients who have not yet signed can no longer view or sign it.
Recipients who have already completed the document can still view, download, and print
the document, but it bears a "VOID" watermark.
For completed documents. If you delete a completed document, where all recipients have
finished signing, the document moves to your Deleted bin for a short time, and then is removed
permanently from your account. Recipients are unaffected when you delete a completed
document from your account; they can still view, download, and print the completed document.
For documents you receive
As the recipient of a document, you can delete any document in your account. Deleting a
document does not cancel your signing action and it has no effect on the sender or any other
recipients on the document. If you have not yet signed the document, you may still receive
reminder notifications to view and sign the document.
Deleting a document moves it to your Deleted bin for a short time (less than 24 hours), and
then it is removed permanently from your account.
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Retrieving deleted documents
If you decide you want to keep a deleted document after all, you have a short time (less than 24
hours) to retrieve it before it is permanently deleted from your account. You can restore a
deleted draft document to your My Documents folder and continue preparing it to send. For a
completed or voided document, you can move it into a document folder, either My Documents
or any other folder in your account, to regain access to the document and keep it in your
account.
To delete a document
1. From the Documents page, locate the document that you want to delete.
2. Click the drop-down action list for the document and select Delete.
3. The document is deleted and removed from the Documents list and placed in your
Deleted bin.
To retrieve a deleted document
1. Click the Deleted bin in your Folders list.
2. In the list of deleted documents, locate the one you want to retrieve.
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3. Depending on the document status, do one of the following:
l Draft - click Restore. The document is restored to your My Documents.
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Completed - click Move and select a folder to move the document to.
Voided - click Move and select a folder to move the document to. The document
remains voided but will not be removed from your account.
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Resend Documents
Resending a document sends another copy of the original email notification to all signers whose
turn it is to sign and have yet to finish signing a document. These recipients receive the same
email notification as was originally sent to them.
In this guide:
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How to resend to all outstanding recipients
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How to resend to just one recipient
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When to use resend
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How it works
How to resend a document
There are two ways to resend a document:
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Resend a document to all outstanding recipients whose turn it is to sign
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Resend a document to just one recipient
To resend from the Documents list or Document Details view
1. From the Documents page, locate the in process document which you want to resend,
and click RESEND.
2. To review the detailed status of a document before resending, click the document title to
open the Document Details view.
3. To resend the email notification to the outstanding recipients whose turn it is to sign,
click RESEND.
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An email notification for your document is sent to all outstanding recipients whose turn it
is to sign.
To resend a document to just one recipient
If you want to selectively remind a single recipient, you can use the Correct feature to add or
edit the Private Message. When you modify the Private Message for a recipient, an email
notification is issued to that person, with the new Private Message text.
1. From the Documents page, locate the in process document which you want to resend and
click the document title to open the Document Details view
2. Click Correct to make changes to the document.
3. For the recipient you want to remind, click the More menu and select
message and enter your message.
Add private
4. Click Done. The message panel collapses and shows a private message is added for the
recipient.
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5. Click Next, and then Save and Resend.
The recipient receives a new email notification with your updated private message.
When to use resend
The resend feature is useful for these situations:
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Your recipients have deleted or lost the original notification email
You want to remind the outstanding recipients whose turn it is to sign to DocuSign your
document
You added access code authentication to your document and the recipient fails the validation process; resend gives them another chance to pass the authentication challenge
How resend works
You can resend any of your sent documents, or documents shared with you, that are not yet
completed. All in process recipients whose turn it is to view and sign the document receive a
new email notification. This notification includes the original message and any private message
created for the document.
If automatic reminders are enabled for a document, then resending it resets the time sent for
automatic reminder notifications. For example, if your automatic reminders are set for 3 days
and you resend a document, the automatic reminder will be sent 3 days after that date, not 3
days after the document was originally sent.
Note: You can only resend documents that you sent or are shared with you, and that are still in
process. Documents with a status of either Waiting For Others, Needs to Sign, or Needs to
View are in process.
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Clone Documents with Create a Copy
The Create a Copy option clones a document to make a copy, which contains all of the same
uploaded files, recipients, and signing fields. You can clone any document you created that is
either in progress, completed, or voided.
Create a Copy is a great time saving feature that allows you to leverage the preparation work
you've already done. Once you copy a document, you can modify any aspect of it. You can add
files, change recipients, modify the message, and make changes to the signing fields.
Common use cases for cloning documents:
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Quickly copy a completed document to send to a new recipient.
If you accidentally void a document, you can create a copy of the voided document and
send it again.
EXAMPLE
You run a landscape design company and you just sent a proposal to a new client for
their approval. But suddenly you realize you forgot to include a wireframe layout of
the proposed design. You quickly void the original document, and then clone it. The
cloned document still has all of the original document's information, so you don't
need to go through all of the sending steps. You just add the missing drawing file,
place an Initial signing field, and send the document out to your client.
To create a copy of a document
1. From the Documents page, locate the document by searching, filtering, or simply scanning the Document list.
2. Click the drop-down arrow to show the actions menu and select Create a Copy.
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3. Click the More drop-down at the top of the list and select Create a Copy.
The Send a Document view appears, with all of the original document information.
4. Make whatever changes to the document you like: add or remove files, recipients, or
modify the message.
5. To make changes to your recipient fields, click NEXT.
6. To send your document, click SEND.
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Save as Template
Save as Template provides a quick way to make a template from a document you've already
prepared. You can save any document you have sent or drafted as a template. Everything you
added to the original document is included in the template. This includes all envelope data,
including the recipient properties and message information, and all advanced option settings,
such as reminders and expirations. The template also includes all documents in the envelope,
plus all fields placed with any data you entered and all field properties.
Envelope recipients become roles on the template
On the template, the original recipients are replaced by role recipients, but retain the recipient
action. The role name reflects the action. For example, a Receives a Copy recipient on the
original envelope becomes "CC 1" on the template, and a Needs to Sign recipient becomes
"Signer 1".
To save a document as a template
You can save any document you created from the Documents list or the Document Details view.
1. From the Documents page, locate the document you want to save as a template.
2. Click the action menu and select Save as Template.
3. A new template appears, open for further editing.
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4. The template includes all the fields placed on the original documents and any data you
entered on the original documents, plus all field properties as they were set.
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5. Make any other edits as desired and click SAVE AND CLOSE.
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Forward a Completed Document
Forward is a convenient feature for providing a copy of a completed document to another
party, saving you the trouble of downloading the document and then emailing it. A forwarded
document is also a tracked event in your DocuSign account, helping to maintain a complete
record of your transactions.
You can forward any completed document that you sent for signature or created to sign
yourself. If you have access to any shared documents, you can forward any of those sent or
created by the owner. You cannot forward a document sent to you by someone else.
When you forward a document, the system creates an exact copy of the original document and
you can send it as is to one, copy-only recipient. You cannot add fields to a forwarded
document. If you want to forward a document to multiple people, you must forward it once for
each recipient. The recipient does not need a DocuSign account to receive the forwarded
document.
In this guide:
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How to forward a completed document
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What the forward recipient sees
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Forwarding events in the Document History
To forward a copy of a completed document
1. From the Documents page, locate the completed document that you want to forward,
and click on it to open the Document Details view.
2. Click the More drop-down at the top of the view and select Forward.
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3. In the Forward Envelope dialog, enter the copy-only recipient's name and email address.
TIP: Click the Contacts icon to open your Contacts list and select one of your saved
contacts.
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4. Fill in the message details. The subject becomes document name in your account, and the
message is included in the email notification sent to the recipient.
5. Click Send to forward the document to the recipient.
The individual files in the document are renamed to include "FWD:" in the file names.
Recipient experience for a forwarded document
The recipient receives an email notification to review the forwarded copy. The recipient can
open the document and can see all the information and signatures that were on the original
document, and they can download and print the document.
The recipient cannot add any information to the forwarded document. Depending on your
account settings and the size of the completed document, the PDF of the forwarded document
may be attached to the email notification.
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Forwarding tracked in Document History
The forwarding activity is tracked as an event in the Document History for both the original
document and the forwarded copy.
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In the original document, the History shows a Forwarded To event, with the envelope ID
of the new copy.
For the forwarded copy, the History shows a Forwarded From event, with the envelope
ID of the original document. Document file names are prefixed with "FWD:".
Example: Original document history—Forwarded To event
Example: Forwarded document history—Forwarded From event
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Sign Documents In Your Account
From the DocuSign Documents page, you can easily sign documents that are already in your
account and awaiting your signature. You can sign one document at a time, or you can select
multiple documents and queue them up to sign one after the other.
If you are looking for how to upload a document to your account to sign yourself, no other
signers, see Sign a Document.
Topics in this guide:
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How to sign one document
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How to sign multiple documents
To sign one document
1. From the Documents page, filter the Document list by clicking the Action Required
option in the Quick Views list.
The list updates to show only those documents awaiting your action, including sign, needs
to view, and correcting.
2. Locate the document you wish to sign and click the
button.
The Request for Signature dialog appears.
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3. Click Continue to start signing.
4. Click Finish to finish signing and return to the DocuSign Documents page.
To sign multiple documents
When you open any document from within your account to sign, when you finish signing, if you
have additional documents to sign, you are prompted to sign the next document awaiting your
action. Documents are offered in the order they appear in your account.
1. From the Documents page, locate the first document you wish to sign and click the
button.
2. Complete the required fields and click FINISH.
3. If you have additional documents to sign, you are prompted to address the next item that
requires your action.
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4. Click Sign to open the document and continue signing.
5. Click No Thanks to return to your account without signing.
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Document Folders
Document folders provide another way to organize your Documents list. To start, your account
has a single folder, called My Documents. This folder contains the documents you receive, plus
the documents you send, including any drafts you have in progress.
To organize your documents, you can create folders and subfolders from the Documents page.
You can move items out of your general My Documents view by putting them into a folder.
Once you create one or more folders, you can file your documents into folders by either of
these methods:
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Select the document and use the MOVE TO drop-down control at the top of the
Documents list
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Drag and drop the document from the list to the desired folder
By default, the folders show your documents from the last six months. You can use the Load All
option for folders with no activity in the last six months. Or you can edit the filters applied to
your folder. For more information, see Locate Documents.
Folders are listed alphabetically, and the first 10 folders are visible. Use the View More option
to expand the list to show all of your folders.
To create, edit, delete, and move folders
1. Navigate to the Documents page.
2. To create a top-level folder:
a. In the left-hand navigation pane, select the My Documents folder.
b. Click the + icon at the top of the Folders list.
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c. In the New Folder dialog, enter a folder name and select Create.
The new folder appears under the My Documents folder.
3. To create a sub-folder:
a. In the list of folders, select the parent folder for the new subfolder.
b. Click the icon next to the folder name, and select New Subfolder.
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c. Enter the folder name and click Create.
4. To edit or delete an existing folder, hover over the folder name and click the
icon:
a. To edit the folder name, select Rename.
b. To delete the folder, select Delete.
Note: only empty folders can be deleted.
5. To move a folder:
a. In the list of folders, locate the folder you want to move.
b. Click the icon next to the folder name, and select Move.
c. In the Move Folder dialog, select where you want to move the folder to. You can
move the folder inside another folder, or you can move it under your My Documents folder.
See also: Locate Documents
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Locate Documents
The Documents page gives you access to all of the documents you sent, received, or the drafts
which you are preparing to send. There are different ways to locate documents, including
search, filters, and Quick Views. This topic explains how to use these methods to find a
document in your account.
If you are using the View As... option to view documents shared with you, these methods return
results from the shared documents.
For most methods described in this topic, the results are limited to documents with activity in
the last six months; this is a default date range applied to the Documents list. To locate
documents older than six months, you can use the Filters method and select a different time
period.
Combine methods for targeted results
You can combine the Quick Views with search and filter methods. For example, if you select the
Completed Quick View, and then enter a search term, the search returns results from within
the list of completed documents.
Using Quick Views
Quick Views are a great way to easily filter your documents for key categories. When you select
a Quick View, the results list shows all of the documents that match the selected category.
These results are restricted to document activity from the last six months. To get different
results, use the Filters menu to select a different time frame or specify the sender, or enter a
search term to narrow the quick view results by document name, recipient name, recipient
email, or envelope ID.
Quick Views are located below your folders:
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The Quick Views options are:
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Action Required - documents awaiting your action, which you need to either sign or view
Waiting for Others - documents sent by you that are waiting for others to act on, either
to sign or to view
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Expiring Soon - in process documents that are due to expire within six days
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Completed - documents with the status Completed, either sent or received
Quick Views are also available on the Home page.
Search for documents
The Search box at the top of your Documents list searches for matches to the document name,
recipient name, recipient email, and envelope ID. If you select the option to search in document
labels, your search includes matches to document label values.
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To search across all folders in your account — Select your My Documents folder, then
enter your search term in the Search All Documents box at the top of your Documents
list. In the results, if the document is filed in a folder, the folder is listed.
As an example, here's a search for a recipient's name, showing all of the documents sent
to or from "frank":
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These results are restricted to document activity from the last six months. To get more
results, you can use the Filters method, which lets you include filter criteria with your
search terms.
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To limit results to a single folder — Select the folder you want to search from your
folder list, and then enter your search term in the Search Folder's Documents box. The
search is restricted to the selected folder; any sub-folders are not included in the search.
To search by envelope ID - Select your My Documents folder, then enter the complete
envelope ID in the Search All Documents box at the top of your Documents list.
To search document label values - Enter your search term and select the Search in
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document labels option. Only exact matches are returned.
Filters
Filters offer a more detailed way to search for documents based on selected criteria. You can
use the filter options with or without a search term or a quick view. The default filter, with My
Documents selected, returns all of the documents in your account from the last six months. Or,
you can select one of your folders or a quick view and then filter for the items you want from
that collection only.
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Set the filter criteria to display the documents you want. For example, to locate documents
older than six months, change the Date filter to All. Filter results show the documents which
match all of your selected criteria. Your active filter criteria appear at the top of the search
results. To modify the filter, click the Edit link.
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Download or Print Your Document
DocuSign aggregates all of your uploaded files into a PDF for a secure signing experience. You
add files in any of our many supported file formats, such as Word documents, spreadsheets, or
images, and DocuSign brings them all together into a single, tamper-sealed PDF. You can view
the document image directly in the application, or you can download the PDF file for viewing,
sharing, and printing.
When you download or print a PDF from DocuSign, it presents the current state of your
document. Only completed documents show the signing information. All of the completed
signing fields are included on the PDF. For incomplete documents, the PDF includes only the
files that you added to the document; none of the signing fields are visible on the PDF.
EXAMPLE
You've just completed a contract to provide cleaning services for a small startup. You
contact the building manager for after hours access to the facility. The building
manager needs proof of your contract with their tenant, so you download a copy of
your cleaning services contract and email it to the building manager.
To download or print a PDF
1. From the Documents page, locate the document that you want to download.
2. Click the document name to go to the Document details view.
3. To download your document, click the Download icon at the top of the view and select
one of the options:
l Separate PDFs - a ZIP file containing all of the files in the DocuSign document as
individual PDFs, plus the Certificate of Completion, and if phone authentication was
used, the voice print recording.
l
Combined PDF - a single PDF of all the individual files, including the Certificate of
Completion, combined into one.
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4. The selected file is downloaded to your local Downloads folder.
5. To print your document:
a. Click the Print icon at the top of the view. The PDF appears.
b. Move your mouse to the bottom of the page and use the PDF toolbar to print or
save a copy of your document.
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Shared Documents
With shared documents, users on the same account can view and take action on shared
documents. Team members and delegates can help each other with document management
tasks, such as sending reminders or correcting recipient information.
For any shared document, if the owner is the sender, then you can view status and details,
remind, correct, forward, void, or create a copy of the document. If the owner is the signer, you
can only view status and details for the document; you cannot sign on their behalf or take any
other actions.
EXAMPLE — Offer Letters
Your company is growing and your HR coordinators are busy sending offer letters to
prospective employees. Offers are highly time sensitive, so to help manage the
workflow, the HR coordinators share documents with one another, and with the
hiring managers.
Hiring managers can check the status of their offers by reviewing the coordinators'
documents. If a hiring manager needs to retract an offer, any coordinator can quickly
void it. If a prospect needs help accessing the offer, any coordinator can review the
document and help the prospect by resending the document or correcting the
recipient's email address as needed.
In this guide:
l
Setting up shared documents
l
How to view shared documents
l
How to take action on shared documents
Setting up shared documents
Sharing is enabled and managed by your DocuSign administrator. If your account administrator
has enabled sharing for you, you can view and help manage the documents that are shared
with you. If you are not able to follow the procedures in this topic, check with your account
administrator to see if sharing is set up for you.
For information on how administrators enable sharing, see "Modify user document sharing
settings" in the Manage Users guide.
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To view documents shared with you
Your DocuSign administrator sets up document sharing between users. You can view these
shared documents from the Documents page.
1. Log in to your account and go to the Documents page.
2. If you have access to others' documents, you see a View As... drop-down list with Me
selected. The user names in this drop-down list are the people whose documents you can
view and act on.
3. Select a user's documents to view. The selected user's documents appear with a banner
at the top of the list identifying the shared user.
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This view, by default, is the all documents view, showing all unfiled and sent documents.
Draft documents are not shared.
4. The Folders list now represents the shared user's folders, and you can see their folders,
with any documents filed within them.
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To take action on a shared document
You can take action on a shared document if the shared user is the sender of the document.
Available actions include: correct, resend, void, create a copy, and forward.
1. From the Documents page, select View As..., and select the shared user whose documents you wish to act on.
2. Locate the document, either in the all documents list, or through searching, or using the
Folder or filter options.
3. Click on the document to open the Document details view.
4. Use the action buttons and the More menu to correct, resend, void, copy, or forward the
document.
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View Data Changes
The data changes view provides a way to see the information that was added or changed during
signing. For the documents you send, data changes offers a view that highlights the changed or
added information.
You can view data changes on in process, completed, and voided documents. The data changes
option appears as soon as at least one recipient has finished signing, and you can view the data
changes for any completed recipients.
Note: Some advanced features and options are supported only in certain DocuSign plans. Your
account plan might not support some options discussed in this help topic. For more information
about which options are available for your account, check your account plan or contact your
Account Manager or Customer Support. Visit our Contact Support web page for contact options
to reach Customer Support.
The data highlighting is available for changes to the following field types:
l
Optional Signature
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Optional Initials
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Title
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Company
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Date Signed
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Email
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Text
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Checkbox
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Radio
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Dropdown
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Formula
For Text fields protected by the Hide text with asterisks property, the signer's entry remains
concealed when you view data changes. To obtain concealed data, and all other envelope data,
use the download form data feature.
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To view data changes
1. From the Documents page, locate the in process, completed, or voided document for
which you want to view data changes.
2. Click the document name to go to the Document details view.
3. Click More and select Data Changes.
An image of the document appears with all data changes highlighted in yellow.
Completed optional signatures or initials are outlined in red.
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4. The highlighting and outlines are only seen in the data changes view and are not part of
the actual document.
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Download Form Data
You can download document and field data from any of your sent in process, completed, or
canceled documents. You download document data to a CSV file. The file contains rows for
each field in the document, with the envelope ID, the recipient name and email, and the field
name and any entered value.
If you have text fields with the Hide text with asterisks property set, the data entered by the
recipient, though hidden in the document PDF, is included and visible in the downloaded form
data.
You cannot download data from draft documents or documents sent to you by others.
TIP: To use this feature, your DocuSign administrator must enable the Sending Setting Allow
sender to download form data. If you are not able to follow the procedure below, contact
your administrator to confirm the feature is enabled on the account.
EXAMPLE — Hidden Text
You offer direct deposit for expense report reimbursement to your hard-working sales
staff. You create a DocuSign template for employees to complete to sign up for this
convenience. The template includes text fields for their bank routing and account
numbers. These fields have the Hide text with asterisks property set, so their bank
information is concealed on the document.
You use your template to send a document to each of your salespeople, and
everyone who wants to sign up for direct deposit, completes the document, and
provides their bank information. To process their requests for direct deposit, you use
the download form data feature in order to retrieve the hidden bank information. In
the downloaded CSV file, you have all the document and field data, including the
signer's bank account information.
Note: Some advanced features and options are supported only in certain DocuSign plans. Your
account plan might not support some options discussed in this help topic. For more information
about which options are available for your account, check your account plan or contact your
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Account Manager or Customer Support. Visit our Contact Support web page for contact options
to reach Customer Support.
To download form data
1. From the Documents page, locate the document for which you want to download the
form data.
2. Click the document name to go to the Document details view.
3. Click the Download icon at the top of the view and select Form Data.
The form data is exported to a CSV file and saved to your local Downloads folder.
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Envelope Status
Every envelope that you create or receive through DocuSign, has a status. The status indicates
the current state of the transaction. This list defines all of the possible statuses:
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l
l
l
l
l
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Draft. For an envelope you created and then saved without sending.
Sent. The email notification has been sent to at least one recipient. The envelope
remains in this state until all recipients have viewed the document. (Shown in Reports
and History only)
Delivered. All recipients have viewed the document. (Shown in Reports and History only)
Waiting for Others. The envelope has at least one recipient who has yet to complete
their action. The recipient status in the Details view shows whether the outstanding
recipients need to sign (Needs to Sign) or view (Needs to View). From the Manage page,
you can see whose turn it is to sign by hovering over the status.
Needs To Sign. You are a recipient and you need to sign.
Needs to View. You are a certified delivery recipient and you are required to view the
document.
Correcting. The sender started to correct an in process envelope and has not yet saved
his changes. In this state, any outstanding signers are unable to view or sign. The sender
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must either save or cancel his changes in order to move the envelope out of the Correcting status.
l
l
l
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l
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Voided. The sender canceled the envelope before it was completed. Recipients can no
longer view or sign the document. Voided documents appear in your sending account as
voided. You can still view and print the document, though it has a "VOID" watermark.
Declined. A signer has declined to sign.
Completed. An envelope is completed once all of the recipients have completed their
actions.
Expired. A document that has exceeded its set expiration period without completing will
expire. Recipients can no longer view or sign the expired document. Expired documents
appear in your sending account as voided. You can still view and print the document,
though it has a "VOID" watermark.
Delivery Failure. The email notification did not reach the recipient. Review the Details to
see which recipient status is listed as Auto Responded. For this recipient, check the
email address you entered and correct the document to fix any errors. From the Manage
page, you can see which recipient delivery failed by hovering over the status warning.
Authentication Failed. At least one signer has failed the authentication check. You can
either send a reminder to the recipients, which gives the signer another chance to access
and pass the authentication. Or you can correct the envelope and modify the authentication setting. The envelope History provides additional detail on the authentication failure.
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Using Reports
The Reports feature allows users and administrators to run, customize, schedule, and download
and print reports for their account. Report data is generated continuously, and reports contain
near real-time data from document activity.
When users run reports, they see information from their own user activity only. Account
administrators see all account-level activity. Reports run in the application can return up to
5000 rows of data.
Reports Overview
The Reports Overview provides a look at key metrics on your sent document activity. Use the
Overview to quickly see overall document status, time to complete, and volume over time for
the documents you send. The Overview covers document activity for the past 12 months and is
available to all account users.
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Standard Reports
Beyond the Overview, there are several standard reports provided to quickly view information
about your account. These reports are categorized as follows:
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Envelope - available to all users; includes data on the documents you send
Recipient - available to all users; includes data on the recipients of the documents you
send
Usage - for account administrators only; reflects activity and usage for the entire account
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By default, all reports run with the following filters:
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Date Range: Month to Date
l
Document Status: Any
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Sent By: Any
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Custom Reports
You can alter the report filters to modify the information returned in the report. Set filters to
create custom reports and save them for later use. Learn more...
Schedule Reports
Finally, you can schedule reports to run automatically, download report data to a CSV file, and
print reports. Learn more...
Note: Some advanced features and options are supported only in certain DocuSign plans. Your
account plan might not support some options discussed in this help topic. For more information
about which options are available for your account, check your account plan or contact your
Account Manager or Customer Support. Visit our Contact Support web page for contact options
to reach Customer Support.
View and Modify Reports
When you select a report to view from the Reports list, the default report data is shown. From
this default result set, you can modify the date range, filters, and columns displayed to deliver
the information you want to see. The results reflect the relevant document activity for your
account. You can also export a report to a CSV file, or print your report for further use and
analysis.
EXAMPLE — User Activity Report
You're the administrator for your company's DocuSign account and you want to find
out if the users on the account are taking full advantage of this great productivity and
money-saving business tool. You select the User Activity Report and modify the date
range to select Year to Date. You want to see everything, so the default report filter of
any sender works for you.
Examining the report data, you can see the activity for every DocuSign user in your
company, including how many documents each person sent. You export the data and
later you'll reach out to the low-usage users to see if they need some additional
training or other help with DocuSign.
You can also create your own, customized reports. Starting from a standard report, select the
criteria, such as date range or filters, and define how to display the results. Once you save your
custom report, you can access it any time you want. You can save up to 100 custom reports at a
time.
What would you like to do next?
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Modify report criteria to show a particular set of data
l
Create or edit a custom report and save it for future use
l
Learn about scheduling reports or how to download a report
255
To modify report criteria
1. From the Reports page, select a report to view.
2. In the Report Details view, modify the report criteria to display the data you want, using
any of the following:
l
l
Date Range. Use the drop-down to select a date range for your report. You can
choose to filter by either Sent or Completed Date, and then select one of the
predefined ranges, or select Custom Date Range and enter your own range.
Edit Filters. Modify the filter criteria to focus on the information you want to see.
Different reports offer different filters. Depending on the report, you can enter
criteria to select particular senders, document status, document subject, or
recipient names. Enter your criteria and click DONE. The report data updates to
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reflect your changes.
l
Edit Columns. Add or remove the columns displayed in the report. Reorder
columns by selecting the drag handles and dragging the column to the desired
place in the order. Click DONE to save your changes and update the report display.
The report data updates to reflect your changes.
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To create and save a custom report
1. From the Reports page, select a report to start with.
2. In the Report Details view, modify the report to display the desired information by selecting the date range, filters, and columns to apply to your custom report.
3. To save the custom report, click SAVE AS....
Note: If you started with a custom report, you can save your changes to the existing
custom report (click SAVE), or save as a new custom report (click SAVE AS...).
4. In the Save as Custom Report dialog box, provide a unique report title and a description,
and click SAVE.
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Your custom report is saved and appears on the Reports list under Custom.
5. To edit an existing custom report, select your report from the Reports page:
l To modify the report results, make the desired changes to the report criteria, and
click SAVE.
l
To edit the title or description of your custom report, click the pencil icon to the
right of the title:
Schedule, Download, or Print Reports
You can set up a recurring schedule to automatically run reports. You can set a schedule for any
report, and, optionally, have the report sent by email as a zipped CSV file to yourself and other
recipients. You can schedule both standard and saved custom reports. Scheduled reports start
running at midnight, based on the time zone setting for your account.
You can also download or print reports, either from the Report Details view or from the history
of a previously scheduled report.
Note: If you choose to send the report by email, be aware that many email providers and
firewalls reject emails with a .zip attachment.
Limits
The following limits apply to reports:
l
You can have up to 20 scheduled reports
l
You can set schedule start and end dates for up to 365 days from the current date
l
The History for a scheduled report contains the last 10 report instances
l
Report instances are retained in the History for up to two years from the run date
l
A scheduled report can contain up to 100,000 rows - additional data is truncated
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To download or print a report
1. From the Reports page, select a report to view.
2. In the Report Details view, modify the report to display the desired information.
3. To download the report, click
.
The report data displayed downloads as a CSV file to your specified downloads folder.
4. To print the report, click
.
To schedule or edit a report schedule
1. From the Reports page, select a standard or a saved custom report to view.
2. In the Report Details view, to schedule the report, click
. If a report is already scheduled, the schedule icon is blue, and you can edit the schedule details.
3. In the Schedule Report dialog, set up or edit the schedule details:
a. Set the report frequency (e.g., Weekly on Mondays), and the start and end dates.
Note: Start and end dates refer to the time frame in which to run the scheduled
report; they do not impact the date range of the report itself.
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b. (Optional) To send the report to recipients by email, select the appropriate option.
To send the report to others , select the option and enter the recipient email
addresses, separated by a comma.
c. Enter the email subject in the Message field. Only the first 140 characters are
saved.
4. Click DONE to save the scheduled report.
On the Reports list, a Scheduled flag is added to the report title:
5. To edit a scheduled report, locate the report in the Reports list and click EDIT SCHEDULE.
6. In the Schedule Report dialog, you can edit the schedule details or cancel the schedule by
clicking DEACTIVATE.
To download a scheduled report
1. From the Reports list, locate the scheduled report you wish to download.
2. Click EDIT to open the Schedule Report dialog.
3. In the History section, locate the specific report record you wish to download and click
the download icon.
The report is downloaded to your local machine.
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Working with Templates
Looking for a way to save even more time with DocuSign? Try creating a template. Templates
are perfect for almost any DocuSign workflow that you do over and over again.
So what are some ways to use templates?
l
l
Same document, different recipients: You have a disclosure form that you send to every
potential client.
Same recipients, different document: Every month, you send a report to your Board of
Directors for their approval.
Leveraging the documents and recipient information in your template makes the sending
process a snap!
Note: Your access to templates is controlled by your user permissions, as defined by your
DocuSign administrator. If you cannot create or edit, or even use templates, check with your
administrator.
Templates Video
Here's a two minute video on templates to get you started:
Click here to watch video
What would you like to do next?
l
Learn more about template basics
l
Create or copy a template
l
Share a template
l
Use a template
l
Edit a template
l
Organize templates with folders
l
Upload or download a template
l
Set template matching behavior for a template
l
Check account settings for template matching
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Template Basics
Templates help streamline the sending process when you frequently send the same or similar
documents, or send documents to the same group of people. Templates allow you to create a
standard document with any of the supported file types, with set recipients and recipient roles,
and signing fields. A template can include multiple files and can be sent to one or more
recipients, using a signing order or not, as desired. Templates can also contain the signing
instructions for the document.
Templates are flexible. You can use a template as is, without making any changes, or you can
use a template as a starting point for your document. You can make changes to all aspects of a
template, customizing your document however you like.
EXAMPLE – NDA Template
Your technology start up regularly meets with potential partners. For each of these
meetings, you require a Non Disclosure Agreement (NDA) to protect your nascent
business ideas and intellectual property. You create a template and upload your NDA
file. You define a recipient role of "Technology Partner" and set signing fields for the
role's signature, title, company name, and date signed. You define a message for your
Document with the subject "NDA - Please Sign" and some appropriate text in the
message field, asking for the signed document prior to your upcoming meeting.
When you schedule a meeting that requires an NDA, you create a document using
your template, entering the actual contact information for the Technology Partner
role that you defined.
The Difference Between Templates and Documents
Creating a template is as easy as setting up a document. The key difference is that a document
is a one-time transaction and a template is a blueprint for repeatable transactions. With
templates, you can add named persons, just as you do when creating a regular document. But
you can also define placeholder roles, that is, not an actual person but rather a role that would
regularly participate in a transaction using the template. Typically, with templates you assign
roles rather than named persons, as it's likely your recipients and signers will change every
time you use the template.
The NDA template example illustrates a situation where you would set a placeholder role for
your template recipient, rather than a named person.
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Create Templates
Creating a template is a lot like starting a document. You add files, recipients, messages, and
signing fields much like when you create a document. You can add any of the standard
supported file types to your template.
The key difference between creating documents and templates is that with templates you can
add placeholder roles to your recipients list. The placeholder role represents a recipient in the
documents created when you use the template. When you later start a document using your
template, you fill in the actual person's information for that role. Typically, you use placeholder
roles for the recipients rather than named persons, as you likely will send the template to
different people every time you use it.
Before creating a template, DocuSign recommends that you plan the information needed and
the layout of your template. You can always edit the template later, but it is easier to create
the template when you know the information you want to present in the template as you are
creating it.
You can create a template from scratch, or you can copy an existing template and make
changes to it. You can also use the Save as Template feature to make a template out of any of
your existing documents.
Note: Your access to templates is controlled by your user permissions, as defined by your
DocuSign administrator. If you cannot create or edit, or even use templates, check with your
administrator.
Create complete templates for maximum productivity
If your template is complete, you can save even more time. For a template to be complete, it
must contain at least one of each of the following items: file, recipient, and recipient field.
When you use a complete template, you have the option to simply fill in your recipient names
and add the email message; if your account uses document labels, you can also enter the label
values.
Limit the changes senders can make when they use your template
There are several ways you can restrict the changes that can be made when a template is used
to send a document. These restrictions are useful if you want to control how your template is
used. For more information on how to limit changes to the recipients, messages, brand, and
fields, see Limit Changes to Templates and Template Fields.
What information do you need to create a template?
Before creating the template, you should answer the following questions:
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What file(s) will you send with the template?
Who are the signers for the template? What are the roles of the recipients who will be
signing?
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Are there any recipients who are known persons?
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Does the template need a standard message?
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Where in the document will the recipients sign and add information?
What would you like to do next?
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Create a template
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Copy a template
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Add merge fields to a template
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Use a template
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Edit a template
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Learn about template passwords
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Limit the changes senders can make
To create a template
1. From the Templates page, click New Template.
The Create a Template view appears where you can add files, recipient roles, and
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messaging.
2. Enter a name and description for your template.
3. To upload one or more files to the template from your local machine or from one of your
authorized cloud storage providers, follow the regular procedure described in Add Files.
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4. To add recipient roles, do the following:
a. Define the role for the recipient in the Role field. The role helps template users
understand whom to enter as the recipient, when they use the template to send a
document. Example: Applicant
Note: Enter a unique Role to represent each individual who must sign your
document. Example: Applicant 1; Applicant 2. You can use the signing order option
if you need to route the document to the same role more than once.
b. Select the signing action for the placeholder role. Example: Needs to Sign
c. To add additional recipient roles, click ADD RECIPIENT and repeat steps a-b.
5. To add named recipients, do the following:
a. Enter the person's email address and name.
b. Select the signing action for the recipient.
c. (Optional) Enter a role for the recipient. The role entry is optional and is useful to
define why the person is signing the document. Example: Sales Approval
d. To add additional named recipients, click ADD RECIPIENT and repeat steps a-c.
6. To add a bulk list of recipients, select the Import Bulk List option, and follow the regular
procedure described in Send a Document Using Bulk Send
7. (Optional) To set a routing order for your document or add an authentication method, follow the regular procedure described in Add Recipients.
8. To define a standard message for your template, or to add private messages for individual recipients, follow the regular procedure described in Add Messages.
9. (Optional) to set advanced options, such as reminder and expiration schedules, or to add
a password to protect your template from being modified, click the Edit link next to the
Advanced Options details. See Set Advanced Document Options for more information.
10. To save your template without adding fields, click Other Actions and select SAVE AND
CLOSE.
11. To set the signing fields for your document, click NEXT.
12. To add signing fields for each of your template recipients, follow the regular procedure
described in Add Fields to Documents.
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13. To finish your template, click SAVE AND CLOSE.
Your template is saved and ready to use.
To copy a template
1. Navigate to the Templates page.
The Template list appears, showing your saved templates.
2. Locate the template you wish to copy by searching, filtering, or simply scanning the Template list.
3. Click the template title to select it and open the Template Details view.
4. Click More and select Create a Copy.
5. Edit the name of the new template and click Create.
The Template Details view for the new template appears. Your template is ready to use
as is, or you can edit the template and change any aspect, including the template name,
and the files, recipients, and recipient fields.
How to Customize Document Titles with Recipient's Name or Email
When you use a template to send documents, if you use the default message subject as is, the
documents will all be titled the same, making it hard to identify a particular document. This can
be especially problematic if you are using the bulk send feature to send the same document to
many different people at once.
Using the recipient role and merge fields to automatically insert the recipient's name or email
address into the message subject, you can create customized document titles for each
document sent from a template. The message subject becomes both the email notification
message subject and the name of the document as shown in your account. This is a good
solution for a template with a single recipient.
If you use a bulk list recipient on a template, you can customize each document generated to
include the recipient's name or email address in each document title. By adding the merge
fields to the message subject, you avoid creating multiple documents with identical titles and
you can easily distinguish the documents from one another.
Jump to a topic in this guide:
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How to add merge fields to a template message subject
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How to create a template with a bulk list recipient and merge fields
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Related topics
To add merge fields to a template message subject
1. Create a new template and add your files as usual.
2. Add one or more recipients, completing the Role field. You can also enter a name and
email address for the recipient.
3. For the Message to All Recipients, click the merge field icon at the end of the subject
field. The drop-down list contains options to insert the Name and Email Address for each
recipient on the template.
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4. Select which merge fields to include in the message subject.
5. Add fields for your recipient as usual, and save and close the template.
6. When you use the template to start a new document, the message subject and document
title include the recipient information you specified.
Example — Inserting recipient's name:
To create a template with a bulk list recipient and merge fields
1. Create a new template and add your files as usual.
2. In the Add Recipients section, click IMPORT BULK LIST.
3. Select a prepared bulk list and finish the import.
TIP: If you do not have a preset recipient list, you can upload a sample list configured
with the appropriate columns and a sample recipient. When you use the template, you
can replace the sample list with a list containing the actual recipients and column data
you want to use.
4. Fill in the Role field.
Example — Bulk list with one sample recipient and Role = "Applicant":
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5. For the Message to All Recipients, click the merge field icon at the end of the subject
field. The drop-down list contains options to insert the Name and Email Address for each
recipient on the template.
6. Select which merge fields to include in the message subject.
7. Add fields for your bulk list recipient as usual, and save and close the template.
8. When you use the template to start a new document, you can replace or edit the bulk list
to select who to send documents to.
Related topics
For more information on topics related to this help guide, see the following:
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Create Templates. How to create templates.
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Use Templates. How to use a template to start a new document.
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Using Bulk Send. Overview of the bulk send feature.
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Send a Document Using Bulk Send. Use a template to customize document titles for bulk
list recipients.
Add, Change, or Remove a Template Password
Template passwords protect against editing. You can set a password on any template you
create. If the template is shared with other users who have the necessary permissions to edit
the shared template (template create or share), they must first provide the password. In this
way, you can share templates and not worry about them being modified. If you want to allow
another user to modify your template, you can provide them with the password.
Note: Account administrators do not need to provide passwords on protected templates. They
can edit any template created within the account.
The password is not visible. If you forget the password you added to a template, you can easily
reset the template to remove the password or enter a new one.
If you edit a template shared with you, you cannot modify or add a template password. Only the
template creator can set or modify the password.
When you download a template, the password is removed from the downloaded copy. You can
provide the downloaded template to others without having to provide password details.
To add a password to a template
1. Start by creating a new template (as described in Create Templates) or editing an existing template (as described in Edit Templates).
2. In the Template prepare view, in the Advanced Options section, click the Edit link.
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3. In the Advanced Options dialog, under the Password section, enter a password, and then
re-enter to verify the password.
Template passwords are limited to 15 characters.
4. Click SAVE.
Your password is added to the template.
5. Finish creating or editing your template, and then save and close it.
To change or remove a template password
1. Start by editing your template (as described in Edit Templates).
2. In the Template prepare view, in the Advanced Options section, click the Edit link.
3. In the Password section, click Reset.
The empty password fields appear.
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4. Do one of the following:
l To enter a new password, fill in the password fields.
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To remove the password, leave the fields blank.
5. Click SAVE.
6. Save and close the template.
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Limit Changes to Templates and Template Fields
For the templates you create, you can limit the changes that can be made when a template is
used to send a document. These restrictions are useful if you want to control how your template
is used. This guide describes the options and steps for restricting changes to your template
regarding general template settings, recipient details and settings, and template fields.
Note: If you share a template with other account users, they may be able to edit your
template, including changing modification or permission property settings. You can protect
your shared template from being modified by other users by setting a password. Then, if the
template is shared with other users, in order for them to edit the shared template, they must
provide the password.
Template modification settings
Through the template advanced options settings, you can limit changes across your template,
generally. These settings, and their effects when the template is used or applied to a document,
are as follows:
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Don't allow sender to edit, add, or remove recipients
Completed recipient information cannot be edited, and recipients cannot be deleted or
added to the document. If there is any missing recipient information, such as when only
the role is provided and the name and email address are still needed to send the
document, or a phone number for phone authentication is left blank, the sender can
complete all remaining fields.
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Don't allow senders to edit the subject, email, or private messages
Protects the email message sent to all recipients, and any private messages entered for
individual recipients. Anything you enter into these areas on the template are carried
over to all documents created from the template. If you leave any of these areas blank,
they will remain so in any template documents.
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Don't allow senders to edit the brand
Protects the brand setting you select for your template. Any documents sent from the
template will use the specified brand for email notifications and the signing experience.
Recipient modification settings
Through the recipient advanced options, you can limit the changes that senders can make to
individual recipients on your template. The settings and their effects when the template is used
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or applied to a document are as follows:
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Don't allow senders to edit recipient
Completed recipient information for the selected recipient cannot be modified. If there is
any missing recipient information, such as when only the role is provided and the name
and email address are still needed to send the document, the sender can complete all
remaining fields.
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Don't allow senders to delete recipient
The selected recipient cannot be removed. This setting ensures the recipient is included
on all documents sent from the template.
Sender permission field properties
You can protect the fields you add to your template from being changed or deleted. When the
template is used, depending on which permission properties you set, the sender cannot change
or delete protected fields. The sender permission property settings are as follows:
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Restrict changes
This setting guarantees the field will be present on all documents created with the
template, exactly as it was set up on the template. For all field types, the sender cannot
delete the field or change the recipient, or modify the placement, size, data label,
conditional logic, or any other field property setting.
For text, checkbox, and radio button fields, the sender can enter text and make
selections. For note fields, the sender can enter the note text. However, since the note
field size is fixed, only the text that fits into the field is included and visible to the
recipient.
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Mandatory
This setting guarantees the field will be present on all documents created with the
template. The sender cannot delete a mandatory field. They can, however, make other
changes to the field, such as moving, resizing, or setting any other field properties.
To specify template modification settings
1. From the template prepare view (either on a new template you create or when editing
an existing template), select the Edit link next to the Advanced Options section.
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2. Select the check boxes for the specific restrictions you want to apply to the template:
l Don't allow sender to edit, add, or remove recipients
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Don't allow senders to edit the subject, email, or private messages
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Don't allow senders to edit the brand
3. Click Save.
4. Click Other Actions and select Save and Close.
To specify recipient modification settings
1. From the template prepare view (either on a new template you create or when editing
an existing template), on a recipient row, click More and select Advanced settings.
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2. In the Advanced Settings panel, select the check boxes for the modification settings you
want to apply to the recipient:
l Don't allow senders to edit recipient
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Don't allow senders to delete recipient
3. Click Done.
The advanced settings panel collapses and shows that settings are selected.
To specify sender permission settings for a field
1. From the template add fields view (either on a new template you create or when editing
an existing template), place the field onto the document.
2. In the properties panel on the right, expand the Sender Permissions section:
3. Select the permission settings you want to enforce when senders use the template:
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Restrict changes - sender cannot change any field properties or delete the field
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Mandatory - sender cannot delete the field
4. Save and close the template.
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Edit Templates
You can edit any template that you previously created and saved. If you have access to
templates shared with you by other users, you may be able to edit these as well.
When editing a template, if you decide you do not want to save your changes after all, you can
discard the changes and leave the template in its original form.
Note: Your access to templates is controlled by your user permissions, as defined by your
DocuSign administrator. If you cannot create or edit, or even use templates, check with your
administrator.
In this guide:
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How to edit a template
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How to cancel changes while editing
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Template history
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Template passwords
To edit a template
1. Navigate to the Templates page.
The Template list appears, showing your saved templates.
2. Locate the template you wish to edit by searching, filtering, or simply scanning the Template list.
3. Click the template title to select it and open the Template Details view.
4. To open the template for editing, click EDIT. (If you do not see the button, check with your
DocuSign administrator regarding your user permissions. )
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5. If the template is password protected and you are not the owner, enter the password in
the Enter Password dialog and click SUBMIT.
The selected template opens in the Prepare Template view.
6. Edit the template. You can change any aspect of the template, including the template
name, and the files, recipients, and recipient fields.
To cancel changes while editing a template
1. At any point while editing your template, click Other Actions and select Discard
Changes.
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2. Click Discard to confirm your action.
Your changes are discarded and your template is restored to its original state.
Template history
The template history records the template details, including the template ID, owner, list of
documents, and more. The activity history lists the date and user for when the template was
created and each time it was edited.
1. Navigate to the Templates page.
2. Locate the template you wish to edit by searching, filtering, or simply scanning the
Template list.
3. Click the template title to select it and open the Template Details view.
4. Click the MORE menu and select History.
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5. The Template History displays in a window.
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Template passwords
If the templates that are shared with you have a password applied, you will need the password
in order to edit the template. Passwords are set by the template creator. Learn more...
If you are an account administrator, you do not need to provide a password to modify the
templates created by your account users.
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Share Templates
Sharing a template allows other users and user groups on your account to access and use it to
send documents. As long as you have template share permission on your DocuSign account, you
can share any template you created, and you can modify sharing settings for any template
shared with you.
IMPORTANT: Your template permissions are set by your DocuSign administrator. You must
have template permission set to share in order to share templates. For more information on
setting user permissions see Permission Sets.
Two ways to share templates
There are two ways you can share your templates:
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Share a template directly with select users and groups.
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Share a template by adding it to a shared template folder.
In this guide:
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Protect your shared templates
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Share a template directly
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Create a shared template folder
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Share a template by adding it to a shared template folder
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Related topics
All template sharing information and settings are available from the Template Details view.
Protect your shared templates
When you share a template, you grant the selected users or groups the right to edit the
template, provided the users have the necessary permissions (template create or share). To
protect a shared template, you can set a password or lock parts of the template.
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Set a password. You can protect your shared template from being modified by other
users by setting a password. Then, if the template is shared with other users, in order for
them to edit the shared template, they must provide the password.
Administrators on your account can access all templates created within the account and
can edit them and modify sharing settings, regardless of the password setting. They
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cannot delete templates created by other users. (Only the template creator can delete a
template.)
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Lock template elements. You can also apply settings to limit the types of changes that
can be made when the template is used to send a document. You can control how the
template is used by locking recipient information, the email message to all recipients and
private messages to individual recipients, and the brand.
To share a template directly
1. Navigate to the Templates page.
2. Locate the template you wish to share by searching, filtering, or simply scanning the Template list.
3. Click the template title to select it and open the Template Details view.
4. Click Share.
The Sharing dialog opens for you to select the users and groups to share your template
with.
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5. Make your user and group sharing selections - the Search function returns results for the
selected tab:
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Users - lists all users on your account.
Groups - lists all groups defined for your account. Groups are listed by name only;
group members are not displayed. The list includes standard account groups of
Administrators and Everyone. In addition, your DocuSign administrator can define
customized groups of account users and can provide further details. Learn more...
TIP: To easily share your template with everyone in your account, on the Groups
tab, select Everyone.
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Selected - all users and groups selected for sharing. Use this tab to verify your
selections and make any necessary changes.
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6. Click Done.
The Template Details view updates to indicate the template is now shared. You can
always check to see whom it is shared with and make changes to the sharing selections.
For the people you have shared the template with, it appears in their Shared with Me
folder on their Templates page.
To create a shared template folder
1. Navigate to the Templates page.
2. Click the New Folder icon next to Shared Folders.
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3. Enter a name for your shared template folder and click Save.
When you share the folder, the name you enter identifies the folder to the users
with whom you share it.
4. Click the menu icon next to your new folder and select Share.
5. In the Sharing dialog, make your user and group sharing selections - the Search
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function returns results for the selected tab:
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Users - lists all users on your account.
Groups - lists all groups defined for your account. Groups are listed by name
only; group members are not displayed. The list includes standard account
groups of Administrators and Everyone. In addition, your DocuSign
administrator can define customized groups of account users and can provide
further details. Learn more...
TIP: To easily share your template with everyone in your account, on the
Groups tab, select Everyone.
l
Selected - all users and groups selected for sharing. Use this tab to verify
your selections and make any necessary changes.
6. Click Done.
Your folder is now shared with the users and groups you selected, and these users
can now see the folder listed under their Shared Folders section. Any templates you
add to the new folder are shared automatically and accessible to everyone with
access to the folder.
IMPORTANT: Anyone with access to the shared folder and who has template
share permissions can also add and remove templates from the shared folder.
To share a template by adding it to a shared template folder
1. Navigate to the Templates page.
2. Locate the template you wish to share by searching, filtering, or simply scanning the Template list, and mark the check box to select it. You can select multiple templates at once.
3. Click and hold on the template row and drag the template to the shared folder you want
to add it to.
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4. Release the mouse button to drop the templates into the folder.
The template is shared and accessible to anyone who you selected to share the template
folder with.
Related topics
l
Using shared templates. A guide on how to use templates that are shared with you.
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Use Templates
Templates help streamline the sending process when you frequently send the same or similar
documents, or send documents to the same group of people. You can use your saved templates
to start a new document. Everything defined in the saved template is applied and added to the
new document. You can use the template as is, or you can add additional files, modify signing
fields, add recipients, and add and modify messages.
Topics in this guide:
l
How to use a template to send documents
l
Complete templates
l
Locked items on a template
l
Related topics
Note: Your access to templates is controlled by your user permissions, as defined by your
DocuSign administrator. If you cannot create or edit, or even use templates, check with your
administrator.
To use a template
1. Navigate to the Templates page.
The Template list appears, showing your saved templates.
2. Locate the template you wish to use by searching, filtering, or simply scanning the Template list.
3. To use the template to start a new document, click USE.
4. The Send a Document view opens with your template settings loaded. If your document is
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complete with at least one file, one recipient, and one field, then follow To use a
complete template.
5. For any recipient roles, enter the actual email and name values.
6. Enter your document Message subject and text. If your template includes one or more
documents, the subject line defaults to "Please DocuSign: [file name 1],...[file name n]".
You can use the default or modify it as you desire.
TIP: If you send the same document over and over, enter a custom subject line. If you use
the default subject as is, the documents will all be titled the same, making it hard to
identify a particular document.
7. To review the signing fields, click NEXT.
8. To send your document click Send Now.
Complete templates
If your template is complete, you can save even more time. For a template to be complete, it
must contain at least one of each of the following items: file, recipient, and recipient field.
When you use a complete template, you have the option to simply fill in your recipient names
and add the email message. If your account uses document labels, you can enter the label
values.
EXAMPLE — Complete Templates
Your Facilities staff uses DocuSign to issue temporary badges to contractors working
in your facility. You receive several contractors every month, so you have a template
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prepared with the temporary access and badge request files that contractors must
sign. The template is complete, with the files, recipient role for the contractor, and the
fields for the contractor to complete. When Facilities uses the template, they simply
fill in the contractor's name and email, and send the document.
To use a complete template
1. Use one of the following methods to start a document from a complete template:
l From the Documents page: Click the NEW drop down and select Use a Template. In
the Select a Template dialog, select the template you want to use.
l
From the Templates page: Locate the template you want to use for your new document and click USE.
2. In the template dialog, complete the required fields:
a. Fill in the recipient information for any role recipients.
b. Review the Message Subject and text and adjust as desired.
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c. (Optional) Enter values for any document labels defined for your account.
3. To send your document as is, click SEND.
4. (Optional) To make additional changes, such as upload additional files, or add more
recipients or recipient fields, click ADVANCED EDIT and complete your document.
Locked items on a template
When you use a template, you might find that some aspects of the template are locked and
cannot be edited. These areas include recipient information, the email message to all
recipients and private messages to individual recipients, the brand, and individual fields. The
template owner (whom you can identify in the Template ID details) controls these settings, and
can restrict modifications to various template settings, recipient information, and individual
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fields in order to ensure the template is used as designed. Fields or controls which are
restricted in this way, will appear grayed out and you cannot change or use them.
Related topics
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Template Basics. Information about templates including a short introductory video.
Template permissions. Your user permission settings are controlled by your DocuSign
administrator.
Locked items. How to limit the changes that can be made when a template is used to
send a document.
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Using Shared Templates. Use templates that others have shared with you.
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Apply templates. Apply template settings only to the documents you send.
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Using Shared Templates
Besides the templates you create for yourself, other template owners may choose to share
templates with you. Templates can be shared in two ways: directly or through a shared
template folder. This guide explains how shared templates are presented in your account, and
how to use them.
Topics in this guide:
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Folders for shared templates
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How to use a shared template
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How to search for shared templates
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How to identify who owns a template shared with you
Folders for shared templates
Provided you have the necessary user permissions to use templates, your Templates page
includes a set of folders for shared templates:
These folders are defined as follows:
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Shared with Me – Contains all the templates that are shared with you directly, that is,
not through a shared template folder.
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Shared Folders – Contains any shared template folders that others created and shared
with you, either as an individual or as part of a group to which you belong. Any templates
added to a shared template folder are automatically shared to anyone with access to that
folder. If you have the necessary permissions to share templates yourself, then Shared
Folders also contains any folders you create to share with others on your account. More
info...
All Templates – Contains all of the templates that you have access to, including the templates you created and any shared with you in any fashion (either directly or through a
folder).
To use a shared template
1. Navigate to the Templates page.
2. Locate the shared template and click USE.
3. If the template is complete (contains at least one recipient, one document, and one field),
you can fill in the recipient information for any role recipients, and either send as is, or
select Advanced Edit to further customize your document.
4. If the template is not complete, follow the standard process to use a template and complete all required information and customize your document as needed.
To search for a shared template
You can use the Search box and filter by date to locate a shared template. These controls work
on the selected folder only.
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To search within a specific folder, click on the folder to select it, and then enter your
search or filter criteria. Folder search is strictly limited to the folder; it does not include
results from any sub-folders present.
To search all templates you have access to, click on the All Templates folder and enter
your search or filter criteria.
To identify who owns a shared template
1. Navigate to the Templates page.
2. Select the All Templates folder.
3. Locate the shared template by searching or simply scanning the templates listed.
4. Click the template title to select it and open the Template Details view.
5. Click the information icon to reveal the template owner's name and other template
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details.
Locate a Template ID
The Template ID is a unique identifier for a template. This identifier is useful for API developers
using the DocuSign API.
In the new experience, the Template ID is available from the Template Details view.
To locate a Template ID
1. Navigate to the Templates page.
The Template list appears, showing your saved templates.
2. Locate the template for which you want to get the Template ID by searching, filtering, or
simply scanning the Template list.
3. Click the template title to select it and open the Template Details view.
4. Select the information icon next to the template name to open the advanced details.
These details include the Template ID.
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5. (Optional) Use the Copy ID link to copy the Template ID to your clipboard.
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Set Template Matching Behavior
As a template creator or a DocuSign administrator, provided you have enabled template
matching on your account, you can set matching behavior on the individual templates that you
own or administer. Template matching speeds up document preparation by importing the
recipients, messages, and recipient fields from the template.
For information on how to enable template matching: Set Template Matching Account
Preferences
For each template, you can specify the following:
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Whether a template is included in matching
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Custom IDR zones to use for matching
Include or exclude templates from template matching
The matching state determines if the template is evaluated for template matching when you
add files to your document. An individual template can be in one the following matching states:
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Eligible for matching
When you create a template, it is automatically eligible for template matching. When
you upload files to DocuSign, eligible templates are included in the pool of templates
evaluated for a match. The template remains eligible as long as it has been used within
the past 120 days. This is the default matching state for all templates.
After 120 days of no activity on an eligible template, the matching state switches to
Excluded. The template remains in your account, it is just not used for matching.
If the excluded template is used (either manually applied to a document or used to create
a document) or modified, then the matching state reverts to Eligible and the 120 day
countdown starts over.
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Included in matching
If you set the matching behavior for a template to Included, then it is always checked for
a match. The template remains in the matching pool and never times out.
You can set an included template to Excluded, but you cannot set it back to Eligible.
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Excluded from matching
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If you set the matching behavior for a template to Excluded, then it is never checked for a
match. The template remains in your account and you can still use it to create a
document or apply it manually to an uploaded file.
If an excluded template is used or modified, then the matching state reverts to Eligible.
To check and set matching behavior on a template
1. Navigate to the Templates page.
2. Locate the template you want to check by searching, filtering, or simply scanning the
Template list.
3. The current matching state is shown in the Templates list.
4. To set matching behavior from the Template list:
a. Select one or more templates by clicking the check box next to the template name.
b. Click More and select the matching behavior from the list.
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Include in Matching - template remains in the matching pool until you exclude or
delete it.
Exclude from Matching - template is removed from the matching pool until you
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include it again or edit the template.
5. From the Template Details view, the current matching behavior appears below the
template title, and you can change the current setting from the More list.
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Set custom IDR zones
Intelligent Document Recognition (IDR) is the process that reviews the text and information in a
document to determine if it matches a saved template. By default, template matching
examines the first and last 25 words in a document. To get more precise matching, you can add
custom IDR zones to your template documents. This is useful if you have multiple documents
with similar opening and closing texts. You can set IDR zones to focus on unique portions of the
document.
You can select any region of text within a document for IDR. There is no limit to the maximum
or minimum volume of text you can select to define a match. However, the less text you select,
the more false positive matches are likely, and the more text you select, the longer the
matching process will take.
To set or edit custom IDR zones
1. Navigate to the Templates page.
The Template list appears, showing your saved templates.
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2. Locate the template you wish to edit by searching, filtering, or simply scanning the Template list.
3. Click the template title to select it and open the Template Details view.
4. Click EDIT to open the template for editing
5. Click NEXT to continue to the Add Fields view for the template.
6. Click the gear icon at the top of the list of documents and select Edit IDRs.
7. In the banner at the top of the screen, first click on the IDR tool to select it.
8. Scroll to where you want to draw an IDR zone, then click and drag to encompass the area
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you want to use for matching.
9. Edit existing zones as follows:
l To change the location of a zone, click and drag it to the new position.
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To remove a zone, click the "X" in the upper-right corner of the zone.
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To resize a zone, first delete it, and then draw a new zone as needed.
10. Click DONE when finished adding and editing IDR zones, and then SAVE AND CLOSE the
template.
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Download and Upload Templates
The ability to download and upload templates is useful when you need to move copies of
templates around. You can use the download and upload functions to copy templates between
users and between accounts, and even between DocuSign environments.
Some common use cases are:
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Give a copy of a template to someone in a different DocuSign account
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Troubleshoot a template issue with DocuSign Customer Support
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Move a copy of a template developed in your DocuSign demo account to your production
account
Receive a template built for you by DocuSign Professional Services
Templates are downloaded in JSON format. You can edit the template using a standard text
editor or a specialized JSON editor. Send the downloaded file to another DocuSign user, using
your email or other shared file service, for them to upload to their account.
Note: You must have the appropriate template permission setting (create or share) in order to
download or upload templates. This setting is controlled by your account administrator, as
described in the Permission Sets guide.
Download templates
You can download any template available in your account. This includes both the templates you
create and those created by others and shared with you. Downloading exports a copy of the
template in JSON format.
There are two limitations for downloading templates:
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The template cannot have a bulk recipient list attached
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You can download only one template at a time
Use the following procedure to download a copy of a template from your DocuSign account to
your computer or network.
To download a template
1. Navigate to the Templates page.
The Template list appears, showing your saved templates and the templates shared with
you.
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2. Locate the template you wish to edit by searching, filtering, or simply scanning the Template list.
3. Click the template title to select it and open the Template Details view.
4. Click the More drop down and select Download.
A copy of the template is saved in JSON format to your Downloads folder.
Upload templates
When you upload a template, it creates a new template in your account and you are the owner
of the template.
You can upload any individual template downloaded from DocuSign, originating either from the
classic or new experience. You can upload individual templates in either JSON or .xml format.
You can also upload .zip files containing multiple .xml templates downloaded from the classic
experience. When you upload a .zip file, it creates separate templates for each template in the
.zip file.
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To upload a template
1. Navigate to the Templates page.
2. Click New and select Upload Template.
3. Browse to the location of the template file you want to upload and open it.
You can upload an individual JSON or .xml template file, or a collection of zipped
template files. If you upload a zipped file, the system automatically unzips and creates
individual templates.
4. The new template appears at the top of your Templates list. If an uploaded template has
the same name as an existing template, the name of the uploaded template has a number in parenthesis added to the template name.
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Template Folders
Template folders provide a way to organize your Templates list. You create folders from the
Templates page. Once you create one or more folders, you can file your Templates into folders.
To create, edit, and delete folders
1. Navigate to the Templates page.
2. To create a folder:
a. In the left-hand navigation pane, click the + icon next to FOLDERS.
b. Enter a folder name and click CREATE.
3. To rename, move, or delete an existing folder, hover over the folder name and click the
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gear icon.
4. To create a subfolder, hover over the folder name and click the gear icon to the right,
and select New Subfolder.
To move a template into a folder
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From the Templates list:
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Use the Move button and select the folder to move to or drag and drop the
template into a folder.
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From the Template details view:
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Use the Move To drop-down list and select a folder to move to:
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Using PowerForms
A PowerForm is a way to create a self-service document for signature without writing any code.
A PowerForm is initiated from a unique, secure URL that you make available for signers to
complete. With PowerForms, you can create a DocuSign transaction without having to send
documents from your DocuSign account. You can link the PowerForm on your website, or
distribute as a secured link through email. Signers can access and sign your forms on demand,
making PowerForms a way to capture signatures and data from people whom you do not know
ahead of time.
Get started with PowerForms using the basic topics in this section:
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Create a PowerForm
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Edit a PowerForm
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Distribute a PowerForm
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View PowerForm responses and download data
To go further with PowerForms, refer to the following advanced topics:
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Embed a PowerForm
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Populate Custom Fields in a PowerForm
Example — Event Registration
Your company is getting ready for its annual conference. The conference is open to
anyone interested in your company. Since you don't have a specific invitation list, in
order to allow anyone to sign up, you create a PowerForm for registration and post
the link to the form on your company's website. Prospects visit the website and sign
up using the DocuSign PowerForm. Once the conference registration closes, you
download a CSV file containing all of the form data collected in the PowerForm, and
you use the data to see who is attending, and plan for the event.
PowerForms are created from templates. To create a PowerForm, you first create a template,
then enable the template as a PowerForm. You can specify whether signers must complete an
email validation before they can access and sign the PowerForm. This provides an extra layer of
recipient authentication, requiring signers to receive an access code by email, and then enter
that code to view and sign the form.
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Data from all responses to a PowerForm can be retrieved as a CSV file for use in other
applications.
You must have the appropriate permissions set for your account and your user ID in order to
create, use, and manage PowerForms. If you are not able to follow the instructions in this
section, check with your account administrator to see if you have the necessary permissions.
Note: Some advanced features and options are supported only in certain DocuSign plans. Your
account plan might not support some options discussed in this help topic. For more information
about which options are available for your account, check your account plan or contact your
Account Manager or Customer Support. Visit our Contact Support web page for contact options
to reach Customer Support.
Create a PowerForm
A PowerForm is a way to create a self-service document for signature without writing any code.
A PowerForm is initiated from a unique, secure URL that you make available for signers to
complete. For example, your company creates a Powerform for employee PTO requests, and
posts the link to the request form on the company intranet.
PowerForms are created from a saved template. Only a single template can be referenced by
the PowerForm. The person who creates a PowerForm becomes the PowerForm sender and is
the sender of the documents generated by the form. The PowerForm sender has the
PowerForm-generated documents in their account as sent items. The sender is also the person
who receives the email notifications when a PowerForm is completed.
IMPORTANT: To create a PowerForm, you must have PowerForm administrator permissions. If
you are not able to follow the instructions in this section, check with your account
administrator to see if you have the necessary permissions. For more information on setting
user permissions see Permission Sets.
In this guide:
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Create a PowerForm
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Test a PowerForm
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Edit a PowerForm
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Template requirements for a PowerForm
These procedures assumes that you have a completed template ready to use for your
PowerForm. See Create Templates for more information on how to prepare a template.
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To create a PowerForm
1. From the Templates page, locate the template you want to use for your PowerForm.
2. Click the template title to select it and open the Template Details view.
3. Click the MORE menu and select Create PowerForm.
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The Create PowerForm dialog appears.
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4. Complete the form as follows:
l Name. The name of your PowerForm.
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Email Subject - the subject of the email your signer receives with the email validation option. Most likely, you'll want to use the same subject as used for the template on which the PowerForm is based. This subject also represents the name of
your document. You can customize it by using merge fields to insert the recipient's
name or email address. When recipients complete your PowerForm, the selected
merge fields are added to the document title, making it easier to identify and locate specific responses in your Documents list.
To add merge fields:
a. Click in the Email Subject field.
b. Select the merge field icon inside the field:
c. Select the merge fields to insert in the email subject. Fields for the name and
email address for each recipient on the underlying template are listed to
choose from.
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Instructions for Signers: (optional) Enter instructions for your signers on how to
complete your PowerForm document. These instructions appear below the PowerForm Signer Information when a signer initiates the document.
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Require email validation: Signer must verify their identity through email before
accessing and signing the document. Recipient provides email address and then
receives a validation code for the PowerForm. Recipient must retrieve the code
and provide it in order to sign the document. This option enables the following
fields:
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Email Message - this text appears at the top of the browser with your
PowerForm document, once the signer passes email validation. Most likely,
you'll want to use the same message as used for the template on which the
PowerForm is based.
Note: Your account setting may require email validation for all PowerForms.
Check with your account administrator for more information.
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Set usage limit: Usage limits lets you control how much or how often your PowerForm is used. Your account plan may allow for only a limited number of PowerForm documents, so limiting the usage would be important to controlling your
allotment. Specify limits for usage of your PowerForm as follows:
l Maximum # of Submissions - the total number of documents that can be
generated from your PowerForm. This limit includes all initiated documents,
whether or not the signer finished signing. You can edit this value anytime
after the PowerForm is created, even if it has reached a previously entered
limit.
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Minimum Time Between Submissions - enter a whole number value and
select the time unit (minutes, hours, days, weeks, or months). This limit controls how often the same recipient can sign the same PowerForm.
5. Click CREATE to create and activate your PowerForm. Once your PowerForm is activated,
you can distribute it for signers to access.
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To test your PowerForm
1. Initiate the PowerForm in one of the following ways:
a. From the Successfully Created dialog, click the PowerForm URL link. Or the COPY
URL button and then paste the link into a browser.
b. From the Template Details view, in the Associated PowerForms section, click the
Copy URL link. Then paste the link into a browser.
2. In the PowerForm Signer Information form, enter your name and email address, and click
Begin Signing.
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3. If your PowerForm requires email validation, retrieve the validation code from your
email and enter it. Your PowerForm document displays.
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4. Once you finish signing, you can review your completed document as described in View
PowerForm Responses.
Template Recipient Requirements for PowerForms
When creating a PowerForm from a template, consider the following:
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First recipient must be a placeholder role. The template can have more than one recipient, and you can use a mix of placeholder and person (named) recipients. However, the
first recipient must be a placeholder. A placeholder is just a role, not a named recipient.
So on the template, the recipient is represented by the entry in the Role field only—the
Name and Email fields are left empty. The role can be anything, for example "Signer",
"Contractor", "approver 1", and so on.
A PowerForm is initiated from the PowerForm URL by the first recipient in the signing order; other recipients must initiate signing from an email notification.
To control who initiates the PowerForm, use a signing order in the associated template. The first recipient (which must be a placeholder, not a named person) initiates the
PowerForm.
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Note: If you want to specify the name and email information for the first recipient, you can
pre-populate the recipient’s information in the PowerForm by customizing the URL
Edit a PowerForm
You can modify an existing PowerForm, and your changes apply to any future use of the
PowerForm. You can edit the PowerForm details and you can make changes to the associated
template. If you delete the template, the associated PowerForm is also deleted, while any
completed documents from the PowerForm remain in your account.
In this guide:
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Edit a PowerForm
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Deactivate or delete a PowerForm
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Change the PowerForm sender
To edit a PowerForm
Make changes to the PowerForm settings, such as the name or the email validation required
setting. Replace the template associated with a PowerForm. Access the URL for the PowerForm.
1. From the Documents page, expand the PowerForms folder on the left to display all
PowerForms.
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2. Select the PowerForm you want to edit and click the ellipsis, then select View Template.
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The template details view appears with the list of Associated PowerForms.
3. Click the Actions menu next to the PowerForm you want to edit and select Edit
PowerForm.
4. In the Edit PowerForm dialog you can modify the settings as described in Create a PowerForm.
5. To change the associated template for the PowerForm, select Replace Template, then
locate and click on the new template to use. The new template association appears in the
Edit PowerForm dialog. The URL for the PowerForm is unchanged.
6. When you are finished making changes, click Update.
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To deactivate or delete a PowerForm
If you deactivate the PowerForm then it cannot be distributed to signers. You can reactivate the
PowerForm at any time.
When you delete a PowerForm, only the PowerForm itself is deleted. The underlying template
and any documents generated from the PowerForm are unaffected.
1. From the Documents page, expand the PowerForms folder on the left to display all
PowerForms.
2. Locate the PowerForm you want to edit and click the ellipsis, then select View Template.
3. In the Associated PowerForms section, click the Actions menu next to the PowerForm you
want to modify and then select one of the following:
l Deactivate - to keep the PowerForm but deactivate it from use; the PowerForm
status changes to Inactive
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Delete PowerForm - to delete the PowerForm from the account; only the
PowerForm is deleted
To change the PowerForm sender
To be assigned as the PowerForm sender, the selected user must have the appropriate
permission settings defined in their Permission Profile. These settings must include the
permission Can send envelopes and the PowerForm role of either Standard User or Admin.
Any user with the PowerForm Admin role permission setting, can change the sender to any
other user in the account who has appropriate permission settings.
1. From the Documents page, expand the PowerForms folder on the left to display all
PowerForms.
2. Select the PowerForm you want to edit and click the gear icon, then select View
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Template.
3. In the Associated PowerForms section, click the Actions menu next to the PowerForm you
want to modify and then select Change Sender.
The Change PowerForm Sender dialog appears listing all users on your account who have
PowerForm permissions. The current sender is selected.
4. Use the Search field or scroll to locate and then select the new sender.
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5. Click Done to change the PowerForm sender to the selected user.
Distribute a PowerForm
PowerForms are accessed through the unique URL generated when the form is created. You
can distribute this URL directly to recipients by email, or you can embed the URL in a web page
for recipients to access.
This procedure assumes you have already created your PowerForm. The PowerForm must be
active for recipients to access the form.
To distribute a PowerForm
1. From the Documents page, select the PowerForms folder on the left to display all
PowerForms.
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2. Select the PowerForm you want to distribute and click the gear icon, then select View
Template.
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3. In the Associated PowerForms section, click the Copy URL link. Then paste the link into a
browser..
See also: View PowerForm Responses
View PowerForm Responses
Once you create and distribute a PowerForm, you can monitor all of the envelopes generated
from it. PowerForm envelopes appear in both your Manage page and the PowerForms list for
an individual PowerForm.
From the PowerForms List, you can download the form data from all of documents initiated
from the PowerForm. Optionally, you can limit the responses to a specified date range. When
you download the form data, you get a CSV file containing all of the data collected by the
PowerForm for all of the documents.
If you inserted merge fields into the email subject of the PowerForm, the field data is added to
the document title, making it easier to identify and locate specific responses in your Documents
list.
In this guide:
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View PowerForm responses
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View a count of responses
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Download data from PowerForm responses
To view responses to a PowerForm
1. From the Manage page, select the PowerForms folder, then select the PowerForm you
want to view.
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2. In the PowerForm list, you see all of the envelopes initiated from the PowerForm to date:
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3. Click on a response to view the document details.
To view a count of responses for a PowerForm
1. From the Manage page, select the PowerForms folder, then select the PowerForm you
want to view.
2. Click the ellipsis, then select View Template.
3. On the template, in the Associated PowerForms section, you can see the PowerForms and
a count of the responses received for each. If the PowerForms has a usage limit, the
remaining usage is listed.
To download data from PowerForm documents
1. From the Manage page, expand the PowerForms folder.
2. Locate the PowerForm for which you want to download data. Click the ellipsis, then select
Download Data.
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3. In the Download PowerForm Data date picker, adjust the date range for the download. By
default, the range is set to the current day only.
4. Click Download.
The form data for all envelopes that fall within the specified date range is exported to a
CSV file and saved to your local Downloads folder.
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Embed a PowerForm in a Web Page
You can use the URL for a PowerForm to embed the form into a web page as a link. You can get
the URL for PowerForm as described in Distribute a PowerForm.
If the web page gathers information about the user who will use the PowerForm link, you can
add that information to the link, such that it pre-populates fields in the PowerForm. For
example, if your page collects the user's email address and the PowerForm Role Name is
Signer1 you can add the call for the email address to the URL link to pre-populate the email
address. Example: Signer1_Email=Server.UrlEncode(this.customerEmailText.Text)
You can also customize the PowerForm URL to pre-populate information into the form. For
more information, see Populate Custom Document Fields in a Web PowerForm.
Note: iFrames should not be used for embedded operations on mobile devices due to screen
space issues. For iOS devices DocuSign recommends using a WebView.
Example: Embed a PowerForm in an iFrame
The HTML example below shows how to embed a web PowerForm into an iFrame. This format
maintains a website's design around the PowerForm.
<html>
<head>
<title>IFrame PowerForm Sample</title>
<style type="text/css">
body { background-color: #fefdfc;}
p.description { width: 500px; border: 1px solid #cfc;
padding: 20px; }
.form_cont { border: 1px solid #cfc; padding: 20px;
width: 1024px; background-color: #cd9;}
.top_cont { width: 1124px; margin-left: auto; marginright: auto; }
#dswpf { width: 1024px; height: 700px;}
</style>
</head>
<body>
<div class="top_cont">
<p class="description">This page embeds a DocuSign Web
PowerForm into an HTML iframe.
This allows a website's branding and design to be
retained while a user fills out
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and signs a form.</p>
<div class="form_cont">
<iframe id="dswpf" src="https://demo.docusign.net/MEMBER/PowerFormSigning.aspx?PowerFormId=
8968380d-16da-447c-97d7-fa989ed11082&Signer%201_
UserName=James%20Smith"/>
</div>
</div>
</body>
</html>
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Populate Custom Document Fields in a Web PowerForm
When using a URL for a Web PowerForm, you can customize the URL to pre-populate
information into the PowerForm. This can make the signing process easier for the recipient,
and is useful if you know your recipient's identity, or you want to specify a document label or
field values in advance.
You add custom document fields to your PowerForm URL as parameters, separated by an
ampersand (&) symbol. The first parameter is also preceded by an ampersand.
You can add the following parameters to the URL:
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Recipient Name: To populate the recipient’s name in the Web PowerForm, add the
following text in the URL:
<RoleName>_UserName=<value>
Where <RoleName> is the recipient role in the PowerForm and the <value> is the name
of the recipient.
Example: Signer1_UserName=John Smith
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Recipient Email: To populate the recipient’s email address in the Web PowerForm, add
the following text in the URL:
<RoleName>_Email=<value>
Where <RoleName> is the recipient role in the PowerForm and the <value> is the email
address of the recipient.
Example: [email protected]
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Envelope Field: To populate an envelope field in the Web PowerForm, add the following
text in the URL:
EnvelopeField_<EnvelopeFieldName>=<value>
Where <EnvelopeFieldName> is the name of the envelope field in the Web PowerForm
and the <value> is the value you want in the field.
Example: EnvelopeField_Region=Northwest
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Field: To populate the field information in the Web PowerForm, add the following text in
the URL:
<SecureFieldName>=<value>
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Where <SecureFieldName> is the name (Label) of the field in the Web PowerForm and
the <value> is the value you want in the field.
Example: State=Alaska
If a document has two or more fields with the same name, but for different roles in the
document, add the role name before the field name as follows:
<RoleName>_<SecureFieldName>=<value>
Example: Signer1_State=Alaska
A check box can be set as selected by setting the value to x.
Example: checkbox1=x
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Activate Only Flag: An activate only flag can be appended to the PowerForm URL. When
the flag is active, an email is sent to the first recipient with a link that initiates the signing
session without requiring the signer to enter an emailed access code, which is the case
when the flag is not enabled. It is important to note that using this flag still provides the
same level of signer authentication without the burden of entering an access code from
an email, since in either case the signer still has to access their email to initiate signing.
The activate only flag is not applicable to Direct PowerForms, since emails are not sent to
initiate a signing session.
To enable the activate only flag, add the following text in the URL:
activateonly=1
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Persist Original Flag: A persist original flag can be appended to the PowerForm URL.
When the flag is active, the data originally entered in fields by the sender remains in the
fields when the envelope is reassigned to another signer. If the flag is not active, the data
is not included in the fields. To enable the persist original flag, add the following text in
the URL:
persistoriginal=1
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Examples of Pre-populating Information
Example — Add recipient name and email
For Role Name = Customer , recipient name = David Jones, recipient email =
[email protected], you customize the PowerForm URL as follows:
https://
{server}/MEMBER/PowerFormSigning?PowerFormId=0b4851b6b52a-462f-b3fd-27a4b130eaac&Customer_
UserName=David%20Jones&Customer_Email=David.Jones_
[email protected]
Example — Add activate only, recipient name (Role Name = Tax Filer), and two
fields (Address and Phone)
https://{server}/MEMBER/PowerFormSigning?
PowerFormId=1ed83228-6b44-4f8b-a14752c5ae22c381&activateonly=1&Tax%20Filer_
UserName=Howard%20I.%20Getz&Address=172%20East%20161%20S
treetBronx%2CNew%20York%2CNew%20York%2C10451&Phone=555555-1212
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Preferences
You can control many aspects of your DocuSign account, from changing your email address and
signature style, to managing your contacts list. This section describes the various personal
preferences settings and how to set or change them, including:
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Create Your Signature
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Change Your Email Address
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Change Your Name
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Change Your Password
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Manage Contacts
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Manage Notifications
To access your personal preferences page, in the top navigation bar, click the account settings
drop-down, and select My Preferences.
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Administer your account with DocuSign Admin
In addition to your personal preferences, you can manage other aspects of your account using
DocuSign Admin: set reminder and expiration and other defaults for the documents you send;
review billing information for your account; for multi-user accounts, manage user and
permission settings.
From your DocuSign account, select the Go to Admin link in the account settings drop-down
menu.
You can also access DocuSign Admin directly by going to the administrator log in page and
entering your credentials: https://admin.docusign.com
For more information on using DocuSign Admin, visit our Support site.
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Manage Your Identity
Managing your DocuSign identity is about maintaining your profile and account information
and deciding what you want to share with other DocuSign users.
The Personal Information preferences give you control over your personal DocuSign identity.
You can add and update your personal information and choose what information to share with
other DocuSign users through your privacy settings.
Email notifications to document recipients include your profile image, name, company name,
and email address. The full ID card appears when your document recipients hover over your
signature in a document that you have signed.
To manage your identity, go to My Preferences > ACCOUNT > Personal Information.
The key tasks for these preferences are:
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Upload a profile image. Add a photo to customize your account. If you share your identity with other users, your photo is included on email notifications, helping your document
recipients feel more confident with their signing experience. The maximum and recommended image size to upload is 79x79 pixels.
Change your name. If you need to correct or change your name on your account, click
the Edit link. Read more...
Manage Privacy Settings. Privacy settings control what information you share with other
DocuSign users. Click the Privacy & Security link and select the information you want to
share.
Change your company name. You can edit your company name on your account from
the Company field. Read more...
Manage your signature. Want a different style for your signature? Click the Edit link
next to your saved signature and pick your new look. Or get fancy and draw your own signature or upload an image. Read more... You can also use the + Add New link to add new
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names and signatures to your account, allowing people to send you documents for signature using the additional names you specify.
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Change your email address. Your account email address is used to log in to DocuSign
and receive Documents. To enter a new email address for your DocuSign account, click
the Edit link. Once you change and verify your new email address, it is linked to your
DocuSign account and all of your sent and received Documents.
Update your contact information. Keep your company name, title, address, and phone
and fax information up to date. Use your privacy settings to control which details you
share with other users.
Change Your Name
A key part of your DocuSign identity is your name. Your name appears on your ID Card and is
included on the email notifications sent to your recipients. (You can see examples of what your
recipients see in The Signing Experience.)
If the name on your account is not correct, or you've changed your name and want to update
your account, it's easy to do so from the Personal Information preferences.
To change your name
1. Go to My Preferences > Account > Personal Information.
2. Your current name is shown next to your profile image. Click Edit to change your name.
3. In the Change Your Name dialog, modify your name as desired.
4. Click CHANGE NAME.
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5. Your name is updated and the changes apply to all future documents and notifications.
Change Your Email Address
Along with your name, your email address is a key part of your DocuSign identity. You use your
email address to log in to your account, and receive documents to sign from others.
If the email address on your account is not correct, or you are using a different email address
and want to update your account, it's easy to do so from the Personal Information preferences.
Topics in this guide:
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How to change your email address
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What happens to your documents when you change your email address
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Troubleshooting tips
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To change your email address
1. Go to My Preferences.
2. Select Account > Personal Information. Your current email address is shown next to
your profile image.
3. Click Edit to change your email address.
4. In the Change Account Email Address dialog, modify your address as required.
5. Click CHANGE EMAIL.
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A message is sent to your old email address informing you about the change of email
request. Another message is sent to your new email address with a link for you to confirm
the change.
6. Log out of your DocuSign account.
Note: You must log out before you confirm the email change.
7. At the new email address, in the confirm message, click the CONFIRM link.
8. A DocuSign web page appears confirming your request to change your email address click Next >>>
Once you confirm the change, your email is updated and the changes apply to all future
documents and notifications.
9. Log in to DocuSign with your new email address and your existing password.
Your new email address appears in your Personal Information preferences.
What happens to your documents when you change your email address?
Changing your email address does not modify any documents currently in your account. You
can still access all documents that were previously sent and received at the old email address.
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Notifications for new documents which you send, are sent to the new email address.
In order to receive new documents at your new email address that are sent from other senders,
be sure to instruct them to use your new email address. If they send documents to your old
email address, provided you have access to the email account, you can still view and sign them.
But since your account now uses a new email address, those documents will not appear in your
account.
Troubleshooting tips
Why doesn't the email address change go through?
When changing your DocuSign email address, take care to follow the steps carefully. If the
change does not seem to go through, it's most likely because you still had your account session
open when you confirmed the email address change. Note Step 6, instructing you to log out of
your DocuSign account before you confirm the address change.
Why do I get an error when I try and change my email address?
If you get an error telling you the change did not go through and to try again, then most likely
this is because the new address you are trying to use is already in use on another DocuSign
account. To resolve this error, enter a different email address or contact DocuSign Customer
Support for assistance. Visit our Contact Support web page for contact options to reach
Customer Support.
Create Your Signature
Customize your account by creating your signature. You can edit or delete an existing signature,
or add a new one. When you change or add your signature, you can choose one of the
preformatted styles, upload image files, or draw your signature directly.
While you can save multiple signatures, you cannot select which to use when you sign.
Generally, it’s best to have just one saved signature. If you have multiple signatures, when you
sign a document, the saved signature matching the name on your account is used.
Note: To upload or draw your signature, you must apply both the signature and initials. You
cannot upload or draw just one of these elements.
To upload a signature or initials image, the image height should be 145 pixels. The width of the
image can vary depending on the length of the person's name. The maximum width for
signatures is 400 pixels and 150 pixels for initials. The maximum file size is 200 kb. The format
of your image file can be any of the common image file types, including jpg, png, tiff.
Drawing your signature and initials freehand works best if you have a stylus. But you can also
use your mouse pointer or even your finger if you have a touch screen device.
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Tip: You can use the DocuSign mobile app on a tablet or other mobile device to draw your
signature using a stylus or just your finger. This is an easy way to capture your own unique
signature and use it to DocuSign.
To create a signature
1. Go to My Preferences > Account > Personal Information.
2. Scroll down to the Signatures section and either Edit an existing signature or Add New
signature.
3. In the Create Your Signature dialog, enter your name and initials exactly as you wish to
sign, and do one of the following:
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Choose - select any of the preformatted signature styles.
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Draw - create a freehand drawing of your signature and initials.
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Upload - upload your own signature and initials image files.
4. Click Create to accept the new signature and initials style.
Add the REALTOR Logo to Your Signature
If you have a DocuSign for REALTOR or DocuSign for REALTOR PLUS plan, you can use your
National Association of Realtors membership to add the REALTOR® logo to your DocuSign
signature. The REALTOR® membership mark helps identify you as a member of the National
Association of REALTORS®.
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You can add the logo to any saved or new signature, using either one of the pre-drawn styles,
your own drawn version, or an uploaded image.
This topic covers how to do the following:
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Add the REALTOR® logo to your signature
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Remove the REALTOR ® logo from your signature
Note: This feature is only available for DocuSign for Realtor PLUS plans.
For more information on adding a signature, see this Help topic.
To add the REALTOR® logo to your signature
1. Go to My Preferences > Account > Personal Information, and scroll down to the Signatures section.
2. To edit an existing signature and add the logo:
a. Click Edit.
b. Click Add the REALTOR® logo to my signature.
c. Enter your NRDS ID and the Last Name for the ID, and click Validate.
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If your credentials are valid, the logo is added to your signature and initials:
To remove the REALTOR® logo from your signature
1. Go to My Preferences > Account > Personal Information, and scroll down to the Signatures section.
2. To edit an existing signature and add the logo:
a. Click Edit.
b. Click Remove the REALTOR® logo from my signature.
c. Click Create.
Your signature and initials are updated, removing the logo.
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Change Your Company Name
There are two company names associated with your account:
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Company name - this is a unique value for your DocuSign user ID. The company name
appears on your ID Card and is shown to other DocuSign users, depending on your Privacy
Settings.
Account name - this is a global value for every user on your DocuSign account. The
account name appears in notification emails to your recipients. This value can only be
changed by your account administrator. Learn more...
EXAMPLE — Company and Account Names
If you work in a small business, you'll likely use the same value for both names. So,
for example, your company name and account name would both be "Express Tire &
Automotive".
But what if you work for a large, global corporation. The account is owned by your
corporate parent company, and you work for a subsidiary. So your account name
might be "Hargrave International, Inc." and your company name is that of your
subsidiary, "Western Supplies, Inc."
To change your company name
1. Go to My Preferences > Account > Personal Information.
2. Under Job Title and Company, edit the value in the Company field as desired.
Your change is saved automatically.
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3. To verify the change, click Privacy and Security to view your full ID card.
4. Under Display these items on my ID card, select Company and title.
Your company name is shown on your ID Card.
Change Your Account Name
There are two company names associated with your account:
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Account name - this is a global value for every user on your DocuSign account. The
account name appears in notification emails to your recipients. This value can only be
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changed by your account administrator.
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Company name - this is a unique value for your DocuSign user ID. The company name
appears on your ID Card and is shown to other DocuSign users, depending on your Privacy
Settings. Users can change their company name through their personal preferences.
EXAMPLE — Company and Account Names
If you work in a small business, you'll likely use the same value for both names. So,
for example, your company name and account name would both be "Express Tire &
Automotive".
But what if you work for a large, global corporation. The account is owned by your
corporate parent company, and you work for a subsidiary. So your account name
might be "Hargrave International, Inc." and your company name is that of your
subsidiary, "Western Supplies, Inc."
To change your account name (administrators)
1. Log in as an account administrator and go to My Preferences > Account > Personal
Information.
2. The account name is displayed next to your profile image.
3. Click Edit next to your account name.
4. Enter your new account name and click CHANGE NAME.
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Your account name is changed and the new name is reflected in your Personal
Information and on all future email notifications.
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Change Your Password
You can change your password at any time. Change your password periodically, ideally at least
every six months. If you think someone else has gained access to your password, change it
immediately.
Note that you cannot resuse any of your previous 12 passwords.
Change Password Video
Here's a two minute video on changing your password to get you started:
Click here to watch video
Forgot your password?
We all forget our passwords from time to time. If you set a security question, DocuSign can use
it to confirm your identity and help you recover your password. Options for resetting a
password are:
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From the login page, click the Forgot password link and follow the directions to reset
your password.
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Contact your DocuSign administrator and ask them to reset your password for you. See
the Manage Users guide for more information.
To change your password or security question
1. Go to My Preferences > Account > Privacy & Security.
2. Click the Change My Password link.
3. In the Change Password dialog, complete the fields, adding and verifying a new password.
4. (Optional) To change your security question, select your security question and provide a
response.
5. Click Save.
Your password is changed.
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Two-Step Verification
Two-step verification is a standard security feature aimed at protecting your data. This feature
protects your account by requiring two pieces of verification before you can access DocuSign.
By default, all users are protected by their password. But with two-step verification, you must
know something (your password) and you must have something (access to your phone) in order
to log in. If your password is compromised, this second layer of protection prevents a malicious
user from accessing your account.
This security feature is available for both the New DocuSign Experience and the Classic
DocuSign Experience, and is also supported by most DocuSign apps, including our mobile apps
and integrations such as DocuSign for SharePoint.
IMPORTANT: Some third-party apps may not yet support this feature. If you enable two-step
verification, you will not be able to use those apps to access DocuSign. DocuSign does this to
ensure all access to your account, even from other apps, uses strong authentication methods
to access your data. For assistance, please contact the third-party application developer.
In this guide:
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How to setup two-step verification
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How to log in with two-step verification
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How to turn off two-step verification
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Verified security information: use and best practices
To set up two-step verification
1. If you are using the New DocuSign Experience:
a. Go to My Preferences > Privacy & Security.
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b. Scroll down to the Two-Step Verification section and click MANAGE TWO-STEP
VERIFICATION.
2. If you are using the Classic DocuSign Experience:
a. Go to Preferences > Member Profile > Two-Step Verification.
b. Click Two Step Verification Management.
3. Follow the onscreen prompts to log in to your DocuSign account to start the verification
process.
4. Check your email for a verification code from DocuSign.
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5. Enter the verification code in the box provided.
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6. Click CONFIRM.
7. The My Settings page appears with your email address in the Verified Security
Information section.
8. Click the Two-step verification toggle and follow the guided setup to verify a phone
number. You can receive the verification code by either text message or a phone call.
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9. Once you have verified your phone number, you will have two pieces of verified security
information listed.
10. Click the two-step verification toggle again to turn on two-step verification for your
account.
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Two-step verification is enabled on your account and you receive a confirmation text
message or call at your verified phone number.
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Log in with Two-Step Verification
With two-step verification enabled, when you log in to DocuSign, you are prompted to verify a
security code which you receive using your verified security information. After confirming your
password, DocuSign sends a verification code to your registered phone number. You can select
to receive either a text message or phone call.
To log in with two-step verification
1. Use your browser to go to the DocuSign login page.
2. Enter your email address and password.
3. Select how to receive your verification code and click CONTINUE:
l Text Message. Delivers the verification code over SMS, so this phone number must
belong to a mobile device.
l
Phone Call. Places a voice call to your phone number. An automated system reads
your code out loud.
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4. Once you receive the code, enter it in the space provided and click CONFIRM.
5. If you want DocuSign to remember the device you are using and bypass further two-step
verification challenges when you use it to log in, select Remember this device.
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6. If you want to receive the code through a different verified security method, click Try
another way to send the code and make your selection.
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Disable Two-Step Verification
You can disable two-step verification for your account at any time. DocuSign will keep your
verified security to use if you decide to re-enable two-step verification, and for other use cases,
such as when you need to reset your password.
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To turn off two-step verification
1. Log in to your DocuSign account and go to My Preferences > Privacy & Security.
2. Scroll down to the Two-Step Verification section and click MANAGE TWO-STEP
VERIFICATION.
3. Log in to your DocuSign account and complete the verification process.
4. Click to toggle two-step verification off.
Two-step verification is turned off on your account and you receive a confirmation text
message or call at your verified phone number.
Back to Top
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Use and best practices for Verified Security Information
You can register additional phone numbers and alternative email addresses to your identity in
DocuSign. This gives you more alternatives into verifying your identity. For example, you may
change phone numbers or no longer have access to that email address. DocuSign would need
an alternative way of identify you, and without that, you will not be able to access your account.
It is always a good practice to make sure you change your security information before you lose
access to the phone number or email address that you originally registered with DocuSign. If
you lose access to both the registered email address and phone number in DocuSign, you will
no longer be able to access your account.
With a registered phone number, DocuSign now has a much stronger way to authenticate you
as a user. This helps in other scenarios where we need your verification. For example, when you
reset your password, we will now allow you to perform verification with your registered phone
number instead of asking you your secret question. This ensures that DocuSign is always using
the strongest form of verification where possible whenever you are making any changes to your
account.
Back to Top
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Manage Contacts
DocuSign includes a Contacts list to help make sending documents even easier. When you send
a document, the recipients are automatically added to your Contacts list. You can use the
Contacts list to quickly add recipients to the documents you send.
You can add, modify, and delete entries in your Contacts list through the My Preferences >
Account > Contacts view.
In this guide:
l
How to add, edit, or delete contacts
l
Signing group contacts
l
Shared contacts
l
How to share a contact
l
How to view shared contacts
l
Related topics
To add, edit, or delete contacts
1. Go to My Preferences.
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2. In the left-hand menu, under Account, select Contacts.
3. To add a contact, click ADD CONTACT, and enter the contact's name, email, and company name.
4. To edit a contact, locate the contact by searching or scanning the list. Click in the contact
row, edit the contact details, and click SAVE.
5. To delete a contact, select the check box next to the contact you want to delete and click
REMOVE.
Note: Your contacts list is optimized for up to 500 contacts. While you can have more than 500
contacts saved, for performance reasons, you can only scroll through the first 500. To locate
contacts beyond the first 500, you can use the Search function.
Signing groups
Your Contacts list also may include signing groups. Signing groups enable you to send a
document to a predefined group of recipients and have any one member of the group sign your
document.
TIP: To get a list of all the signing groups available on your account, search for the term
"group".
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Shared contacts
Depending on your user permissions, you may see a list of Shared contacts included in your
Contacts list. These are contacts shared with the account by other users.
Note: Your access contacts, and to the ability to share contacts with other account users, is
controlled by your user permissions set. If you do not have access to the features presented in
this help guide, check with your DocuSign administrator. For more information on setting user
permissions, see Permission Sets.
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You may also be able to share your own contacts. If you share any of your contacts, then all
other users on the account who have access to shared contacts can view and use the ones you
shared.
Only the contact owner can edit or delete a shared contact; users with shared access to a
contact can only view and use the contact.
To share a contact
Note: In order to share contacts, your user profile must have the Share setting for the Address
Book permission setting.
1. Go to My Preferences > Account > Contacts.
2. Locate the contact by searching or scanning the list, and then click in the contact row.
3. Select the Shared check box and click Save.
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Any user on the account who has access to shared contacts, can now view and use the
contact you shared.
To view shared contacts
1. Go to My Preferences > Account > Contacts.
2. If you have access to both your own and shared contacts, your view includes both tabs:
Alland Shared. The All tab includes all contacts to which you have access, and the Shared
tab is just those contacts shared by other account users.
3. To view just the shared contacts, click the Shared tab.
Related topics
For more information on using and administering signing groups:
l
l
Signing Groups: How to send an envelope to a signing group.
Signing Groups Administration: How to set up and manage signing groups. Signing
groups are set up by your DocuSign administrator; you cannot modify them from your
Contacts list.
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Manage Custom Fields
You can create custom versions of standard fields and save them for reuse in future documents.
Define any combination of field properties, such as font type or size, or a validation setting.
Custom fields help speed up your document preparation by allowing you to save fields
customized for your use.
You can also create custom fields directly in the Add Fields view, when you apply recipient
fields to a document. The custom fields you create there, appear in the Custom Fields list in
Preferences.
Note: Some advanced features and options are supported only in certain DocuSign plans. Your
account plan might not support some options discussed in this help topic. For more information
about which options are available for your account, check your account plan or contact your
Account Manager or Customer Support. Visit our Contact Support web page for contact options
to reach Customer Support.
To manage custom fields
1. Go to My Preferences > Signing and Sending > Custom Fields.
2. To create a new custom field:
a. Click ADD NEW FIELD.
b. Enter the properties for the field.
TIP: Use a descriptive name to help you identify it later in the Fields palette.
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c. Click SAVE.
Your new custom field appears in the list.
3. To edit or delete an existing custom field:
a. Locate the field in the Custom Fields list.
b. To edit the field:
n
Click the Actions menu and select Edit.
n
Change the properties as desired and click SAVE.
c. To delete, click the Actions menu and select DELETE.
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Set Template Matching Account Preferences
You can enable and configure template matching for your account from your Template
Matching preferences.
How template matching works
Automatic template matching compares the files that you upload with all previously saved
templates. Based on the sensitivity setting you select, if the match is close enough, you can
choose to apply the matching template to your document, either automatically or with a
notification. When you apply a matched template, all aspects of the template are applied to
your new document: the recipients, messages, and the recipient signing fields.
With template matching enabled, you can tune the matching results by adjusting the template
matching sensitivity setting. The higher the setting, the closer the document and the template
must match before the feature triggers. The default value for this setting is 80%.
Finally, you can enable page-level matching, which means every page of the files you upload
are checked for matches. With page-level matching disabled, only the first and last 25 words of
the entire document are checked.
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To manage automatic template matching
1. Go to My Preferences > Signing and Sending > Template Matching.
2. To enable template matching, select Match templates to uploaded files.
The feature is enabled and additional options display for you to configure.
3. Select how you want DocuSign to apply matching templates: automatically or with a notification.
4. (Optional) Adjust the Template Matching Sensitivity factor, by typing a value in the field.
The default is 80%.
5. (Optional) Select Enable page-level template matching to apply template matching to
each page of your uploaded files.
6. Click SAVE.
Related topics
For more information on topics related to template matching, see the following:
l
Set template matching behavior - specify matching and set custom IDR zones on individual templates
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Manage Notifications
DocuSign provides email notifications to senders and recipients for many different scenarios. By
default, all of the notifications are turned on. The Notifications preferences give you control
over the communications that you receive.
We know you're busy—you may not want to be notified every time a document that you sent
was viewed, or when another recipient reassigns a document to you. After all, everything you
need to know about a document, either as a sender or as a recipient, is visible from your
DocuSign account. The email notifications are just a convenience to let you know about any
change or activity on a document.
To manage notifications
1. Go to My Preferences > Signing and Sending > Notifications.
The list of Sending and Recipient Notifications appears. By default, all notification options
are turned on.
2. Clear the check box for any notification that you do not want to receive.
3. Click SAVE.
Your notification preferences are updated and the changes apply to all future documents.
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Electronic Notary Profile
Notaries in select jurisdictions can use DocuSign eNotary to electronically witness and
authenticate the execution of documents. Notaries must have a DocuSign account and the
electronic notary profile must be set up before they can use DocuSign to notarize document.
A notarial journal records all of the electronic notary sessions, and the details are also captured
on the Certificate of Completion.
Note: In accordance with the Notary Terms and Conditions, the sender of the envelope and
notary are responsible for ensuring that electronic notarization is acceptable for the specific
jurisdiction and document.
In this guide:
l
Adding and managing a jurisdiction
l
The Notarial Journal
l
Related topics
Adding and managing a jurisdiction
As a notary in any of our supported jurisdictions, you can add an electronic notary public profile
with your notary commission information. Once you create a valid notary jurisdiction profile,
you can provide electronic notary services through DocuSign.
To create a jurisdiction
1. Log in to your DocuSign account.
l If you are new to DocuSign and you received an Activation email for a new account,
complete the account activation first.
l
If you need to create a free account, go to https://secure.docusign.com/signup/free
and sign up.
Note: These free accounts allow you to set up your electronic notary public profile and
complete requests for eNotary service. You cannot, however, send a document and
include an eNotary service request.
2. Go to My Preferences > Account > Electronic Notary Public.
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3. Click CREATE JURISDICTION. 4. Complete the fields in the Jurisdiction form with your notary commission details and
agree to the Terms and Conditions.
5. Click SAVE.
Your jurisdiction is added.
6. Ensure your name and commission information is entered correctly. Use the Edit link
next to your jurisdiction to make any necessary corrections.
7. Enter your address into your DocuSign profile so that it will be available to you during the
electronic notary session.
a. Click the Edit link next to your name to open the Personal Information view for
your account.
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b. Complete the Company, Job Title, Address, and Phone fields.
c. Click SAVE.
The Notarial Journal
After you successfully complete an electronic notary session, the details of the transaction are
automatically captured in the Notarial Journal, including the signer's name and signature. If the
signer did not have a Signature field to complete, then the Signature column shows
"Completed".
Here's an example of a Notarial Journal entry:
To print your notarial journal
You can export a copy of your notarial journal to a PDF by clicking the EXPORT button on the
journal. You can export all journal entries, or use the search to select a subset of entries, and
then export that set.
The PDF contains complete journal information with the additional fields from the notary
transaction, as shown in the following example. You can download or print the PDF.
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Related topics
For more information on topics related to notarizing documents through DocuSign eNotary, see
the following:
l
l
Notary process overview. A guide for notaries to the complete electronic notary process.
Signing with a notary. Step-by-step instructions on how to sign a document with a notary.
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Manage Stamps
DocuSign Stamps enables customers in varying markets, cultures, roles, and industry verticals
to apply a stamp to be representative of their signature, official approval, or company
acknowledgment to documents.
Just like adopting a signature, you can add your own personal stamps to your DocuSign account
profile. When you receive documents to sign that contain a Stamp field, you can use your saved
stamps.
For Japan, the adoption of eSignature has been influenced by the fact that signers are
accustomed to using a Hanko to represent their signature on paper documents. DocuSign
Stamps supports eHanko functionality, allowing signers to upload and apply their personal
Hanko to represent their signature on an agreement.
You manage your personal stamps in My Preferences, in the new Stamps section.
To add a stamp
1. From My Preferences > Stamps, click Add Stamp.
2. Select your stamp image by dragging and dropping the image file onto the Add Stamp dialog, or click Browse to locate and select an image.
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3. Use the slider to scale the image to fit within the shape window.
4. If your image is square, click the Change Shape option to switch to a square window.
5. When your image is correctly positioned in the stamp window, click Next.
6. Enter a name for your stamp and click Adopt.
The stamp is saved in your account and will be available for you to use when you sign a
document that has a Stamp field for you to complete.
Note: Some advanced features and options are supported only in certain DocuSign plans. Your
account plan might not support some options discussed in this help topic. For more information
about which options are available for your account, check your account plan or contact your
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Account Manager or Customer Support. Visit our Contact Support web page for contact options
to reach Customer Support.
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Switch Accounts and Set a Default Account
Some DocuSign users have multiple DocuSign accounts. A common example is someone who
has an account through work and another account for personal transactions. If you have
multiple DocuSign accounts, and they use the same email and password combination, then you
can easily switch between them once you log in.
This account switching is only available for accounts using the same email and password
combination, and only applies to active and suspended accounts. Inactive or closed accounts do
not show up in the account drop-down.
Set a default account
If you have multiple accounts and can switch between them, then you can select one of the
accounts to be your default account. When you set a default, you will always start in that
account when you log in.
To switch between accounts
1. Click the account actions drop-down arrow next to your profile image.
The account listed next to your image is the current account in use.
2. Select Switch Accounts.
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3. In the Select an Account dialog, select the account to switch to.
DocuSign refreshes and loads the selected account. The new account selection appears at
the top of the account actions menu.
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Switch to the Classic DocuSign Experience
The new experience provides the most commonly-used features from our classic DocuSign
experience, plus all the latest updates and new capabilities. For many users, the new
experience provides everything they want in DocuSign.
However, some users may not be ready to transition to the new experience. If your account
allows you access to the classic experience, you can switch back to the classic experience, using
one of the following two options:
IMPORTANT: Not all users and accounts have the option to switch back to classic. Check with
your DocuSign administrator if you cannot follow the steps presented in this guide.
l
To switch to the classic experience for the current session only.
Use the Switch to Classic link in the account settings menu at the top right of all the main
application pages:
You will remain in the classic experience for the duration of your current logged-in
session only. The next time you log in to DocuSign, you will be back in the new
experience.
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Note: Not all users have this option. If you do not see the Switch to Classic link, either
your plan type is fully covered by the features in the new experience, or your DocuSign
administrator has opted to require all users to use the new experience.
l
To change to the classic experience for current and future sessions.
Select your My Preferences > Privacy & Security settings, and scroll down to the
Experience section. Then select Use Classic.
You will remain in the classic experience until you select the Switch to New link there to
return to the new experience.
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API Request Logging
If you experience problems with your account and engage DocuSign Customer Support, the
Support rep may ask you to enable API Request logging on your account. This logging captures
the last 50 API requests and assists Support in troubleshooting account issues.
Once you enable logging, you can download the resulting logs, and provide them to your
Support rep to help analyze your account issues.
Note: Enable API Request logging when you are actively engaged in troubleshooting an
account issue. Logging captures up to 50 requests and then disables. You can download the
request log files and then re-enable logging to continue capturing API requests.
To use API Request logging
1. Click the account settings drop-down next to your Profile image, and select My Preferences.
2. Under General preferences, select Privacy & Security.
3. In the Request Logging section, you can do the following:
l ENABLE LOGGING - to begin logging API requests for your account
l
l
l
DISABLE LOGGING- to stop logging requests
DOWNLOAD - to download a zipped file containing log files for all captured API
requests
CLEAR # of 50 LOGS - to clear any logged requests and continue logging
4. Click Save.
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