DocuSign Service User Guide

12

DocuSign Service User Guide

Sending Documents for Electronic Signing with DocuSign

A key feature of the DocuSign Service is the ability to easily create and send documents for signing.

This section of the user guide provides step-by-step procedures for sending documents for signing.

The general steps in this process are:

• Start a new envelope

• add documents

• add recipients

• add your subject and message for the envelope

• place tags for signatures and other information in the document

• preview and send the envelope.

Each of these steps is described in the following sections.

The DocuSign Service also offers advanced sending options, such as allowing recipients to sign on paper, provide documents as file attachments or by fax and conditional fields. The advanced features

available to you vary based on your DocuSign plan. See the Advanced Sending Options section of

this guide for more information about these options.

For more information about how recipients see and sign documents, see the Signing Documents with

DocuSign section.

Guided Signing and Free-Form Signing

The DocuSign Service offers two basic ways to have recipients add signatures, initials or other information to a document: Guided Signing and Free-Form Signing.

With Guided Signing, the sender places tags for signatures, initials and other information in documents manually or by applying a template. These tags serve as guideposts to help recipients know where to sign, initial or provide other information in the document. When recipients open documents sent for guided signing, DocuSign walks the recipient through an orientation and the signing process to complete the signing. Guided signing is the standard way envelopes are sent and the procedure for sending a document for guided signing is explained in this section.

With Free-Form Signing, documents are sent to recipients without adding tags. When recipients open documents sent for free-form signing, DocuSign walks the recipient through an orientation and then the recipient sees the Click & Drag dialog box in the upper left corner of the document window. The recipients are able to click and apply or drag their signature, initials and other information onto the document to complete signing. For more information about sending a document for free-form signing,

see the Sending for Free-Form Signing section in this guide.

Starting a New Envelope

A DocuSign envelope is a container used to send one or more documents for signature using the

DocuSign system. An Envelope can have multiple documents and several recipients. The documents in an envelope can have multiple pages.

1. Click the Send navigation tab. The Prepare Envelope page is displayed.

221 Main Street, Suite 1000, San Francisco, CA 94105

Ι

Tel. 866.219.4318

Ι

www.docusign.com

Ι

© DocuSign, Inc.

13


Alternately, you can click the down arrow on the Create button and select Envelope or click the

Actions button and select New Envelope. If you are on the Home tab, you can click Start a New

Envelope.

Note: If the Advanced Sending option is selected for your web console, you will use the one-page

sending view. See Advanced Sending Option for more information about using this option.

Note: You can save an envelope as a draft by clicking Save Draft at the bottom of the page. The saved envelope is placed in the Draft folder. You can exit the page without saving the envelope by clicking Discard Changes at the bottom of the page.

Adding Documents to Your Envelope

In the Documents for Signature section, you add documents from your computer or an online document, which includes templates and external documents.

1. Select the source of your document:

•

To upload documents from your computer: click Browse from my Computer, the File Upload dialog box is displayed. Locate the file on your computer or network and click Open. The


Ι

Tel. 866.219.4318

Ι

www.docusign.com

Ι

© DocuSign, Inc.

14

DocuSign Service User Guide document is added to the envelope and a thumbnail image of the document is added to the section.

DocuSign converts documents to PDF file format, but you can upload documents in any of the following file formats:

 Microsoft® Word® 2003, 2007, 2010

 Microsoft Excel® 2003, 2007, 2010

 Microsoft PowerPoint® 2003, 2007, 2010

 Text files (.txt)

 Rich Text Format (.rtf)

 Image file formats (.png, .jpg, .gif and .tif)

 Portable Document Format (.pdf) files

Note: If Automatic Template Matching is enabled for your account, the system checks to see if the document you’ve uploaded matches a template in your system. If a match is found, the system gives you the option of applying that template to the document.

• To upload a Template or an external document: click Choose an Online Document, the Add a Document dialog box is displayed. Select the location of the Template or online document you want to upload on the left side of the dialog box. Select the Template or document and then click Add. The document is added to the envelope and a thumbnail image of the document is added to the section.

Note: If you want to select a document from an external source, such as Box.Net or Google

Docs, you might need to log on to the external document source.

2. Repeat Step 1 to add another document to the envelope.

Note: If you are using multiple documents or templates, you should be aware of the Data

Population Scope setting for your account. If the account setting is Envelope, DocuSign tags with the same Label will populate with the same data when a recipient enters or modifies information in the tag for all documents in the envelope. If the account setting is Document, only DocuSign tags with the same Label and in the same document will populate with the same data when a recipient enters or modifies information in the tag.

3. You can make changes to the documents you’ve uploaded as described below:


Ι

Tel. 866.219.4318

Ι

www.docusign.com

Ι

© DocuSign, Inc.


15

• You can view a PDF version of the document by clicking on the document image.

• You can change the name of the uploaded document by clicking in the document name field and typing a new name.

• Click Other Actions to apply a template, match the document with a template, replace the document, or recognize form fields for PDFs with Adobe Form Fields.

• To move a document up or down in the order of appearance, click on the grip icon ( ) associated with the document and drag the document to the new location.

• To remove a document, click the remove icon ( ) associated with that document.

4. After all documents are added, go to the Recipients section to add envelope recipients.

Adding Recipients to Your Envelope

In the Recipients and Routing section you add recipients and, optionally, set the routing order and add identification methods.

The routing order sets the order in which recipients receive and can act on documents in the envelope. Recipients with the same routing order receive and can act on envelopes at the same time

(in parallel), while recipients with different routing orders receive and act on envelopes in sequential order.

1. Type the Recipient’s Email address and Name in the appropriate field. As you type, the system will provide suggestions to auto-fill the fields based on entries in your Address Book. Click Add

Signer to add the recipient to the list with a Sign recipient Action or click Add CC to add the recipient to the list with a Receive a copy recipient Action.

Sending to recipients with the same Email address: You can send an envelope to people that share an email address by adding the first person normally. Then add the second person by typing the same email address in the Email field, typing the second person’s name in the Name field and then clicking Add Signer. The system adds the second recipient to the list.

Sending with the Fax Out for Signature Feature: If your account is enabled to deliver an envelope by fax, you are not required to type an Email address and you can select a Fax delivery method.

See Using the Fax Out for Signature Feature for more information.

Sending a Bulk Recipient file: If your account is enabled to send bulk recipient files, you can

upload a file with multiple recipients. See Using the Bulk Recipient Feature for more information.


Ι

Tel. 866.219.4318

Ι

www.docusign.com

Ι

© DocuSign, Inc.

16


Adding recipients from your DocuSign Address Book: You can add recipients from your DocuSign

Address book by clicking the address book icon ( ), the Address Book dialog box appears.

Select if you are looking in your Personal Contacts or Shared Contacts address book, then select the recipients you want to send the envelope to and click Add. All the selected names are added with a Sign recipient Action.

Adding recipients for a template: If you are sending an envelope from a template, there are placeholders for the recipients already added to the envelope. Replace the placeholder recipient

Email and Name information with the Email and Name of your recipient.

Sending to Yourself: You can add yourself as a recipient by clicking the Add Me link. Your information is added to the recipient list with a Sign Action. Adjust your Action and other settings as needed.

2. Recipient Actions: After adding a recipient, you can select the Action for the recipient. This sets the actions a recipient can perform. When you add a recipient by clicking Add Signer, the recipient Action is set to Sign. When you add a recipient by clicking Add CC, the recipient action is set to Receive a copy. An envelope must have at least one Signer or Acknowledge receipt recipient.

Note: you can only assign tags to recipients with a Sign or Sign in person recipient action.

The different recipient actions are described below:

• Sign: Use this action if your recipient must sign, initial, date or add data to form fields on the documents in the envelope.

•

Sign in person: Use this action if the signer is in the same physical location as a DocuSign user who will act as a Signing Host for the transaction. The recipient added is the Signing

Host and new separate Signer Name field appears after Sign in person is selected. Type the

name of the signer in the Signer Name field. See Sending for In Person Signing for more

information on sending an envelope for in person signing.

• Acknowledge receipt: Use this action if the recipient must receive the completed documents for the envelope to be completed, but the recipient does not need to sign, initial, date or add information to any of the documents.


Ι

Tel. 866.219.4318

Ι

www.docusign.com

Ι

© DocuSign, Inc.


17

• Receive a copy: Use this action if the recipient should get a copy of the envelope, but the recipient does not need to sign, initial, date or add information to any of the documents. This type of recipient can be placed in any order in the recipient list. The recipient receives a copy of the envelope when the envelope reaches the recipient’s order in the process flow and when the envelope is completed.

• Address recipients: This recipient can add name and email information for recipients that appear after the recipient in workflow order. This recipient type is only available if the Send to

Manage feature is enabled for the sender and document visibility is not enabled. See Agent

Managed Envelopes for more information on using this recipient action.

• Manage envelope: This recipient has the same management and access rights for the envelope as the sender and can make changes to the envelope as if they were using the

Advanced Correct feature. This recipient can add name and email information, add or change the routing order and set authentication options for the remaining recipients. Additionally, this recipient can edit signature/initial tabs and data fields for the remaining recipients. This recipient must have a DocuSign account and is only available if the Send to Manage feature is

enabled for the sender. See Agent Managed Envelopes for more information on using this

recipient action.

• Manage recipients: This recipient can, but is not required to, add name and email information for recipients at the same or subsequent level in the workflow order. This recipient type is only available if the Send to Manage feature is enabled for the sender and document visibility is not

enabled. See Using the Intermediary Recipient Feature for more information on using this

recipient action.

3. Identifying Recipients: Optionally, you can select how to Identify a recipient.

Click on the Identify list to select the authentication options you want to use for the recipient.

By default, Email identification is selected. Other options, Access Code, Phone Authentication, ID

Check, Live ID and Social ID can be selected for the recipient. The identification options available depend on your account settings. Each authentication option is described below:

Note: You can add Access Code authentication and one other authentication type for a single recipient.

• Access Code: The Access Code option requires your recipient to enter an access code before they can view the envelope.

To enable access code security option, select the Access Code check box and type the access code into the field. The access code can include upper case or lower case letters, numbers, and special characters. You must provide this access code to your recipient. It is


Ι

Tel. 866.219.4318

Ι

www.docusign.com

Ι

© DocuSign, Inc.

18

DocuSign Service User Guide recommended that you provide the code over the phone or using some other secure method.

There is no additional fee for using this authentication check. The maximum length of an

Access Code is 50 characters.

• Phone Authentication: The Phone Authentication option asks the recipient to select or type a phone number to use for authentication and then they are presented with a validation code while the system places a call to the number. After answering the phone, the recipient is prompted to enter the validation code and speak their name. There is an additional fee for using this authentication check.

Note: Do not use the Phone Authentication if your recipient cannot connect to the Internet and use their telephone at the same time.

To enable Phone Authentication, select the - Identity Check - check box and then select

Phone authentication from the list. The Phone Authentication information for the recipient appears.

Important: If phone authentication is selected and the system does not have a number to dial for the recipient (either by allowing the recipient to enter a number, or from the Address Book or by the entering a number), you cannot complete the sending process. o

Select phone numbers that the recipient can choose from for use during the authentication phone call. The phone numbers listed here are associated with the

Address Book entry for the recipient. If the recipient does not have any phone numbers in the Address Book or is not in your Address Book, no numbers are shown. o

You can also select New Number to add a phone number for the recipient. Select the

Country for the phone number, type the phone number and, if the number has an extension, type the extension number. o

Additionally, you can select Recipient may provide to allow the recipient to type their own phone number.

• ID Check: The ID Check option asks the recipient to provide some initial personal information

(current address is required, but there is other optional information the recipient can enter) and then answer a set of questions before the recipient can view the envelope. The questions are based on data available in public records (such as where they have lived).


Ι

Tel. 866.219.4318

Ι

www.docusign.com

Ι

© DocuSign, Inc.

19


The ID Check is a knowledge-based authentication provided by RSA. This service is often used by many banks to validate the ID of recipients.

The ID Check option might not be useful for recipients outside the United States. There is an additional fee for using this authentication check.

Note: If you select ID Check for a recipient, then the recipient name you supply is the one used for the ID check.

To enable the ID Check option, select the - Identity Check - check box and then select ID

Check from the list.

• Live ID or Social ID Identity Check: This option requires your recipient to enter their Live ID or Social ID (Salesforce, LinkedIn, Google, etc.) credentials before they can view the envelope.

To enable the Live ID or Social ID security option, select the - Identity Check - check box and then select Live ID or Social ID from the list.

4. Repeat steps 1 through 3 to add additional recipients.

• If you have multiple recipients, you can change the routing order in which the recipients receive the envelope and perform signing and other activities. To set routing order, type the

Order in which your recipients receive and sign the document.

• Alternately, if you have already set the order for some recipients, you can click on the grip icon

( ) associated with the recipient and drag them to the new order. The Order number for the recipient is automatically updated.

• You can remove a recipient by clicking the remove icon ( ) associated with that recipient.

• You can see a graphical representation of the routing order for your recipients by clicking the Order Diagram link.


Ι

Tel. 866.219.4318

Ι

www.docusign.com

Ι

© DocuSign, Inc.

20


5. After all recipients are added, go to the Email Subject section.

Adding Email Message Information

In the Email Message section you can customize the email subject and, optionally, the messages for recipients.

Note: The DocuSign service automatically adds a subject based on the documents you have added.

1. Type an Email Subject for the envelope. The subject is limited to 100 characters.

2. Optionally, type an Email Message for all recipients. The message is limited to 2000 characters.

3. Optionally, add a note for a recipient:

• Select the recipient for the message from the Add a Note to: list and click Add. The Custom note dialog box appears.

• Type the message for the recipient. The message is limited to 1000 characters.

• Repeat this step to add a message for a different recipient.

4. Optionally, you can select the email language used for a recipient. This option sets the language used in the standard email format and initial signing view for the recipient, but it does not translate the Email Subject, Email Message text or note text. You must type the subject, message or note in the correct language.

Note: This option might not be enabled for your account. If you have questions about the options available for your account, contact your Account Manager or DocuSign Service

( [email protected]

) for assistance.

• Click Customize email and signing language for

each recipient the Customize Email Language dialog box appears.

• Select the language for each recipient and click Done.

You are returned to the Prepare Envelope page and separate Email Subject, Email Message and Note fields are provided for each recipient.

• For each recipient, type an Email Subject for the envelope. Optionally, type an Email Message and

Note for the recipient.


Ι

Tel. 866.219.4318

Ι

www.docusign.com

Ι

© DocuSign, Inc.


5. After the Email Message information is added, you can optionally go to the Envelope Settings section.

If you are not changing any Envelope Settings, click Next to begin tagging the documents.

21

Adding Envelope Settings

The Envelope Settings section lets you set branding, recipient options, reminders and expirations, and sender settings.

Note: The options available in the Envelope Settings depend on your account type and settings.

The following section describes the different options in the Envelope Settings section.

Branding Setting

If your account has Branding enabled and you have access to multiple brand profiles, you can select the account brand that is seen by your recipient during viewing and signing.

Note: If you are sending from a template and the person that created the template locked the template brand when creating the template, the brand profile cannot be changed.

Recipient Information Settings

The following options might be available for your account:


Ι

Tel. 866.219.4318

Ι

www.docusign.com

Ι

© DocuSign, Inc.


22

• Allow recipient(s) to sign on paper: Select this option to allow signers to print and sign

the document on paper instead of electronically. See Allowing Your Recipients to Sign On

Paper for more information about this.

• Allow recipient(s) to edit the document(s): Select this option to enable the Document

Markup feature, which allows recipients to access the markup tool. The markup tool is used to cover up old text, cover text and add new text, or to add new text. Recipients that signed a document before the markup tool changes are made are given a new opportunity

to review and approve the changes before any document is finalized. See Using the

Document Markup Feature for more information about Document Markup.

• Allow recipient(s) to change signing responsibility: Select this option to allow the recipient to reassign the envelope to another person.

• Turn on auto navigation: Select this option to turn on auto navigation for the envelope. If this is not selected, there is no auto navigation in the envelope.

• Must be a signer to view signed documents: When this option is selected, recipients will only be able to see documents that have Signature or Initial tags assigned to them or that do not have any Signature or Initial tags.

Reminders and Expirations Settings

Optionally, you define rules to remind your recipients of their signing tasks and to expire your envelope if it is not signed.

Sender Settings

This section lets you select to stamp the envelope ID on the documents in the envelope and has the active Envelope Custom Fields for your account.

When you are done changing any Envelope Settings, click Next to begin tagging the documents.

Adding Tags to Documents

Note: You can only add/assign tags to recipients with a Sign or Sign in person recipient action. If there are no recipients with a Sign or Sign in person recipient action, you cannot add any tags.

On the Add Tags page, you will add signature, initial and other information tags to help your signers know precisely what actions you want them to take, where in the document you want them to sign, initial or add information, and in what order.

Note: Optionally, you can send the document for free-form signing instead of adding tabs to the document. If you are sending the document with free-form signing, click the Send button. See

Sending for Free-Form Signing for more information.

1.

To assign a signature, initial or other tag to a recipient, click the recipient’s name on the To line or select the recipient name in the Tag for: list.


Ι

Tel. 866.219.4318

Ι

www.docusign.com

Ι

© DocuSign, Inc.


Select the recipient for tagging

Click and drag a tag from the palette and drop it on the document. See the DocuSign Tag

Information section for more information about tags and tag properties.

23

You can move to different pages in the document by scrolling through the document or by clicking on the appropriate page in the Page Guide shown on the right side of the console.

You can also use the Tagging Toolbar to edit your envelope settings, documents and tags. The

Tagging Toolbar is on the upper-portion of the Add Tags page, below the message field. See

Working with the Tagging Toolbar for more information about the toolbar.

2.

3.

4.

Continue placing tags for this recipient until you have added all the needed tags.

Repeat steps 1 and 2 for each recipient in the envelope.

Optionally, before sending an envelope, you can preview how your recipient will see the tags by clicking Preview.

You can also click Send to send the envelope.


Ι

Tel. 866.219.4318

Ι

www.docusign.com

Ι

© DocuSign, Inc.


Reviewing and Sending an Envelope

1.

Optionally, before sending an envelope, you can preview how your recipient will see the tags by clicking Preview.

24

Select the recipient you want to preview tags for and use the arrowhead icons to advance or move back. Alternately, you can click Auto-Advance to automatically cycle through the tags.

Click Exit Preview or <Go Back to return to the Add Tags page.

2.

When you have added all the needed tags and are done previewing the envelope, click Send.

The envelope is sent and you are returned to the DocuSign Member Console.


Ι

Tel. 866.219.4318

Ι

www.docusign.com

Ι

© DocuSign, Inc.

25


DocuSign Tag Information

This section describes all the different DocuSign tag types, when the tags are used and the properties associated with each tag type.

Note: Your account might not support all of the tag types and tag properties. Tag properties that are not standard have an asterisk (*) after the name. If you have questions about supported tag types, check your DocuSign account.

Click on the Properties icon adjacent to the tag to open the Properties dialog box for the tag. The

Properties dialog box is divided into several sections, which depend on the type of tag.

Signature Tag: Place this tag where the recipient must sign the document. The following properties can be edited for this tag:

Basic Properties

•

Recipient: This shows the recipient associated with the tag. If there are multiple recipients in the envelope, you can use this list to select the recipient associated with the tag.

•

Label: A unique identifier for the tag. This is only seen by the sender and in the Form Data for the envelope.

Location

•

From left and From top: These fields show the position of the tag on the document and can be used to manually set the position.

•

Anchor: Anchors the tag to the specified word(s) in the

envelope. See Using Anchor Text for more information on

using the anchor feature.

Formatting Properties

•

Scale: Sets the size of the tag. The size can also be set by clicking and dragging the slider bar on the left side of the tag.

Conditional Fields*: See Using Conditional Fields for more

information about conditional fields.

•

•

Parent Tab: Selects the Parent Tab for the Conditional Field

Parent Value: Sets the value used to activate this field.


Ι

Tel. 866.219.4318

Ι

www.docusign.com

Ι

© DocuSign, Inc.


Optional Signature Tag: Place this tag where the recipient can sign, if they wish, it is not a required tag. The following properties can be edited for this tag:

Basic Properties

•


•


Location

•


•





•




•


• Parent Value: Sets the value used to activate this field.

26


Ι

Tel. 866.219.4318

Ι

www.docusign.com

Ι

© DocuSign, Inc.


Initial Tag: Place this tag where the recipient must initial the document. The following properties can be edited for this tag:

Basic Properties

•


•


Location

•


•





•




•

•



27


Ι

Tel. 866.219.4318

Ι

www.docusign.com

Ι

© DocuSign, Inc.


Optional Initial Tag: Place where the recipient can initial, if they wish, but it is not required. The following properties can be edited for this tag:

Basic Properties

•


•


Location

•


•





•




•

•



28


Ι

Tel. 866.219.4318

Ι

www.docusign.com

Ι

© DocuSign, Inc.


Signer Attachment Tag: The signer attachment is where the recipient initiates the process of adding supporting documents to

an envelope. See Requesting Documents from Your Recipients

for more information about signer attachments. The following properties can be edited for this tag:

Basic Properties

•


•


Location

•


•





•

Require Signer Review After Upload: If the recipient sends the documents by fax, selecting this option requires the recipient to verify the faxed documents are correct before the envelope is complete. After the fax is received by DocuSign, the recipient receives a new email asking them to verify the documents. The default is not required.



•

•



29


Ι

Tel. 866.219.4318

Ι

www.docusign.com

Ι

© DocuSign, Inc.


Full Name Tag: Place this tag on the document where you want the recipient’s name to appear. The following properties can be edited for this tag:

Basic Properties

•


•


Location

•


•





•

Text Style: These options are used to set the font type, size, and color for the text in this tag. This allows you to match the text formatting in your documents.



•

•



30


Ι

Tel. 866.219.4318

Ι

www.docusign.com

Ι

© DocuSign, Inc.


First Name Tag: Place this tag on the document where you want the recipient’s first name to appear. This tag takes the recipient’s name, as entered in the recipient information, splits it into parts based on spaces and uses the first part as the first name. The following properties can be edited for this tag:

Basic Properties

•


•


Location

•


•





•




•

•



31


Ι

Tel. 866.219.4318

Ι

www.docusign.com

Ι

© DocuSign, Inc.


Last Name Tag: Place this tag on the document where you want the recipient’s last name to appear. This tag takes the recipient’s name, as entered in the recipient information, splits it into parts based on spaces and uses the last part as the last name. The following properties can be edited for this tag:

Basic Properties

•


•


Location

•


•





•




•

•



32


Ι

Tel. 866.219.4318

Ι

www.docusign.com

Ι

© DocuSign, Inc.


Email Address Tag: Place this tag on the document where you want the recipient’s email address, as entered when adding the recipient to the envelope, to appear. The following properties can be edited for this tag:

Basic Properties

•


•


Location

•


•





•




•

•



33


Ι

Tel. 866.219.4318

Ι

www.docusign.com

Ι

© DocuSign, Inc.


Company Tag: Place this tag on the document where you want the recipient’s company name to appear. The following properties can be edited for this tag:

Basic Properties

•


•


•

Tool Tip: The text a recipient sees when they position their cursor over the tag when signing a document. You can specify a tool tip for the tag to provide help for your recipient.

Location

•


•





•

Characters per line and Lines: This sets the maximum number of characters for the tag. You can also adjust the length of the tag by clicking and dragging the arrow icon to the right of the tag.

•


•

Required: You can choose to make the tag required or optional for the recipient. The default is required.

•

Locked: If you provide information for a tag, you can choose to lock the tag, so that the information cannot be changed, or make it editable by the recipient. The default is editable (notlocked).



•

•



34


Ι

Tel. 866.219.4318

Ι

www.docusign.com

Ι

© DocuSign, Inc.


Title Tag: Place this tag on the document where you want the recipient’s title to appear. The following properties can be edited for this tag:

Basic Properties

•


•


•


Location

•


•





•


•


•


•




•

•



35


Ι

Tel. 866.219.4318

Ι

www.docusign.com

Ι

© DocuSign, Inc.


Date Signed Tag: Place this tag on the document where you want the date the recipient signed the document to appear. The following properties can be edited for this tag:

Basic Properties

•


•


Location

•


•





•




•

•



36


Ι

Tel. 866.219.4318

Ι

www.docusign.com

Ι

© DocuSign, Inc.


Approve Tag: Place this tag on the document where you want the recipient to approve documents in an envelope without placing a signature or initials on the document. If the recipient clicks the Approve tag during the signing process, the recipient is considered to have signed the document. No information is shown on the document for the approval, but it is recorded as a signature in the envelope history. The following properties can be edited for this tag:

Basic Properties

•


•


•


Location

•


•





•




•

•



37


Ι

Tel. 866.219.4318

Ι

www.docusign.com

Ι

© DocuSign, Inc.


Decline Tag: Place this tag on the document where you want to give the recipient the option of declining an envelope. If the recipient clicks the Decline tag during the signing process, the envelope is voided. The following properties can be edited for this tag:

Basic Properties

•


•


•


Location

•


•





•




•

•



Data Field Tag: This tag is an adaptable field that allows the recipient to enter different information. After placing a data field, you can edit the properties of the data field. The following properties can be edited for this tag:

38

Tip: You can set up a Data Field tag to act as a link in the document by using the following settings:

Label = Type #HREF in the Label. If you will have more than one link in an envelope, add more information after the

#HREF, so each Label is different (example: #HREF Link 1).

Tool Tip = Type the url for the link in the Tool Tip.

Data: Initial Value = Type the text to display for the link.

Formatting Properties: Locked = This must be selected

(locked).


Ι

Tel. 866.219.4318

Ι

www.docusign.com

Ι

© DocuSign, Inc.


Data Field Tag

(continued)

Basic Properties

•


•

Allow All to Edit*: Select this option to enable Field Markup for this tag. When selected, Require Initial becomes active and can be selected to require signers that have already completed signing to review and initial the changes to complete the envelope. If this option is selected, the Hide

value as asterisks *** option cannot be used. See Using the

Field Markup Feature for more information about Field

Markup.

•

Label: A unique identifier for the tag. This is only seen by the sender and in the Form Data for the envelope. Data field tags that share the same label and mask will share the same data when provided by the signer (i.e. information entered into one tag is automatically copied into other tags with the same label).

•


Data

• Initial Value: This sets the initial information in the data field tag.

• Mask: This sets the type of data entered in the field. The default mask is text. The mask types are:

Text: Text fields accept any characters. The length and height of the field is adjustable.

Email: Email fields are single-line fields that accept any characters. The length of the field is adjustable.

Date: Date fields are single-line fields. A date can be entered in any format and the date will be reformatted to

MM/DD/YYYY.

Number: Number fields are single-line fields that only accept numbers. The length of the field is adjustable.

SSN: SSN fields are single-line fields that accept numbers. A SSN can be typed with or without dashes.

The length of the field is adjustable.

ZIP5: ZIP5 fields are single-line fields that accept numbers. The length of the field is adjustable.

ZIP5-4: ZIP5-4 fields are similar to ZIP5 fields. The zip code can be typed with or without dashes. The length of the field is adjustable.


Ι

Tel. 866.219.4318

Ι

www.docusign.com

Ι

© DocuSign, Inc.

39


Data Field Tag

(continued)

• Hide value as asterisks *** – You can choose to conceal

(hide) the information a recipient types into the field. The information appears normally while the recipient is adding or modifying the information, but the data is not visible to

any other signer or the sender. See Adding a Concealed

Fields for information on adding the field and see

Collecting Envelope Form Data for information on how to

view and download the concealed field data. If this option is selected, the Allow All to Edit option cannot be used.

• This is a Payment Amount*: This option designates this

tag as a payment tag. See Using the Payment Processing

Feature for more information.

• Regex Pattern: This option is only available if the Mask type is Text. You can use Regular Expressions syntax to format the custom text mask. For more information on how to build a regular expression, we recommend the following resources:

Regular-Expressions.info

(www.regular-expressions.info/)

Wikipedia (wikipedia.org/wiki/Regular_expression)

RegExLib.com

(http://regexlib.com/)

• Validation Error: This option is only available if the Mask type is Text. This is a short message that appears when a recipient incorrectly completes the data field.

Location

•


•





•


•

Fixed Width: Select this option to prevent the Data Field tag from getting any larger on a document, even if the font type or size changes. This option can prevent a tag from covering up text on a document if the font type or size is changed.

•

Maximum number of characters: This sets the maximum number of characters a signer can enter in the tag.

•


40


Ι

Tel. 866.219.4318

Ι

www.docusign.com

Ι

© DocuSign, Inc.


•

•



Data Field Tag

(continued)



•

•



41


Ι

Tel. 866.219.4318

Ι

www.docusign.com

Ι

© DocuSign, Inc.


Check Box Tag: Place this tag on the document in a location

where the recipient can select an option. See Using Check Boxes and Radio Buttons for more information about when and how to

use radio buttons. The following properties can be edited for this tag:

Basic Properties

•


•

Allow All to Edit*: Select this option to enable Field Markup for this tag. When selected, Require Initial becomes active and can be selected to require signers that have already completed signing to review and initial the changes to

complete the envelope. See Using the Field Markup Feature

for more information about Field Markup.

•

Label: A unique identifier for the tag. This is only seen by the sender and in the Form Data for the envelope. Check Box tags that share the same label will share the same data when provided by the signer (i.e. a check box that is checked will be automatically copied to other check boxes with the same label).

•


Location

•


•





•

Locked: You can choose to lock the tag, so that the information cannot be changed, or make it editable by the recipient. The default is editable (not-locked).



•


•


42


Ι

Tel. 866.219.4318

Ι

www.docusign.com

Ι

© DocuSign, Inc.


Radio Button Tag: Place this tag on the document in a location

where the recipient can select an option. See Using Check Boxes and Radio Buttons for more information about when and how to

use radio buttons. The following properties can be edited for this tag:

Basic Properties

•


•




•

Group: The name of the radio button group associated with this radio button. The group name connects multiple radio buttons in the same group. A recipient can only select one radio button in a group.

•

Value: This is the value that appears in the form data for the document if the radio button is selected.

Location

•


•





•

Required: You can choose to make one button in the Radio

Button group required or optional for the recipient. The default is required.

•

Locked: You can choose to lock the tag, so that the information cannot be changed, or make it editable by the recipient. The default is editable (not-locked).



•


•


43


Ι

Tel. 866.219.4318

Ι

www.docusign.com

Ι

© DocuSign, Inc.


Drop Down Tag: Use this tag to give your recipient a list of options they can select. The following properties can be edited for this field:

Basic Properties

•


•




•

Label: A unique identifier for the tag. This is only seen by the sender and in the Form Data for the envelope). Drop Down tags that share the same label are set to the same value when the recipient selects the value for one linked drop down.

Data

• Drop Down items: These are the items shown in the drop down list. The items must be separated by semi-colons (;).

This field is limited to 2000 characters, including the semicolon separators.

For example: if you want a recipient to select from a list of marital status, you would type

“Single;Married;Divorced;Widowed” in the field.

• Drop down values: These are optional values that relate to the drop down items, but can be different from the list of drop down items.

For example: You want the values for the previous list to have a value of 1 to 4, you would type “1;2;3;4” in the field and when Single is selected in the list, the value for the field would be 1.

• Selected Value: You can specify a default value for the drop down list. If you do not specify a default value, the word

‘select’ appears as the value in the list.

• This is a Payment Amount*: This option designates this tag as

a payment tag. See Using the Payment Processing Feature

for more information.

Location

•


•



44


Ι

Tel. 866.219.4318

Ι

www.docusign.com

Ι

© DocuSign, Inc.

DocuSign Service User Guide using the anchor feature.


•


•


•




•

•



45

Note Tag: Place this tag on the document where you want additional information on a document for a recipient. The following properties can be edited for this tag:

Basic Properties

•


•

Allow All to View: Select this option to allow all recipients to view the note.

•

Include in email: Select this option to include the note in the email and on the document.

•


•


•

Note: The text of the note for the recipient. You might need to resize the note tag after typing the text.

Location

•


•





•

Text Style: These options are used to set the font type, size,


Ι

Tel. 866.219.4318

Ι

www.docusign.com

Ι

© DocuSign, Inc.

DocuSign Service User Guide and color for the text in this tag. This allows you to match the text formatting in your documents.



•

•



46

Formula Tag: Place this tag on the document where you want to

include a calculation. See Using the Calculated Fields Feature for

more information. The following properties can be edited for this tag:

Basic Properties

•


•


•


•

Formula: This field contains the formula information for the tag.

•

Insert Tag Name: A selection list used to select the reference tags to insert into the Formula field.

•

Round to decimal places: This sets the number of places shown after the decimal point for the final field value. It can only be set to 2 or 0.

•

This is a Payment Amount*: This option designates this tag as

a payment tag. See Using the Payment Processing Feature

for more information.


•


Working with the Tagging Toolbar

The Tagging Toolbar allows you to edit your envelope settings, documents and tags from the Add

Tags page. The Tagging Toolbar is on the upper-portion of the Add Tags page, below the message field.


Ι

Tel. 866.219.4318

Ι

www.docusign.com

Ι

© DocuSign, Inc.

47


Tagging Toolbar

In general, the buttons on the left portion of the toolbar deal with envelope settings and documents, while the buttons on the right portion deal with tags.

You usually need to select one or more tags to use the tag buttons on the toolbar. You can select a single tag by clicking on the tag. You can select multiple tags by holding the Ctrl key while clicking on the tags.

To select a specific group of tags, place your cursor crosshair near the tags and then click and drag the cursor over the tags you want to select. You only have to include a portion of a tag to select it.

Selected tags have a blue border to show they are selected.

Each of the buttons on the toolbar are described below:

Edit Settings: Opens the Envelope Settings section, allowing you to edit recipient options, reminders and expirations and sender settings.

Match Templates: The system checks to see if the document matches a template in your system. If a match is found, you have the option of applying a template.

Remove Page: Removes the current page from the envelope.

Rotate Page left 90 o

: Rotates the current page left 90 o

.

Rotate Page right 90 o

: Rotates the current page right 90 o

.

Identify Recipient Tags: Clicking this button shows the recipient associated with each tag in the envelope.

Edit Tag Properties: Opens the Properties dialog box for the selected tag.

Select All Tags: Selects all the tags on all the documents in the envelope.

Select All Tags on Current Page: Selects all the tags on this page.

Copy Selected Tags: Copies the currently selected tags.


Ι

Tel. 866.219.4318

Ι

www.docusign.com

Ι

© DocuSign, Inc.


Paste Copied Tags: Pastes any copied tags into the current page.

Delete Selected Tags: Removes all the selected tags from the envelope.

Align Selected Tags: These four buttons align the selected tags to the left, right, top or bottom side of the selected tags.

Create Reading Zone: This allows you to create accessibility reading zones on

your documents. See Using the Accessibility Support Feature for more

information.

48

Using Anchor Text

You can anchor a tag to a word or series of words in your document. This section explains how to add anchor tags to an envelope.

1. Drag and drop the tag on to a document and open the Properties dialog box for the tag.

2. In the Location section of the dialog box, select the Anchor checkbox.

3. Type the word or words that you want the tag to be anchored to in the Anchor Text field. Note that the words typed in the Anchor Text field are case sensitive. Click Apply to save and close the change.

The tag is attached to all occurrences of the word(s) in your envelope and the system displays a message saying how many and where the tags were placed. For example, you want to anchor a signature tag to the words Sign Here in your document. Select the Anchor checkbox and type

“Sign Here” in the Anchor Text field. A scan is run on the text in the document. If the scan finds the text “Sign Here” anywhere in the document, it automatically places the signature tab next to the text.

Tags that are anchored have an anchor symbol

Creating Custom Tags

The information needed for creating a custom tag is similar to the information in the Properties dialog box of a standard DocuSign Tag.

1. From the DocuSign Console, click your profile image at the top of the console and select Preferences.

Select to view your Preferences

The Preferences page is displayed.


Ι

Tel. 866.219.4318

Ι

www.docusign.com

Ι

© DocuSign, Inc.

49


2. In the Navigation Panel on the left side, under the Member Options section, click Custom Tags.

The list of your custom tags and shared custom tags is shown.

3. Click Add, the Custom Tags page appears.

4. Type a name for the custom tag in the Label field and select the Type of tag.

Note: Label and Type are the only required fields for a custom tag. All other fields are optional and the available fields can change, depending on the type of tag selected.

The Label is a unique identifier for the tag that is only seen by the sender. Tags that share the same label will share the same data when entered by a recipient (for example: if you add two data field tags with the labels Address 1, when a recipient types data into the first data filed tag, the information is automatically copied into the second tag).

The Type list sets the type of information entered in the field and can change the active fields on the page. For example, when a Check Box tag type is selected, the Initial Value, Conceal entered value, Width, Regex Pattern and Validation Error fields are inactive; while selecting a Drop Down

List type adds the Items field and the Conceal entered value, Regex Pattern and Validation Error fields are inactive.

If your account is integrated with Salesforce, you can relate this tag to a Salesforce field.

Note: See the DocuSign for Salesforce Merge Fields quick start guide for more information about relating a custom tag to a Salesforce object.

5. Type the Tool Tip for the tag. The tool tip is text the recipient sees when they position their cursor over the tag when signing a document.


Ι

Tel. 866.219.4318

Ι

www.docusign.com

Ι

© DocuSign, Inc.

50


6. The other fields that are active in the window depend on the Type selected. These fields have the same properties as standard tags. General information about these fields follows, but

• If the tag Type selected is Drop Down List, add the Items for the list. These are the items shown to a recipient in the drop down list. The items must be separated by semi-colons (;).

This field is limited to 2000 characters, including the semi-colon separators.

• You can type an Initial Value for the tag. The recipient can change this information unless the

Locked option is selected.

• Text Styles: These options are used to set the Font, Font Size, Font Style and Font Color for the text in this tag. This allows you to match the text formatting in your documents.

• If the Conceal entered value as *** characters option is active, you can choose to conceal

(hide) the information a recipient types into the tag. The information appears normally while the recipient is adding or modifying the information, but the data is not visible to any other

signer or the sender. See Collecting Envelope Form Data for information on how to view and

download the concealed tag data. The figure below shows how a concealed tag appears after information is entered into the tag.

• If the Regex Pattern field is active, you can use Regular Expressions syntax to format a custom text mask. The custom mask checks the information a recipient types in the field and, if the information does not follow the format, displays the message entered in the Validation

Error field. For more information on how to build a regular expression, we recommend the following resources:

Regular-Expressions.info — http://www.regular-expressions.info/

Wikipedia — http://en.wikipedia.org/wiki/Regular_expression

RegExLib.com — http://regexlib.com/

• If the Validation Error field is active, type a short message that appears when a recipient incorrectly completes the tag, based on the format of the Regex Pattern field.

• Using the Anchor field you can anchor the custom tag to a word or series of words in a document. Type a word or words in the Anchor field. The tag is attached to all occurrences of the words in the documents in an envelope. Note that the word(s) typed in the Anchor field

are case sensitive. See Using Anchor Text for information about anchoring a tag.

For example, you want to anchor a custom tag to the words home address in your document, type “Home Address” in the Anchor field. A scan is run on the text in the document. If the scan finds the text “Home Address” anywhere in the document, it automatically places the custom tag next to the text.

• Required option: You can choose to make the tag required or optional for the recipient. The default is required.

• Locked option: If you provide information for a tag, you can choose to lock the tag, so that the information cannot be changed, or make it editable by the recipient. The default is editable

(not-locked).

• Fixed Length option: This sets the maximum number of characters for the tag.

• Shared option: Select to allow other users to use this custom tag.


Ι

Tel. 866.219.4318

Ι

www.docusign.com

Ι

© DocuSign, Inc.


• Include Note in Email option: If the tag Type is Note, select this option to have the note appear in the email sent to the recipient.

7. Click Save to save the custom tag. The custom tag is ready for use.

51

Adding a Custom Tag to a Document

The method for adding a custom tag to your document is similar to adding a standard DocuSign tag.

1. Start an envelope normally. When you are ready to add a custom tag, click on the Custom tag palette, your custom tags and any shared custom tags are shown in the tag palette.

Click Custom tag palette

Your custom tags and shared custom tags

2. Find the custom tag you want to add to the document, then click and drag the tag onto the document and drop it.

3. Finish adding any other tags and send the envelope normally.

Editing Custom Tags

You can edit a custom tag from your Preferences or from the Custom tag palette while adding the tags.

1. Go to the list of custom tags:

• From the DocuSign Console, click the Account Select list and select Preferences. In the

Navigation Panel on the left side, under the Member Options section, click Custom Tags.

The list of your custom tags and shared custom tags is shown.

• If you are adding tags, click on the Custom tag palette and click Edit. The list of your custom tags and shared custom tags is shown.


Ι

Tel. 866.219.4318

Ι

www.docusign.com

Ι

© DocuSign, Inc.

52


2. To edit a custom tag, select the check box adjacent to the tag you want to edit and click Edit at the bottom of the list. The SecureFields page for the custom tag appears.

Make the changes to the custom tag as needed. Making changes to a custom tag is similar to creating a new custom tag. Refer to the procedure for creating a custom tag for more information about the custom tag fields.

When you have made all of the changes, click Save to save the modified custom tag and return to the list of custom tags.

3. To delete custom tags, select the check box adjacent to the tags you want to delete and click

Delete at the bottom of the list.

Note: If you are not a Customer Account Manager, you can only delete your custom tags. A

Customer Account Manager can delete shared custom tags.

The custom tags are removed from the list.

4. When you are finished editing or deleting custom tags, click Done. You are returned to the

DocuSign console Manage navigation tab.


Ι

Tel. 866.219.4318

Ι

www.docusign.com

Ι

© DocuSign, Inc.

DocuSign Service User Guide

Sending Documents for Electronic Signing with DocuSign

Guided Signing and Free-Form Signing

Starting a New Envelope

Adding Documents to Your Envelope

Adding Recipients to Your Envelope

•

Adding Email Message Information

Adding Envelope Settings

Adding Tags to Documents

Reviewing and Sending an Envelope

DocuSign Tag Information

Table of contents