DocuSign Service User Guide

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DocuSign Service User Guide

Advanced Sending Options

This section describes the advanced sending options for the DocuSign Service. The options available depend on your account plan and if the options are enabled for your account.

Using the Payment Processing Feature

There might be times when you want to send an envelope where you can send an offer, close the deal and collect the cash all in one step. The Payment Processing feature allows you to integrate your DocuSign account with your PayPal™ account to collect payments from signers while they are signing an envelope.

IMPORTANT: There is an extra charge for using the Payment Processing Feature in an envelope.

You must have a PayPal account to use this feature and you will need to enter some of your PayPal account information in the DocuSign console.

Note: The Payment Processing feature is only supported in DocuSign Professional, Workgroup and Enterprise plans. Your account may not support this option. To access this functionality, contact your Account Manager or DocuSign Service ( [email protected]

) for assistance.

You must have one of the following PayPal account types to use this feature:

• PayPal Payments Advanced (U.S. only)

• PayPal Payments Pro (U.S. only)

• Payflow Pro (U.S. and Canada only)

• Payflow Link (U.S. and Canada only)

IMPORTANT: DocuSign requires you to enter your PayPal account Partner, Merchant Login

(PayPal uses the terms ‘Merchant Login’ and 'Vendor' interchangeably), User, and Password information. This information is created when you establish your PayPal account and PayPal expects you to manage your credential information. If you do not know this all of this information, contact the PayPal Support Center for assistance.

See the Using Payment Processing Feature quick start guide or Account Administration

Reference Guide for information about setting up your DocuSign account with PayPal.

How it Works

Payment Processing allows you to collect payments through your PayPal account from your signers while they are signing your documents.

After enabling Payment Processing and entering your PayPal account information, you can designate

Data Field, Drop Down and Formula tags as payment tags in your envelopes. When creating an envelope or template just place a tag on a document, open the tag Properties and specify that a tag is a payment amount. Multiple tags can be designated as payment amounts in the envelope and they can be assigned to the same or different recipients.

When the recipient opens the envelope and completes all required tags, including signature and initial tags, they are prompted to pay. The signer clicks Pay Now to open the Payment dialog, which shows the total amount due and provides the payment methods. If a recipient has multiple Payment

Processing tags, all of the amounts in the field are added together for the total amount due. After the signer completes the payment process, they are returned to the envelope to Confirm Signing and complete the envelope.

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When a signer completes the payment process, the PayPal payment status is set to pending. If the envelope is declined by a subsequent signer or voided, the PayPal payment status is changed to

Cancelled. When an envelope is completed (all signers have signed), the PayPal payment status is changed to Completed. The sender can capture or void PayPal information before envelope completion. If this happens, an email message is sent to the sender and signer.

The DocuSign Envelope ID is included for reference in the PayPal transaction comments section for both the Sender and Signer.

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Enabling Payment Processing in an Envelope

Payment processing can be enabled in Data Field, Drop Down and Formula tags. Multiple Payment

Processing tags can be assigned to the same recipient in an envelope. The process for enabling payment processing in a tag is similar to the normal process for creating an envelope and adding tags. The changes are described in the following procedure.

Note: The value of the Payment Processing tag is the amount the recipient is asked to pay and must be a number. The field value can be based on a calculated value using the Calculated

Fields feature. See the Using the Calculated Fields Feature for more information about

Calculated Fields.

1.

Create a new envelope. Add documents, recipients, Email Subject and Email messages, and select any Envelope Settings normally.

2.

3.

Add the tags normally.

When you are ready to enable a tag that will have a payment account, select or place the tag and open the Properties for the tag.

Note: Tags that are used as payment tags cannot be shared tags (Allow All to Edit cannot be selected for the tags).

Select This is a Payment Amount. This designates the tag as a payment tag.

Click Apply to save the change.

IMPORTANT: The value of a payment tag must be a number. If multiple tags are enabled for

Payment Processing for the same recipient, the values of all of the tags are totaled during the payment process to determine the amount due. If you are using the Calculated Fields feature, be careful that you don’t double-charge your recipient by designating a tag for payment and including it again in the formula for a calculated field that is also designated as a payment tag.

4.

Complete and send the envelope normally.

What Your Recipient Sees

When the recipient receives the envelope with Payment Processing tags and completes the all required tags, including signature and initial tags, they are prompted to pay. Once signer clicks Pay


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Now, the envelope will be locked and the signer cannot make changes in the envelope (unless they cancel out of the payment process to return to the envelope).

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Clicking Pay Now opens the Payment dialog, which shows the total amount due and provides the payment methods. If a recipient has multiple Payment Processing tags, all of the amounts in the field are added together for the total amount due.

After the signer completes the payment process, they are returned to the envelope to Complete

Payment.

After the signer clicks Complete Payment, the envelope is closed and a message window stating the signer has completed the documents is displayed. The signer is given the option of downloading a

PDF copy of the documents or printing a copy of the documents.


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Using the Calculated Fields Feature

There might be times when you want values in your envelopes to update automatically as recipients enter information in the envelope.

Using DocuSign Calculated Fields you can add tags to your envelopes with formulas that reference other tags and calculate and display the values as recipients make changes.

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Note: The Calculated Fields feature is part of the Advanced Forms & Data module. To access this functionality, contact your Account Manager to upgrade your account.

If your account has the Advanced Forms & Data module, but you cannot access this feature, it might not be enabled for your account. Contact your Account Manager or DocuSign Service

( [email protected]

) for assistance.

Formula Tag Information and Building Your Formula

The Calculated Fields feature adds the Formula tag to the tag palette. The Formula tag contains the

Formula field where the sender can build a calculation using other tags in an envelope or template.

The tags used in the formula are called “reference tags.” The special conditions and limitations associated with Formula tags are:

• Formula tags are always locked. Envelope recipients cannot directly enter information into the tags. The Formula tag calculates and displays a new value when changes are made to the reference tag values.

• Formula tags can be used as Payment Processing tags.

• A Formula tag cannot be used as an Anchor tag

• A Formula tag cannot be used as a parent or child conditional field.

• Formula tags only work across multiple documents in an envelope if the Account Administration

Features Data Population Scope setting is set to Envelope.

The special conditions and limitations associated with reference tags are:

• Reference tags must use numbers or dates. If a Data Field tag is used as reference tag, it must use the Number or Date mask.

• A reference tag cannot be a shared tag (Allow All to Edit cannot be selected for the tag).

• A reference tag cannot be a child conditional field.

• The maximum number of characters displayed in a Formula tag is fifteen.

Tips for Building a Formula

The formulas built in a Formula tag can use the basic math operations of addition, subtraction, multiplication, division and rounding. The operators used in the formula are “+” (plus sign for addition), “–“ (minus sign for subtraction), “*” (asterisk for multiplication), and “/” (forward slash for division).

It is important to note that when creating your formula the result for the Formula tag first calculates multiplication and division operations from left to right and then calculates addition and subtraction options from left to right.

Example: The formula: 6+4*2, gives a result of 14, while the formula: 2*6+4, gives a result of 16.


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You can change the order of calculations by enclosing portions of the formula in parentheses. The operations inside parentheses are calculated first and then the operations outside the parentheses are calculated.

Example: The formula: 2*(6+4) gives a result of 20.

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Note: If a 0 (zero) is included in a multiplication operation, the system shows 0 (zero) as the tag value. If a 0 (zero) is included in a division operation, the system shows a “Div/0” error as the tag value.

Rounding truncates the displayed result based on the Round to decimal places setting in the

Formula tag. This setting can be zero or two places after the decimal point. The last number shown is adjusted based on the value of the number that would normally appear after the last number. If that number is 5 to 9, then the last number is increased by 1; if that number is 0 to 4, then the last number is not changed.

Example: With the Round to decimal places setting at 2, if a calculated result is 1.047, the displayed result would be 1.05. If the calculated result is 1.044, the displayed result would be

1.04.

Most formulas are built using the Label of reference tags in the formula instead of a number. This allows the inputs to the formula to be variable. It is important to use unique and distinct Labels for the reference tags. The reference tag can be added to the Formula field using the Insert Tag Name drop down list (select the tag and click Insert to add it) or by typing the tag Label inside brackets([]). The

Label for tags that cannot be used as reference tags do not appear in the Insert Tag Name drop down list.

Date Tags and Date Operators

Date Signed tags and Data Field tags with a Date mask can be used as reference tags in a Formula tag. There are special operators that can be used with the date information. The operators are explained below, along with some examples of use.

• Day difference calculator: The DateDiff(d1,d2) operator provides a number that is the difference between two reference date fields (d1 – d2).

• Current day of month operator: The Day(d) operator provides the current day of the month for the referenced date field (d). It will have a value of 1 through 31.

• Days in month operator: The Days(d) operator provide the number of days in the month for the referenced date field (d).

Important: The date operators cannot be used with values from drop-down list tags.

Additionally, if the date reference tag includes hours, the hours are not used in calculations by the date operators.

Example 1: You have a daily charge ($5.00) for your service and want to calculate how much to charge a customer for the remaining time in the month, based on the day they sign an envelope (the date signed tag label is “datesigned1”). In the Formula tag Formula field you would type:

5.00 * (Days([datesigned1]) – Day([datesigned1]))

Example 2: You have a bike rental service that charges $25.00 a day for a bike. You can use calculated fields to calculate how much to charge a customer for the rental based on the day the start the rental (“dateout”) and when they return the bike (“datein”). In the Formula tag

Formula field you would type:


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DayDiff([datein],[dateout]) * 25.00

• AddDays operator: The AddDays(d1,n1) operator provides a number of days (n1) to add/subtract to a date (d1). To subtract from the date (d1), a “–“ (minus sign) is placed in front of the number of days (n1).

Example 1: If you want to determine the date for one day after a document is signed (where the date signed tag label is “datesigned1”), in the Formula tag Formula field you would type:

AddDays([datesigned1],1).

Example 2: If you want to determine the date for one day before the document is signed

(where the date signed tag label is “datesigned1”), in the Formula tag Formula field you would type: AddDays([datesigned1],-1).

• AddMonths operator: The AddMonths(d1,n1) operator provides a number of months (n1) to add/subtract to a date (d1). To subtract from the date (d1), a “–“ (minus sign) is placed in front of the number of months (n1).

Example 1: If you want to determine the date for 6 months after the day a document is signed

(where the date signed tag label is “datesigned1”), in the Formula tag Formula field you would type: AddMonths([datesigned1],6).

Example 2: If you want to determine the date one month before the day a document is signed

(where the date signed tag label is “datesigned1”), in the Formula tag Formula field you would type: AddMonths([datesigned1],-1).

• AddYears operator: The AddYears(d1,n1) operator provides a number of years (n1) to add/subtract to a date (d1). To subtract from the date (d1), a “–“ (minus sign) is placed in front of the number of years (n1).

Example: If you have a lease that starts on the first day of a month and you want it to end in one year on the last day of the previous month (for example, the lease starts on January 1 and ends on December 31) you could the date as follows:

LeaseEndDate tag Formula field = AddDays(AddYears([datesigned1],1),-1)

Important: If you use a Formula tag as a reference tag for another Formula tag, the reference

Formula tag’s output must be a number. This can be an issue when referring to Formula tags that output information in a date format. However, you can nest operators within a formula to get the same results.

Example: You want use Formula tags to calculate two dates. The first date is two days from the date signed (date1 in the example) and the second date is two months from the first date.

Normally the formulas for these tags would be:

Formula1 tag Formula field = AddDays([date1],2)

Formula2 tag Formula field = AddMonths([Formula1],2)

In this case, Formula2 will cause an error since the tag is expecting a number for [Formula1]. But, you can still calculate the date by nesting the contents of Formula1 in Formula2 as follows:

Formula1 tag Formula field = AddDays([date1],2)

Formula2 tag Formula field = AddMonths(AddDays([date1],2),2)


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Adding Formula Tags to a Document

The process for adding and using Formula tags is similar to the normal process for creating an envelope and adding tags. The changes are described in the following procedure.

1.

Create a new envelope. Add documents, recipient, Email Subject and Email messages, and select any Envelope Settings normally.

2.

Add tags that will be referenced by the Formula tags. Set the Properties of the reference tags as needed.

IMPORTANT: Because the tag Label is used to construct formulas, it is important to use unique and distinct names for the reference tags. Additionally, reference tags must use numbers and if it is a Data Field tag it must use the Number or Date mask.

3.

Drag a Formula tag onto the document and open the tag properties.

4.

5.

Type a Label for the tag.

Add the Formula information for the tag:

• Select the tag to be referenced by the formula in the Insert Tag Name list and click Insert.

Alternately, type the Label inside brackets([]) for the tag to be referenced by the formula.

• Type calculation operators between tags. The operators that can be used in the Formula are

+ (plus sign for addition), - (minus sign for subtraction), * (asterisk for multiplication), and /

(forward slash for division).

• The formula is calculated from left to right, according to a specific order for each operator in the formula. You can enclose portions of the formula in parentheses to change the order of calculation.

6.

Select the Round to decimal places option for the calculated field. The selection can be 2 for two places after the decimal, or 0 for zero places after the decimal.


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7.

Optionally, select This is a Payment Amount if the calculated value for the tag should be

submitted for payment processing. See the Using the Payment Processing Feature for more

information about Payment Processing.

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8.

Optionally, set the Formatting Properties for the Formula tag.

9.

Click Apply to save the tag information.

10.

Complete adding tags and send the envelope normally.

What Your Recipient Sees

When the recipient receives the envelope and starts the signing process, they can change information in non-formula tags normally. When a recipient updates a tag referenced by a formula tag, the associated formula tags are automatically updated.

Example: In this example, the sender set up a formula tag that multiplies the number of Will’s Wonder

Widgets by 12.00. When the recipient types the number of widgets, the formula tag calculates and displays the new value.

The recipient types a number.

The Formula tag calculates and updates the result.

The recipient completes filling out the remaining tags and signs the document normally.

Note: If Payment Processing was enabled for a Formula Tag, the recipient is prompted to pay the

amount. See the Using the Payment Processing Feature for more information about Payment

Processing.

Agent Managed Envelopes

There might be times when you, as a sender, must manage a complex, brokered transaction where you do not know the contact information for the all recipients and signers for a transaction. However, you do know the agents or brokers for those recipients, who can add in the contact information needed to complete the transaction.

This type of transaction can be completed by using agent managed envelopes in the DocuSign

®

Service.

Note: Agent managed envelopes are only supported in the Advanced Workflow module. Your account may not support this option. To access this functionality, contact your Account Manager or DocuSign Service ( [email protected]

) for assistance.


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The process for using an agent managed envelope is similar to the standard procedure for sending documents for electronic signatures. This section explains how the process works, the additional steps needed to send an agent managed envelope and what the reviewers for these envelopes see when they receive an envelope.

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How it Works

Agent managed envelopes allow the sender to create and assign workflow in a DocuSign envelope without knowing all the recipient information. Using this option, the sender adds recipients and assigns roles, without having to enter name and email information, and assigns a “reviewer” to the envelope. The reviewer is an agent/broker who knows the contact information for the remaining recipients and directs the envelope to those recipients. The reviewer receives and reviews the envelope, adds name and email information for the next recipients, and sends the envelope. After the recipients sign the documents in the envelope, it final version is returned to the original sender. There can be several reviewers and groups of recipients in the workflow. A reviewer can be added after some recipients, but must be added before the recipients that the sender does not have information for. The following figure shows an example of a simple agent managed envelope workflow.

Just as the sender does not know the contact information for all the recipients, the reviewer does not see contact information for recipients that are ahead of the reviewer in the workflow. For example, in the figure above; the Sender does not have the contact information for Signer 3 and 4, so he creates an envelope, adds the recipients he knows (Signer 1 and 2), adds the Reviewer, adds the roles for

Signer 3 and 4 and then sends the envelope. After Signer 1 and 2 sign the document, it is sent to the

Reviewer. The Reviewer adds the contact information for Signer 3 and 4 after receiving the envelope, but does not see the contact information for Signer 1 and 2.

Agent managed envelopes allow agents or brokers from both sides of a transaction to manage the signing process through DocuSign, to easily support brokered or channel transactions. Some examples of where agent managed envelopes could be used are:

• In an insurance transaction where the insurance carrier can generate an envelope and send it to an insurance agent for use with customers, without knowing any information for the


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DocuSign Service User Guide customers. The insurance agent can later add the customer information and send it to them for signing.

• In a real estate transaction where the buyer’s agent can generate documents, send them to the buyers to sign and then hand the transaction off to the seller’s agent. The seller’s agent then reviews the documents, adds the signer’s contact information and sends it to them for their signatures to complete the transaction all in one envelope.

• In a legal transaction where one attorney creates a document for signature, and sends it to a second attorney for review and, if approved, the second attorney can send it to his customers for their signature.

When a sender creates a new agent managed envelope, the reviewer must be added as one of the recipients. There are two recipient Actions that indicate a recipient is a reviewer; Manage envelope and Address recipients. The recipient Action selected by the sender depends on what changes and additions the sender wants the reviewer to be able to make and the reviewer’s access to a DocuSign account. Each type is described below:

• Manage envelope: A Manage envelope recipient must have a DocuSign account. 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 tags for the remaining recipients. The reviewer must fill out the missing information for the remaining recipients before sending the envelope.

• Address recipients: A recipient with the Address recipients Action does not require a

DocuSign account, so anyone can be assigned to this Action. This recipient can add name and email information for recipients that appear after the recipient in workflow order. The reviewer must fill out the missing information for the remaining recipients before sending the envelope.

Note: The Address recipients Action is not available if document visibility is enabled. Contact your Account Manager or DocuSign Service ( [email protected]

) for more information about this setting.

After adding a reviewer recipient (a recipient with Manage envelope or Address recipients Action), the sender can add recipients without adding the name and email information for those recipients. If the sender leaves a recipient’s name or email blank, the sender must specify a role name for that recipient. If the lock name and email option is enabled for your account, you can lock a recipient’s name and email address to prevent the agent recipient from changing them.

Sending an Agent Managed Envelope

The process for adding a reviewer to a workflow is similar to the standard procedure for sending documents for electronic signatures. The additional steps are shown in this procedure.

1. Create a new envelope and add documents to the envelope normally.

2. Add any known recipients normally, when you are ready to add a reviewer:

• Type the email address and name for the reviewer and click Add Signer or Add CC.

• In the Action list, select Manage envelope or Address recipients.

A Manage envelope recipient type must have a DocuSign account. This recipient can add name and email information, add or change the routing order and set authentication options


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DocuSign Service User Guide for the remaining recipients. Additionally, the recipient can edit DocuSign tags for the remaining recipients. The reviewer must fill out the missing information for the remaining recipients before sending the envelope.

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IMPORTANT: A recipient with a Manage envelope Action 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 Action should be used with care.

An Address recipients recipient type does not require a DocuSign account, so anyone can be assigned this Action. This recipient can add name and email information for recipients that appear after the recipient in workflow order. The reviewer must fill out the missing information for the remaining recipients before sending the envelope.

• Optionally, select Authentication Options (Phone Authentication, ID Check and Access Code) for the reviewer.

3. After selecting the Action for the reviewer, the Place Holder Recipient field appears under the normal Recipient fields.

Role Place Holder field

1. Type the Place Holder Recipient role name.

The role name can be as generic or specific as needed and is used as a placeholder for the

Email and Name information for a recipient.

2. Click Add Role. The placeholder recipient is added to the recipient list.

3. If needed, change the Order for the placeholder recipient. The recipient order must be the same as or after the reviewer.

4. Optionally, if you know the recipient’s email address and name, you can add it; but the email information is not required.

If you enter a recipient’s name or email address and the lock name and email option is enabled for your account, you can select the Email locked and Name locked checkboxes to prevent the Agent (Manage envelopes or Address recipients recipient type) from changing


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DocuSign Service User Guide the recipient’s email or name. If the name or email is left blank or if the email is not in a proper email format, the Agent can always edit the information. If the Agent and additional recipients are in the same routing order, the locked checkboxes are ignored.

Note: If the Email locked and Name locked checkboxes are not available, contact your

Account Manager or DocuSign Service ( [email protected]

) to enable this option.

• Optionally, select Authentication Options (Phone Authentication, ID Check and Access Code) for the recipient.

Repeat this step to add any additional recipients.

4. Add the Email Subject and Email messages, select any Envelope Settings and add tags normally.

5. Send the envelope.

The envelope is sent to any recipients that precede the reviewer in order and then to the reviewer.

When a reviewer receives the envelope, what the reviewer sees and the actions the reviewer can take depend on the Action selected for the reviewer. The next two sections describe what reviewers see and the actions they can take.

What a Manage Envelope Reviewer Sees

The recipient assigned as a Manage envelope reviewer receives an email asking them to review the documents in the envelope and to provide contact information for the recipients the reviewer represents for the transaction. The reviewer clicks the Review Documents link in the email, is taken to the login page for the DocuSign Console and asked to log in to the console.

After logging in, the reviewer is taken to the document and a message asking them to review and add information for the recipients is presented at the top of the page.

The reviewer can:

1. Review the documents in the envelope by scrolling down through the document.

2. Click Edit Envelope to edit elements of the envelope. The reviewer has the same access to the documents as if they were using the Advanced Correct feature. The envelope is opened and the reviewer can make changes to the envelope.

The reviewer follows the same actions that would be taken for editing any other envelope and the

Email and Name information for the remaining recipients must be entered here. After editing the envelope, the reviewer sends the envelope normally.


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Note that the only elements that can be changed are ones that have not been completed by previous recipients.

3. Type the Email, Name and, optionally, add a note for the remaining recipients.

After adding the recipient information, the reviewer clicks Complete and Send to save the recipient information and send the envelope to the next recipient.

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What an Address Recipients Reviewer Sees

The recipient assigned as an Address recipients reviewer receives the email asking them to review the documents in the envelope and to provide contact information for the recipients the reviewer represents for the transaction. The reviewer clicks the Review Documents link in the email and is taken to the envelope.

The reviewer might be asked to agree to conduct business electronically and then is taken to the document. A message asking the reviewer to review and add information for the recipients is presented at the top of the page.

The reviewer can:

1. Review the documents in the envelope by scrolling down through the document. However, the reviewer cannot make any changes to the documents.

2. Type the Email, Name and, optionally, add a note (using Edit Note) for the remaining recipients.

After adding the recipient information, the reviewer clicks Complete and Send to save the recipient information and send the envelope to the next recipient.

Using the Intermediary Recipient Feature

There might be times when a sender wants to include a recipient to an envelope that is notified about the envelope and can, but is not required to, add or change some recipient information.

This type of transaction can be completed by adding an intermediary recipient to the envelope.

Note: The intermediary recipient type is only supported in the Advanced Workflow module. Your account may not support this option. To access this functionality, contact your Account Manager or DocuSign Service ( [email protected]

) for assistance.

The process for adding an intermediary recipient is similar to the standard procedure for sending documents for electronic signatures. This guide explains how the process works, the additional steps


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DocuSign Service User Guide needed to send an agent managed envelope and what the reviewers for these envelopes see when they receive an envelope.

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How it Works

The intermediary recipient type allows the sender to add a recipient in a DocuSign envelope that is notified about the envelope and can, but is not required to, add or change some recipient information.

The intermediary recipient type can only add or change name, email, access code and note information for the other recipients of an envelope. The intermediary recipient can also void the envelope. An intermediary can access and make changes to recipient information for recipients that have not signed the envelope at any time up until the envelope is completed. An intermediary is not required to have a DocuSign account, so anyone can be assigned to this action.

When a sender creates an envelope, they add the intermediary recipient as one of the recipients and sets the recipient Action to Manage recipients.

Important: The Manage recipients Action is not available if document visibility is enabled.

Contact your Account Manager or DocuSign Service ( [email protected]

) for more information about this setting.

After adding the intermediary recipient, the sender can add other recipients with or without adding the name and email information for those recipients. If the sender leaves a recipient’s name or email blank, the sender must specify a role name for that recipient. If the lock name and email option is enabled for the account, the sender can lock a recipient’s name and email address to prevent the intermediary recipient from changing them.

Sending an Envelope with an Intermediary Recipient

The process for adding an intermediary is similar to the standard procedure for sending documents for electronic signatures. The additional steps are shown in this procedure.


2. Add any recipients normally, when you are ready to add an intermediary recipient:

• Type the email address and name for the intermediary recipient and click Add Signer or Add

CC.

• In the Action list, select Manage recipients.

A Manage recipients recipient type does not require a DocuSign account, so anyone can be assigned this Action. This recipient can add name and email information for recipients that appear after the recipient in workflow order. The reviewer must fill out the missing information for the remaining recipients before sending the envelope.

• Optionally, select Authentication Options (Phone Authentication, ID Check and Access Code) for the intermediary recipient.

6. After selecting the Action for the intermediary recipient, the Place Holder Recipient field appears under the normal Recipient fields.

• You can add subsequent recipients normally (typing the name and email information and clicking Add Signer) or by typing a Place Holder Recipient role name, clicking Add Role and, optionally, typing the recipient’s email address and name.


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Role Place Holder field

Note: The recipient name and email information is not required.

If you enter a recipient’s name or email address and the lock name and email option is enabled for your account, you can select the Email locked and Name locked checkboxes to prevent the intermediary recipient from changing the recipient’s email or name. If the name or email is left blank or if the email is not in a proper email format, the intermediary recipient can always edit the information.

Note: If the Email locked and Name locked checkboxes are not available, contact your


) to enable this option.

• Optionally, select Authentication Options for the recipient.

Note: An intermediary recipient has the option to edit a recipient’s authentication access code.

Repeat this step to add any additional recipients.


Note: You cannot add tags for an intermediary recipient. If the intermediary recipient needs to sign or fill out a tag, they must be added as a separate normal recipient.


The envelope is sent to any recipients that precede the intermediary recipient in the routing order and then to the intermediary recipient and any other recipients at the same routing order level.

The next section describes what an intermediary recipient can see and the actions they can take.

What an Intermediary Recipient Sees

The intermediary recipient receives an email asking them to review and complete the recipient information for the envelope recipients. The intermediary recipient clicks Review Documents link in the email and is taken to the envelope.


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Depending on account settings, the intermediary recipient might be asked to agree to conduct business electronically. A message asking the intermediary recipient to review and add information for the recipients is presented at the top of the page.

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The intermediary recipient can:

4. Review the documents in the envelope by scrolling down through the document. However, the intermediary recipient cannot make any changes to the documents.

5. Add or change name, email, access code and note information for the other recipients of an envelope that have not signed the envelope.

Note: If a recipient’s name and/or email address is locked by the sender, the intermediary recipient cannot change the name or email address.

6. Resend an envelope to a recipient by selecting the Re-Send checkbox.

7. Void the envelope. This will cause the envelope to show as Declined

Using the Document Markup Feature

There may be times when you need to be able to negotiate different aspects of your documents during the online signing process. For example, sender and signer may want to negotiate the wording of clauses in the document.

Using the DocuSign Document Markup feature recipients can make changes and additions to a document through DocuSign, while managing approval initials from all signers for the changes and maintaining a secure audit trail of the changes.

The markup tool is used to ‘white out’ (cover up) document text, or to cover up text and add new text over the old text, or just to add new text in a blank region of the document. Changes made by one recipient must be reviewed and approved by all recipients. Recipients that signed a document before the changes were made are given a new opportunity to review and approve the changes before any document is finalized.

Note: The Document Markup feature is only supported in the Advanced Workflow Module. Your account may not support this option. To access this functionality, contact your Account Manager or

DocuSign Service ( [email protected]

) for assistance.


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Enabling the Document Markup Feature

The process for sending an envelope with Document Markup is similar to the normal process for sending an envelope. The changes to the normal process are described in the following procedure.

1. Create a new envelope. Add documents, recipients, Email Subject and Email messages normally.

Note: You might want to add a note to your recipients informing them that they can use the mark up feature.

2. In the Envelope Settings section, select Allow recipient(s) to edit the document(s). This allows recipients to access the markup tool.

Enable Document Markup

3. Add tags to the envelope and complete sending your envelope normally.

Your recipients receive the request to sign a document and, during the signing process, they have the option to use the Markup tool.

Using the Markup Tool in a Document

When a recipient receives a document with the Markup tool enabled, they can activate the Markup tool and make changes to the document.

1. Click More and select Mark Up to activate the Markup tool.

The Request Document Changes dialog box appears.


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Review the information in the dialog box. Optionally you can select to skip this dialog box in the future.

Click Continue to enable the markup, the Markup tool appears under the + button on the upperright side of the document page.

Markup tool

2. To cover a section of text (white out) or add/change a section of text:

• Click on the Markup tool, drag a markup box onto the document and drop it on the text you want to cover or change.

• Use your cursor to resize the markup box as needed.

• To add new text, click the cursor inside the markup box and type your message.

User Tip: If you are adding text to the markup box, you should resize the markup box to be larger than you think you will initially need. After typing the changes, you can resize the markup box.

3. To edit a markup box, click the cursor inside the markup box and type the changes.

4. To remove a markup box from the document, click on the markup box and drag it off the document.

5. After adding any changes with the Markup tool, initial all the changes.


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6. Complete signing the document normally.

Reviewing a Document with Document Markup Changes

If another recipient makes changes to a document you have signed by adding or changing a markup box, an email message is sent to you saying that there are suggested changes to the document and who made the changes.

When you open the document, an initial tab is added in the document’s right-hand margin of the document on the same line where any changes are located.

Note: If you had added or changed a markup box and that box was modified by another signer, your initials from your previous change are removed from the document. However, the information about the change is retained in the document history.

In the following example, one signer changed the time period from “one year” to …

Text to change six months by placing the markup box on the text, adding “six months” and initialing the change.

Markup box Markup box initial tag

• If you agree with the change, you can initial the change to complete the document.

• If you don’t agree with the change, you can make a change to the information in the markup box, add a new markup box, or decline to sign the document. If you make a change or add a new box, you must initial the change or addition.

After initialing any changes or making changes, complete signing the document normally. The envelope is sent to the next recipient and, if there were changes, an email is sent to recipients that previously completed the document.

These changes and counter-changes can go back and forth until all recipients agree to the changes or someone declines to sign the document. All of the changes are recorded in the document history.

See reviewing envelope history for information on accessing the history of an envelope.


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Using the Field Markup Feature

There may be times when you want to be able to negotiate small changes to certain aspects of your documents with other signers during the online signing process. For example, a sender and signer may want to propose changes to a closing date or some other small change in the document.

Using the DocuSign Field Markup feature, a sender can allow certain field content to be edited through DocuSign, while managing approval initials from all signers for the changes and maintaining a secure audit trail of the changes.

When Field Markup is enabled for a field, changes made by one recipient can be reviewed and approved by all recipients. Recipients that signed a document before the changes were made are given a new opportunity to review and approve the changes before any document is finalized.

Note: The Field Markup feature is only supported in the Advanced Workflow Module. Your account may not support this option. To access this functionality, contact your Account Manager or DocuSign

Service ( [email protected]

) for assistance.

Enabling Field Markup

Only the Data Field, Check Box, Radio Button, and Drop Down tags can be enabled for Field Markup.

The process for sending an envelope with Field Markup is similar to the normal process for sending an envelope. The changes to the normal process are described in the following procedure.

1. Create a new envelope. Add documents, recipients, Email Subject and Email messages, and

Envelope Settings normally.

Note: You might want to add a note to your recipients informing them that they can use the field mark up feature.

2. Add tags for recipients normally.

To enable the tags for markup, drag and drop the tag onto the document and open the Properties dialog box.

Select Allow All To Edit

• Select Allow All To Edit to enable the tag for markup and collaboration.

By default, Require Initial is also enabled when a tag is enabled for markup. This requires that signers that have already completed signing must review any changes to this field and initial the change to complete the envelope.

• Complete the remaining properties for the tag and click Apply to save the changes.

Continue to add other tags as needed.

3. After tags are added, complete sending your envelope normally.


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Your recipients receive the request to sign a document and, during the signing process, they have the option to use field markup.

Using Field Markup in a Document

When the recipient reaches the tag (Data Field, Check Box, Radio Button, or Drop Down tag) enabled for editing, either by clicking Next or by clicking in the field, and makes a change to the information, a small tab appears to the right of the field. This indicates that changing the field information requires initialing the change. The initial tab is placed in the right-hand margin of the document.

An example of this is shown below, with the small tab indicating that changes to the field must be initialed by the signer making the change.

After making a change to the field, the recipient initials the change and completes signing the document.

The document is then sent to the next recipient and to signers that have already completed signing.

Reviewing a Document with Field Markup Changes

If another recipient makes changes to a document you have signed by changing information in a tag, an email message is sent to you saying that there are suggested changes to the document and who made the changes. When you open the document, an initial tab is added in the document’s righthand margin on the same line where any changes are located.

Note: If you had previously made a change to a tag and that tag was modified by another signer, your initials from your previous change are removed from the document. However, the information about the change is retained in the document history.

Your initial tab

Initials of the person that made the change

• If you agree with the change, you can initial the change to complete the document.

• If you don’t agree with the change, you can make a change to the information in the field or decline to sign the document. If you make a change, you must initial the change.

After initialing any changes or making changes, complete signing the document normally. The envelope is sent to the next recipient. If a change was made and Require Initial was selected for the field, an email is sent to signers that have already completed signing so they can initial any changes.

These changes and counter-changes can go back and forth until all recipients agree to the changes or someone declines to sign the document. All of the changes are recorded in the document history.

See reviewing envelope history for information on accessing the history of an envelope.


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Using Conditional Fields

There might be times when the information shown to recipients or information they need to enter should change based on how the recipients respond to a different field. For example, if a recipient indicates that they have different shipping and billing addresses, you will want to collect both addresses in your document or if a recipient selects a certain service option, you might want to display the price for that option.

Using DocuSign

®

conditional fields you can create dynamic documents that allow customers to make choices that modify content and signing locations, helping to optimize the signer’s experience.

Note: The conditional fields feature is only supported in the Advanced Forms & Data Module. Your account may not support this option. To access this functionality, contact your Account Manager or

DocuSign Service ( [email protected]

) for assistance.

How it Works

When a recipient opens a document with conditional fields and changes information for the tag associated with a conditional field (for example: the recipient selects an option, enters text, signs/initials an optional tag, etc.), it triggers a change to the conditional field causing it to appear or disappear in the document.

The DocuSign tag used to trigger the change to conditional fields is referred to as the Parent Tag.

The Parent Tag can trigger any number of conditional fields based on the information entered or changed in the Parent Tag; this is referred to as the Parent Value. A tag that is active as a conditional field can even be used as a Parent Tag for another tag conditional field. However, only certain

DocuSign tags can be used as Parent Tags. The tags and the values used to trigger conditional fields are listed below:

Tag used as parent tab Values used to activate a conditional field

Optional Signature

Optional Initial

Data Field

Check Box

Signed or Not Signed

Initialed or Not Initialed

Specific text entered, or any text entered, or no text (blank)

Checked or Not Checked

Radio Button group

Drop Down

The Value text in the Properties window for each group button

Any value in the list

Conditional fields do not have to be used to enter additional data; they can be used to display additional information. For example, a conditional field could be a locked Data Field tag that shows information text when a particular option is selected.

Adding Conditional Fields to a Document

The process for turning a tag into a conditional field is similar to the normal process for creating an envelope and adding tags. The changes are described in the following procedure.

5.

Create a new envelope. Add documents, recipients, Email Subject and Email messages, and select any Envelope Settings normally.

6.

7.

Add the tags normally.

To enable a tag as a conditional field:

• Select, or place, a tag and then open the Properties dialog box for the tag.


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• Expand the Conditional Fields section and select the Parent Tag. This is the tag that activates the conditional field.

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Select Parent Tag

Select Parent Value

• Select the Parent Value for the Parent Tag. This is the value that activates the conditional field.

For example, if you select a Check Box tag as the Parent Tag, you can select Checked or Not

Checked as the Parent Value.

If the Parent Tag is a Data Field tag an additional text field is shown below the Parent Value.

You can select the Parent Value of Specified Text and then type the specific text that must be entered to activate the conditional field in the field below the Parent Value. Alternately, you can select a Parent Value of Any Text and leave the text field blank.

• Finish filling out the remainder of the tag properties, click Apply to save the information.

8.

9.

Repeat step 3 to add and enable additional conditional fields.

Complete sending the envelope normally.

What your Recipient Sees

When the recipient receives the envelope and starts the signing process the tags appear normally. If the recipient changes information in a tag (selects an option, enters text, signs/initials an optional tag, etc.) associated with conditional fields, it triggers a change to the conditional fields causing them to appear or disappear in the document.

Example 1 - New Information Conditional Field: The Enterprise Wide License Agreement drop down list is associated with an information conditional field and initial tag. When the recipient selects an option from the drop-down list …

Recipient selects an option from the list.

The information conditional field and initial tab appear. In this example the conditional field is a locked Data Field tag pre-filled by the sender and used to display information to the recipient.


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The conditional fields appear.

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The recipient completes filling out the remaining tags and signing the document.

Example 2 - New Conditional Data Field: The Enhanced Support Purchases checkbox is associated with a conditional Data Field tag that requests the recipient’s phone number. When the recipient selects the check box tag …

Recipient selects an option associated with a conditional field

The conditional phone number data field tag appears and becomes active for the recipient to complete.

The conditional field appears and can be filled out.

The recipient completes filling out the remaining tags and signing the document.

Adding Concealed Fields

There might be times when you need to hide sensitive information, such as a credit card number or

Social Security number, in a document. Using the concealed field feature, you can conceal 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.

The information in the field can be retrieved after the envelope is completed by viewing the Form Data for the envelope.


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Only the Data Field tag can be enabled as a concealed field. The process for sending an envelope with concealed fields is similar to the normal process for creating an envelope and adding fields. The changes to the normal process are described in the following procedure.

1. Create a new envelope. Add documents, recipients, Email Subject and Email messages, and select any Envelope Settings normally.

2. Add tags normally.

To add a concealed field, select the recipient that will add the information needing to be concealed.

• Drag and drop a data field tag from the tag palette onto the document. Open the Properties dialog box for the tag.

• Type a name for the data field in Label. It is important that you give the field an easily identifiable name, since the name is used to identify the field associated with value entered into the concealed field when the data is retrieved.

• If needed, select a Mask for the data field and, if needed, add any Regex Pattern and

Validation Error information.

• Select the Hide value as asterisk *** check box to enable the conceal field feature for this tag.

Important: When this option is selected, the Allow All to Edit option cannot be used.

Select to conceal the field characters.

• Click Apply.

3. Complete sending your envelope normally.

What Recipients See

When a recipient associated with the concealed field first opens a document, the field appears as normal. After information is entered into the field and the recipient goes to the next field, the information is hidden using asterisks (*) in place of the real data. The sample screenshot below shows how a concealed field appears.

The information in the concealed field is hidden from all other recipients and the signer. It can only be

retrieved after the envelope is completed by viewing the Form Data for the envelope. See Collecting

Envelope Form Data for information on how to view and download concealed field data.


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Using the Fax Out for Signature Feature

There might be times when you need to send documents to a signer that can only accept a fax, but you want to track this through your DocuSign account.

DocuSign can help you manage signatures and transactions across any type of device including fax machines. Fax Out for Signature lets you simply select 'fax' as a delivery option, provide the fax number and let DocuSign execute through completion.

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Note: The Fax Out for Signature feature is supported in DocuSign for Real Estate, Professional and Enterprise plans. To access this functionality, contact your Account Manager to upgrade your account.

If you have a DocuSign Enterprise plan and cannot access this feature, it might not be enabled for your account. Contact your Account Manager or DocuSign Service ( [email protected]

) for assistance.

How it Works

When the Fax Out for Signature feature is enabled for an account, a new column, named Delivery, is added to the Recipients and Routing section of the prepare envelopes page. The Delivery list is used to select the delivery method, Email or Fax, for the recipient. When Fax is selected, the recipient’s fax number is entered in the Email/Fax field. Additionally, any email note added for a fax recipient is added to the fax cover sheet sent to the recipient.

When an envelope is sent to a fax recipient, DocuSign adds a fax cover sheet to the envelope and then faxes the envelope to the recipient’s fax number. The recipient fills in the appropriate information and signs the faxed documents. Then the recipient uses the return cover sheet to fax the completed documents back to DocuSign. When DocuSign receives the documents, the documents are attached to the envelope and the envelope is completed or sent to the next recipient in the routing order.

For a Carbon Copy recipient, the fax cover sheet and documents are just sent to the recipient’s fax number.

The fax operation has a built-in retry logic. If the fax number is busy or rings 10 times without being answered, the system tries to resend the fax 3 minutes later. If that attempt fails, it will try again 5 minutes later and, if that attempt fails, it will try 10 minutes later. If the number is busy or rings 10 times for all three attempts, the fax is considered to have failed. The sender can use Correct to edit the fax number and resend the envelope or just resend the envelope.

If the system gets a voice answer during any fax attempt, the fax is considered to have failed. The sender can use Correct to edit the fax number and resend the envelope or just resend the envelope.

Fax Out for Signature Restrictions and Notes

The following restrictions and notes apply to the Fax Out for Signature feature:

• The recipient of the fax must be the only recipient in the particular routing order. This prevents potential problems with the workflow.

• Signer Authentication (Access Code, ID Check, Phone authentication, Social ID/Live ID authentication) cannot be used for the fax recipient.

• Document Visibility cannot be enabled for envelopes sent with the Fax Out for Signature feature.

• Tags assigned to the fax recipient are ignored.


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• Recipients with an Action of Manage envelope, Address recipients or Manage envelopes that are in a routing order before a fax recipient cannot change the Delivery or Fax Number for the fax recipient.

• The fax recipient cannot be changed using Correct after the envelope is sent. Fax recipients cannot be corrected if they are in the current routing UNLESS the fax delivery fails. Fax recipients later in the routing CAN be edited after the envelope is sent.

Sending an Envelope with the Fax Out for Signature Feature

Note: The options and screens shown in your browser might be different from those shown in this guide depending on your account type and options. If you have questions about the options available for your account, contact your Account Manager or DocuSign Service

( [email protected]

) for assistance.

The process for sending an envelope with a fax recipient is similar to the normal procedure for sending documents for electronic signatures. The differences are explained in this procedure.

1.

2.

3.

Create a new envelope.

Add documents to the envelope normally.

Add recipients normally. When you are ready to add a fax recipient:

• Type the name for the fax recipient and click Add Signer or Add CC.

• In the Delivery list, select Fax.

• Type the recipient’s fax number in the Email/Fax field.

Note: If the recipient is in your Address Book and has a Fax number entry, the fax number is automatically added for the recipient.

• If you have multiple recipients for the envelope, each fax recipient must be in a different routing order.

To change the 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.

4.

5.

Repeat step 3 for any additional recipients.

Type an Email Subject for the envelope (the subject is limited to 100 characters). Optionally, you can add a custom note for a recipient. The note for a fax recipient is added to the fax cover sheet.

To add a note:


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• 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.

6.

Add Envelope Settings and tags normally.

Note: Any tags assigned to a fax recipient are ignored and do not appear in the faxed documents.

7.

Send the envelope.

The envelope is sent to any recipients in the normal routing order. When the routing 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 routing order.

Adding Fax Recipients to a Template

The process for creating a template with a fax recipient is similar to the normal procedure for creating a template. The differences are explained in this procedure.

1.

Create a new template, add the Template Summary information and documents.

2.

Add a Recipient Roles normally. When you are ready to add a fax recipient:

•

•

Type the name for the fax recipient and click Add Signer or Add CC.

In the Delivery list, select Fax.

•

•

•

Optionally, type the recipient’s fax number and name.

Optionally, set the actions the template sender cannot take with the recipient role.

If you have multiple recipients for the envelope, each fax recipient must be in a different routing order.

To change the 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.

3.

4.

Repeat step 2 for any additional recipient roles.

Type an Email Subject for the envelope (the subject is limited to 100 characters). Optionally, you can add a custom note for a recipient. The note for a fax recipient is added to the fax cover sheet.

To add a note:

• 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.


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

5.


Note: Any tags assigned to a fax recipient are ignored and do not appear in the faxed documents.

6.

Save the template.

Fax Out History Events and Certificate of Completion Information

For fax recipients, DocuSign records additional information in the envelope history and Certificate of

Completion.

The following additional events are recorded in the envelope history:

• When the outbound fax is sent, the Action is set to Sent Invitations and the Activity shows the invitation was sent to the recipient with the recipient’s fax number (instead of an email address).

Example: [Sender Name] sent an invitation to [Recipient Name] [Fax Number].

• When the fax is received from the signer, the Action is set to Received Fax and the Activity shows the recipient that returned the fax.

Example: Fax received from [Recipient Name] that contains paper with hand signature.

• If the fax delivery fails, the Action is set to Fax Failure recorded and the Activity shows the failure information.

Example: [Sender Name] invitation to [Recipient Name] [Fax Number] failed.

The following information is recorded in the Certificate of Completion:

• In the Recipient Information section for the outbound fax recipient, the recipient’s fax number is displayed instead of recipient’s email address.


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• The Security Level for the outbound fax recipient shows “Fax” instead of “Email”.

Recipient fax number

Fax Security Level

Requesting Documents from your Recipients

Using the DocuSign Service, you can request supporting documents from your recipients and allow them to provide those documents by fax or upload as an attachment to the DocuSign envelope during the signing process.

Note: Signer Attachments are part of the Advanced Workflow module. To access this functionality, contact your Account Manager to upgrade your account. If your account has the

Advanced Workflow module, but you cannot access this feature, it might not be enabled for your account. Contact your Account Manager or DocuSign Service ( [email protected]

) for assistance.

The process to request that a recipient provide supporting documents is similar to the standard procedure for sending documents for electronic signatures. The additional steps to request a document are shown in this procedure.

1.

Create a new envelope. Add documents, recipients, Email Subject and Email messages, select any Envelope Settings, and add tags to the documents normally.

Note: DocuSign recommends that you add a note for the recipient providing information and instructions about the documents they need to provide.

2.

Select the recipient that will provide the document. Click and drag a Signer Attachment tag onto the document.

Modify the Properties for the tag as needed.


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Repeat this step to add additional document requests.

Note: In order to add multiple Signer Attachment tags, the Allow Multiple Signer Attachments option must be enabled for your account. To access this functionality, contact your Account

Manager or DocuSign Service ( [email protected]

) for assistance.

3.

Complete sending your envelope normally.

When your recipient opens the envelope, the note with instructions on how to provide the specified attachment is shown.

See the Signer Attachments section for information about what your recipient sees and the actions

they can take.

Allowing your Recipients to Sign On Paper

Rather than signing documents electronically, some recipients prefer to sign using pen on paper.

Using the DocuSign Service, you can allow those recipients to sign on paper and then provide the document by fax or upload it as an attachment to the DocuSign envelope during the signing process.

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.

The process for enabling a recipient to sign on paper is similar to the standard procedure for sending documents for electronic signatures. The additional steps are shown in this procedure.

1.

Create a new envelope. Add documents, recipients, Email Subject and Email messages normally.

2.

In the Envelope Settings section, select Allow recipient(s) to sign on paper. This allows the recipient to use the sign on paper option.

Select Allow recipient(s) to sign on paper.

3.

Add tags to the envelope and complete sending your envelope normally.

Your recipient receives the request to sign a document electronically and they are able to select the Sign on Paper option.

You will receive an email notification when all signers have completed signing.

See the Sign On Paper Option section for more information about what your recipient sees and the

actions they can take.

Sending for In Person Signing

The In Person Signing feature lets you use the DocuSign

®

Service for electronic signatures even if the signer does not have access to email or a computer.

With the In Person Signing feature you set up an envelope normally, but assign it to a DocuSign user who will act as a Signing Host for the process. The signer goes to the same physical location as the signing host; the host then initiates the signing process and then helps the signer complete the electronic documents. After completing the process, the documents can be saved and printed as needed.


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Note: The In Person Signing feature is only supported in DocuSign Workgroup and Enterprise plans. Your account may not support this option. To access this functionality, contact your


) for assistance.

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How it Works

In today’s busy business environment, there are many times when your customers will be visiting your office or you will be visiting them and you want to get their signature during that visit. For a normal

DocuSign envelope, you meet with your customer, after the meeting, you create and send the envelope to your customer and then they would sign the documents when they have access to their email.

With In Person Signing, the whole transaction can be completed face-to-face. You can create an In

Person envelope during your meeting, assign yourself as the signing host, start the session and guide your customer through the signing process, completing the whole process during the meeting. After signing, the envelope documents can be saved, emailed to your customer and printed as needed.

Creating and Sending an Envelope for In Person Signing

The process for setting up in person signing is similar to the standard procedure for sending documents for electronic signatures. The steps that are different from the normal process are shown in this procedure.


2. In the Recipients and Routing section, add the signing host and signer information.

• Type the email address and name for the signing host and click Add Signer or Add CC. The signing host is added to the recipient list.

IMPORTANT: The signing host must have a DocuSign account.

• In the Action list, select Sign in person. The Signer Name field appears.

• Type the name of the signer in the Signer Name field. This is the legal name the signer uses for signing documents.


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Signing Host information

Signer Name goes here

3. Optionally, select Authentication Options (Phone Authentication, ID Check and Access Code) for the signing host.

Note: If your account is set up to require an ID Question, the system automatically asks the signing host to type the information into the system before starting the signing process. This information is saved and viewable in the Certificate associated with the completed envelope.

Contact your Customer Administrator to determine if there is an ID Question associated with in person signing for your account. If you are an individual user, you are the Customer Administrator and can adjust the question yourself by going to Preferences and then Features.



The email notification with the signing request is sent to the signing host. The host can open the email and initiate the signing process when the signer is available.

See the Conducting an In Person Signing Session section for more information about what the signing

host and signer see and the actions they can take.

Using the Sign In Each Location Feature

Normally envelope signers adopt a signature style or write (draw) a signature once when signing documents. However, there might be situations where you need a signer to write their signature and initials in each signature and initial tag. Using the Sign In Each Location option, senders can require signers to draw their signature online either during signature adoption or for every signature.

How it Works

When the Sender can set Sign in Each Location feature is enabled, the sender can select to have a signer write their signature and initials in each Signature and Initial tag. This is selected as an option from the Identify list when adding recipients to an envelope.

When the signer opens the envelope and reaches a signature or initial tag, the signer is asked to draw his or her signature or initials instead of adopting a signature style. This is repeated for each signature or initial tag in the envelope.

The envelope history and Certificate of Completion notes when Sign In Each Location is used for a signer. The Certificate of Completion does not have images of the signer’s signatures and initials.

Sending an Envelope with Sign in Each Location

Important: Signers must have a browser that supports HTML5 to write their signature in each signature tag. If the signer does not have an HTML5 browser, they will see a message informing them that they cannot open documents for signing because their browser does not support

HMTL5.


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The process for sending an envelope with Sign in Each Location is similar to the normal procedure for sending documents for electronic signatures. The differences are explained in this procedure.

1.


2.

Add documents normally.

3.

Add recipients normally. When you are ready to add a recipient that must sign in each location:

• Type the name and email address for the recipient and click Add Signer.

• Select Sign In Each Location from the Identify list.

4.

5.

6.

Repeat step 3 for any additional recipients.

Optionally, type an Email Subject for the envelope and add a custom note for recipients.


Note: Free-Form Signing cannot be used if a signer must Sign in Each Location.

7.

Send the envelope.

If a signer that is required to write their signature attempts to view an envelope, but does not have an HTML5 browser, it is recorded in the envelope history and the envelope status remains as

“Sent” and does not change to “Delivered.”

Sending for Free-Form Signing

You can send documents without tags that indicate to your recipients where they should sign, initial or add information in the document. Signing without the assistance of tags is called Free-Form Signing.

Sending an envelope for free-form signing is done in the same way as sending an envelope for guided signing, except you do not add any tags to the documents in the envelope.

When recipients open documents sent for free-form signing they can place tags in the document as needed. Recipients use the + menu at the top of the signing page to add tags (Signature, Initial, My

Name, My First Name, My Last Name, My Email Address, Company, Title, Date Signed, Text, or

Checkbox) to the documents.

To add a signature, initial or other information to a document, the recipient clicks the + menu, selects the appropriate tag (a Signature, Initial, My Name, My First Name, My Last Name, My Email Address,

Company, Title, Date Signed, Text, or Checkbox) and then clicks the appropriate location in the document to place the tag.


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When the recipient places a Signature or Initials tag, they are asked to adopt their signature and initials in the same way as guided signing.

The My Name, My First Name, My Last Name, My Email Address, Company and Title tags use pre-filled recipient information, but can be modified by the recipient. The Date Signed tag uses the current date.

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In cases where they need to add text into the document, they will click and drag a Text box to the document. After placing the Text box, they can type information directly into it.

The Checkbox places a selected checkbox on the document.

Recipients can reposition a tag by clicking on the tag to select it and then dragging is to a new location. They can resize a tag by clicking on it to select it and then dragging the corner of the tag. They can remove a tag from the document by clicking on the tag and then clicking the delete icon on the tag.

After the recipient has placed all the tags in the document, they click Finish to complete signing. The envelope is completed or sent to the next recipient.

The recipient has completed signing and a message stating that they have completed signing and the documents have been received is displayed.

They are given the option of downloading a PDF copy of the documents, print a copy of the documents or view the completed document.

Using the Bulk Recipient Feature

There might be situations that require a sender to send the same document to a large number of recipients. A typical example is an updated policy document that all employees must review and sign.

For these types of situations, you can use the Bulk Recipient feature to send the envelope.

With the Bulk Recipient feature, you simply create a file that contains the list of recipient names and email addresses, start an envelope, select your documents, add the Bulk Recipient file you created as a recipient, tag the documents and send the envelope. Once you send the envelope, DocuSign creates a separate envelope to each recipient in your Bulk Recipient file – eliminating the need to separately create and send an envelope for each signer.

Additionally, you can customize authentication (access code, ID check, phone authentication or social network IDs), add notes and other custom information for each recipient in the list by adding the information to the file.

The Bulk Recipient feature is only available to DocuSign Enterprise plans.

If your account is part of an Enterprise plan, but you cannot access this feature, it might not be enabled for your account. Contact your Account Manager or DocuSign Service

( [email protected]

) for assistance.

Building a Bulk Recipient File

The bulk recipient file must be formatted as a comma-separated values (CSV) file. You can build a bulk recipient file using most word processing, database, spreadsheet or text edit applications. The most common method is to use a spreadsheet such as Microsoft

®

Excel

®

.

Important: The recipients in a bulk recipient file are only assigned the Sign Recipient Action.

You must follow the rules below when building your 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.

• The characters: <, >, # or & cannot be used the file.

• Only certain field names are supported in the bulk recipient file.

Note: If you have previously used bulk recipient files in the DocuSign Professional Desktop

Client, portions of the files can be used with the web console bulk recipient feature. Refer to

the DocuSign Professional Desktop Client Bulk Recipient Files section for more information.

You must include columns 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. If you are cutting and pasting information into a new file, verify that no extra spaces are included in the pasted result, since this can cause errors in the new file. The list below shows the column headers supported in a bulk recipient file:

Name: The recipient’s name. This field and column is required.

Email: The recipient’s email address. This field and column is required.

Note: This is a note sent only to the recipient.

AccessCode: If blank, this 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. The possible values for this field are: Phone, ID Check, AnySocialID, and Live ID. The field value must match the information that appears in the Identity Check list for your account.

Phone and ID Check enable the normal phone and ID check authentication; the other values are used with social ID authentication. Your account must be configured to use the authentication method listed.

PhoneNumber: This column is only valid if Identification field is “phone”. The value for this field can be a valid telephone number or “usersupplied”. If “usersupplied” is used, the recipient supplies his or her own telephone number.

DocuSign Tag Name: You can add a column to set the values of DocuSign tags on documents in the envelope. The title of the column must be the same as the DocuSign tag

Label, as it appears in the tag Properties dialog box. The tag name is not case-sensitive. The values entered in this column are automatically inserted into the corresponding DocuSign tag for the recipient in the same row.


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Example: You are adding a tag with the recipient’s street address (tag Label is “address1”) and you want to pre-fill the tag when it is sent. Add a column with the column title “address1” and add the address information in the appropriate row for each recipient.

The following figure shows an example of a Bulk Recipient file in Excel.

Sending an Envelope with a Bulk Recipient

When you add a bulk recipient file to an envelope, you are replacing a single recipient entry with a file that contains many recipients. An envelope with a bulk recipient can also contain other individual recipients, but there can only be one bulk recipient file associated with an envelope. The recipients in a bulk recipient file can only be assigned a Sign Recipient Action.

The process for sending an envelope with Bulk Recipients is similar to the normal procedure for sending documents for electronic signatures. The additional steps are shown in this procedure.

Important: You cannot use Custom Envelope Fields with bulk recipients. Also, bulk recipients cannot be used with mobile sending, In-Person signing or as a recipient for agent managed envelopes.

1.

2.

3.


Add documents to the envelope normally.

If you want to add a recipient before the Bulk Recipient file recipients, add the recipient normally.

Reminder: You can add non-bulk recipients later and change the routing order as needed.

4.

Click Add Bulk Recipient. Select and upload the bulk recipient CSV file for the envelope.

5.

The file is uploaded and the information is shown in the Bulk Recipient List.

Note: If an error message is shown, refer to the Bulk Recipient File Errors section for more

information about the message.


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Review the information in the list. If it is correct, click Close and continue sending the envelope.

If the information in the list is not correct; click Close, correct the file, return to the envelope and click Edit Bulk Recipient. Select the corrected bulk recipient CSV file.

6.

A Bulk Recipient line is added to the Recipients and Routing list. You can open and view the Bulk

Recipient List by clicking the bulk recipient icon.

7.

8.

If you want to add a recipient after the bulk recipient file recipients, add the recipient normally.

Add the Email Subject, Email messages and select any Envelope Settings normally. Click Next to add tags.

9.

On the Add Tags page, select Bulk Recipient in the To line or Tag for: list and then click and drag a tag from the palette and drop it on the document.

Open the tag properties and modify the tag information as needed.

Reminder: When adding tags that have information in the bulk recipient file, ensure that the Label name used for the tag is the same as the one used in the file.

10.

After adding all the needed tags, you can Preview and Send the envelope normally.

The system sends a separate envelope to each recipient in the bulk recipient file. The envelopes are listed as separate envelopes in the Sent folder in the Manage tab.

If envelope information needs to be corrected, you will use the Correct feature for each individual envelope.


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Creating a Template with a Bulk Recipient

The process for creating a template with bulk recipients is similar to the normal procedure for creating a template. The additional steps are shown in this procedure.

Note: Templates with bulk recipients cannot be used with PowerForms.

1.

2.

Create a new template, add the Template Summary information and documents.

If you want to add a Recipient Role before the bulk recipient file recipients, add the role normally.

Reminder: The template can have multiple recipient roles, but you can only upload one bulk recipient file per template. You can add non-bulk recipients later and change the routing order as needed.

3.

Type the Recipient Role for the bulk recipients and click Add Bulk Recipient.

Select and upload the bulk recipient CSV file for the template.

Note: The bulk recipient CSV file can be changed by a user when sending the template.

4.

The file is uploaded and the information is shown in the Bulk Recipient List.

Note: If an error message is shown, refer to the Bulk Recipient File Errors section for more

information about the message.

Review the information in the list. If it is correct, click Close and continue creating the template.


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If the information in the list is not correct; click Close, correct the file, return to the template and click Edit Bulk Recipient. Select the corrected bulk recipient CSV file.

5.

6.

If you want to add a recipient or recipient role after the bulk recipient file recipients, add it normally.

Add the Email Subject, Email messages and select any Envelope Settings normally. Click Next to add tags.

7.

On the Add Tags page, select Bulk Recipient in the Roles line or Tag for: list and then click and drag a tag from the palette and drop it on the document.

Open the tag properties and modify the tag information as needed.

Reminder: When adding tags that have information in the bulk recipient file, ensure that the Label name used for the tag is the same as the one used in the file.

8.

After adding all the needed tags, you can Preview and Save the template normally.

Sending from a Template with Bulk Recipients

The process for creating a template with bulk recipients is similar to the normal procedure for creating a template. The additional steps are shown in this procedure.

1.

2.

Create a new envelope and upload the template you want to use.

Review the bulk recipient file attached to the template by clicking the Bulk Recipient icon.

The Bulk Recipient List is opened.


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• If the recipient information listed in the file is correct, click Close.

• If the information needs to be updated, click Close and click Edit Bulk Recipient. Select and upload the correct bulk recipient CSV file for the envelope.

3.


Bulk Recipient File Errors

If the bulk recipient file you want to upload has errors, the file is not uploaded and an error message is displayed. The error message displays the file row with the error and an error description. The messages are described below. The information in the brackets ([ ]) is a variable that changes with the error information.

• [Field]: Must not be blank. You must add a value to the field before the file can be used.

• [Field]: exceeds max length of [Value] chars. The provided value has too many characters.

The value must be shortened before the file can be used.

• You have exceeded the maximum number of 1000 recipients. The file has more than

1,000 recipients. A Bulk Recipient file can have a maximum of 1,000 recipients.

• [Field]: contains invalid characters. The value in the field has one or more of the following characters: <, >, # or &. The character must be removed before the file can be used.

• [Field]: invalid email format. The email format is not in the standard [email protected] format. The email must be corrected before the file can be used.

• [Field]: '[Value]' not a valid Identification. The value must be one of the identification

methods listed in the Building a Bulk Recipient File section.

• [Field]: account not configured for [Value]. Your account is not configured to use the listed recipient authentication method. Contact support if you feel this is an error.

• PhoneNumber: must contain valid phone. If the identification entered was “phone” the value for this field must be a valid telephone number or “usersupplied”.

• File must contain a [Column] column. The file does not contain the required Name or Email column. You must add this column before the file can be used.

• [Column] is not a supported column. The file contains a column that is not supported by the Bulk Recipient feature. You have probably tried to upload a DocuSign Professional desktop client file. See the following section for more information about the columns that are not supported in the Bulk Recipient feature.

DocuSign Professional Desktop Client Bulk Recipient Files

In some cases, Bulk Recipient files used with the DocuSign Pro desktop client can be used with the DocuSign web console. The DocuSign Pro fields that are NOT supported in the web console are: EnvelopeField, EnvelopeNumber, Subject, Message, RecipientNumber and IDCheck.

If one or more of these columns is in the uploaded file, the error message “[Column]] is not a supported column” is displayed.

If you are cutting and pasting from a DocuSign Pro bulk recipient file, verify that no extra spaces are included in the pasted result. This can cause errors in the new file.


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Using Document Visibility

There might be times when you need to send an envelope to several recipients, but you only want each recipient to see the documents they must sign, not all the documents in the envelope. This can be accomplished using the DocuSign

®

Document Visibility feature.

Document Visibility controls document access by limiting who can view documents in an envelope.

When Document Visibility is enabled, documents with DocuSign tags can only be viewed by signers that have a tag on that document. Recipients that have an administrative role (recipients with an

Action of Manage envelopes, Address recipients, Manage recipients, Receive a copy or Acknowledge receipt) can always see all the documents in an envelope, unless they are excluded when an envelope is sent. Documents that do not have tags are always visible to all recipients, unless they are excluded when an envelope is sent.

Note: The Document Visibility feature is supported in DocuSign Enterprise plans and in the

Advanced Workflow module. Your current account might not support this feature. To access this functionality, contact your Account Manager or DocuSign Service ( [email protected]

) for assistance.

How Document Visibility Works

Document Visibility allows the sender to create an envelope with multiple documents and limit the documents recipients can see. This way the sender only has to send one envelope with all the documents, rather than sending multiple envelopes with only a few documents.

For example, a sender needs to send three documents for signing. One document needs to be signed by both signers, while the other two just need to be signed by each of the signers. Instead of sending three envelopes, each with one document, the sender can send all of the documents in one

Smart Envelope.

The following figure provides an illustration of a simple Smart Envelope usage. In this example Signer

1 needs to sign Document A and B, while Signer 2 needs to sign Document B and C. The sender does not want Signer 1 to see Document C and Signer 2 does not need to see Document A.


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To accomplish this Document Visibility is enabled for the account, the sender creates an envelope with all three documents, places signature tags for Signer 1 on Document A and B, places signature tags for Signer 2 on Document B and C, and then sends the envelope. When Signer 1 receives the envelope, only Document A and B are visible and can be signed. When Signer 2 receives the envelope, only Document B and C are visible and can be signed.

Recipients that have an administrative role (recipients with an Action of Manage envelopes, Address recipients, Manage recipients, Receive a copy or Acknowledge receipt) can always see all the documents in an envelope, unless they are excluded when an envelope is sent. Documents that do not have tags are always visible to all recipients, unless they are excluded when an envelope is sent.

If Document Visibility is enabled for your account by DocuSign, customer administrators can set the

Document Visibility option for the account. Check with your local administrator to see which option is available for your account.

Using Document Visibility in an Envelope

The process for using Document Visibility is similar to the normal process for creating and sending an envelope. The changes to the normal process are described in the following procedure.

1. Create a new envelope. Add documents, recipients, Email Subject and Email messages normally.

2. Optionally, in the Envelope Settings section, select Must be a signer to view signed

documents, to enable Document Visibility for the envelope.

Note: This action is only available if one of the “Sender Can Set …” Document Visibility options is selected for your account. If Document Visibility is enabled for your account but one of those options is not selected, Document Visibility is automatically used for any envelopes you send.

Enable Document Visibility

3. Click Next to go to the Add Tags page. Add DocuSign tags to the envelope normally.

Note: If Document Visibility is enabled, all Signers must have a tag assigned. Free-Form signing is not allowed.

4. If Document Visibility is enabled for the envelope, click the View/Modify Document Visibility link at the bottom center of the console to adjust recipient document visibility.

The Document Visibility grid shows the documents in the envelope across the top of the grid and the envelope recipients on the left side of the grid. The row for each recipient shows if the document is visible to the recipient or hidden from the recipient. If the listed visibility (Visible or

Hidden) has a block around it, the visibility status can be changed by clicking on the status.


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Note: If a Signer has a tag on a document, that document is always visible for that Signer and the document visibility is locked and cannot be changed. If there are tags on a document and none of the tags are associated with a Signer, that document is hidden for that Signer and the document visibility is locked and cannot be changed.

Recipients

Documents

Locked Visibility

Adjustable Visibility

Example: in the figure above, Signer Dave Dollar has tags on Document 1 and 2, but not on

Document 3. So, when signing, Dave Dollar will see Document 1 and 2, but not Document 3.

Document 4 does not have any tags, so the visibility can be adjusted for all recipients.

Click Done to close the Document Visibility grid and save any visibility changes.

5. Complete sending the envelope normally.

Your recipients receive email invitations normally. However, they will only be able to see documents that have tags assigned to them or that do not have any tags and are set to be visible.

Using Document Visibility in a Template

The process for using Document Visibility in a template is similar to the normal process for creating a template. The changes to the normal process are described in the following procedure.

1. Create a new template. Name the template and share as needed. Add documents, recipient roles, Email Subject and Email messages normally.

2. Optionally, in the Envelope Settings section, select Must be a signer to view signed

documents, to enable Document Visibility for the template.

Note: This action is only available if one of the “Sender Can Set …” Document Visibility options is selected for your account. If Document Visibility is enabled for your account but one of those options is not selected, Document Visibility is automatically used for any templates you create.


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Enable Document Visibility

3. Click Next to go to the Add Tags page. Add DocuSign tags to the template normally.

Note: If Document Visibility is enabled, all Signers must have a tag assigned. Free-Form signing is not allowed.

4. If Document Visibility is enabled for the template, click the View/Modify Document Visibility link at the bottom center of the console to adjust recipient document visibility.

The Document Visibility grid shows the documents in the template across the top of the grid and the recipient roles on the left side of the grid. The row for each recipient role shows if the document is visible to the role or hidden from the role. If the listed visibility (Visible or Hidden) has a block around it, the visibility status can be changed by clicking on the status.

Note: If a Signer has a tag on a document, that document is always visible for that Signer and the document visibility is locked and cannot be changed. If there are tags on a document and none of the tags are associated with a Signer, that document is hidden for that Signer and the document visibility is locked and cannot be changed.

Recipient Roles

Documents

Locked Visibility

Adjustable Visibility

Example: in the figure above, the first signer has tags on Document 1 and 2, but not on

Document 3. So, when signing, that signer will see Document 1 and 2, but not Document 3.

Document 4 does not have any tags, so the visibility can be adjusted for all recipients.


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Click Done to close the Document Visibility grid and save any visibility changes.

5. Complete the template normally.

Using Check Boxes and Radio Buttons

When adding fields to a document, there might be times when you want to let your recipient select options on the document and you might not be sure if you should use check boxes or radio buttons for the options.

This section provides information on when to use check boxes and radio buttons in a document. It also provides procedures for adding check boxes and radio buttons, including how to group radio buttons, to a document.

When to use Check Boxes and Radio Buttons

Use the following guidelines to help determine when to use check boxes or radio buttons in a document:

• Use check boxes in situations where a recipient can select one or more options from a list of options. Check boxes can also be used in cases where you just need a simple way to have a recipient select a single option.

• Use radio buttons in situations where a recipient can only select one option from a list of options.

You can have both check boxes and radio buttons in the same document. Check boxes can be placed individually or in groups, while radio buttons should only be placed in groups.

Note: Depending on how your document is laid out, you might want to use a Drop Down tag instead

of a group of radio buttons. See the DocuSign Tag Information section for more information about

Drop Down tags and other tags.

Example: Check Box and Radio Button usage

In the following document, the recipient should only check one box in section C, while they can check all boxes that apply in section D.

Select only one

Select all that apply

When using the form in DocuSign:

• For section C, add a group of two radio buttons, so that the recipient only selects one option.

• For section D, add two check boxes, so that the recipient can select one, two or no options.


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Adding Check Boxes

Adding check boxes to a document is a normal part of sending documents for electronic signatures.

Check boxes appear in documents as square boxes.

99


2. Start to add the tags normally.

3. Drag a Check Box tag to the document and drop it on the document.

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

5. Change the Label, add a Tool Tip or modify other properties for the Check Box.

Note: If there are multiple check boxes in the document that have the same Label, selecting or clearing one check box will automatically select or clear all the other check boxes with the same

Label.

6. Click Apply to save the button information.

Note: If your DocuSign plan supports Custom Tags, you can save the Radio button as a custom tag by clicking Save as Custom.

7. Optionally, you can place a checkmark in the Check Box to be checked by clicking on the check box in the document.

8. Repeat steps 3 – 7 to add more check boxes.

9. Finish adding any other tabs and send the envelope.

Adding and Grouping Radio Buttons

Adding radio buttons to a document is a normal part of sending documents for electronic signatures.

Radio buttons, also referred to as option buttons, appear in documents as round buttons.


2. Start to add the tags normally.

3. Drag a Radio Button tag to the document and drop it on the document.

4. Click on the Properties icon adjacent to the Radio Button tag to open the Properties dialog box for the tag.


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Type the Group name

Type a Value for the selection

5. Type a name for the radio button Group. The Group name is used to join together multiple radio buttons in the same group. A recipient can only select one radio button in a group.

6. Add the Value for the Radio Button. This is the value that appears in the form data for the document if the radio button is selected.

7. Modify any other properties for the Radio Button tag.

8. Click Apply to save the button information.

Note: If your DocuSign plan supports Custom Tags, you can save the Radio button as a custom tag by clicking Save as Custom.

9. Drag another Radio Button tag to the document and drop it on the document.

10. Open the Properties window for the Radio Button.

Type the same Group name as the first radio button. Modify any other properties for the tag.

11. Click Apply to save the button information.

12. Repeat steps 9 – 11 to add any other buttons to the group.

13. Optionally, after adding all the buttons for a group, you can select one radio button for the group by clicking on the radio button. The recipient can still select a different option, unless the Locked form field option is selected.

14. Finish adding any other tabs and send the envelope.

Using the Accessibility Support Feature

DocuSign is committed to providing our high quality solution in a manner that is accessible to all individuals, regardless of their abilities. To help meet this goal, DocuSign has incorporated an

Accessibility Support feature.

The accessibility support feature permits screen reader applications to read instructions, envelope documents, and DocuSign tags. This allows blind and visually impaired signers to act on the tags and complete signing.


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Note: The accessibility support feature is available to all DocuSign plans, but must be enabled for your account. To access this functionality, contact your Account Manager or DocuSign Service

( [email protected]

) for assistance.

How it Works

DocuSign’s accessibility support feature allows your blind and vision impaired customers the flexibility of signing documents online. The feature works with screen readers to provide an audio version of the documents in an envelope and the DocuSign tags. The accessibility support feature has been tested with the NonVisual Desktop Access (NVDA

©

) open source screen reader, but should work with other screen readers.

With the accessibility support feature, senders can specify the order in which document text is read to the signer. The order of text reading is set by creating numbered reading zones on envelope documents while adding tags in the DocuSign web console. The reading zone numbers set the order in which the document text is read. DocuSign tags within a reading zone are read from left to right and top to bottom.

When the recipient opens the envelope and they have a screen reader installed, they are asked if they want the screen reader to read the documents and tags. Then on the first pass through the documents, only the text and DocuSign tags contained in reading zones is read to the signer. On the second and subsequent passes, all blank required DocuSign tags are read to the signer. Text that is not in a reading zone is never read.

Example: The following diagrams show two documents with reading zones and DocuSign tags added to the document. In the diagrams, the blue outlined areas represent reading zones and the yellow boxes are DocuSign tags.

Example 1 Example 2

In Example 1, on the first pass the reading order will be reading zone 1, including tag 1, tag 2 and tag

3. Then reading zone 2; including tag 4 and tag 5. Then finally reading zone 3 with tag 6. On the second pass, the blank required tags are read in order and tag 7 will be the final tag read.

In Example 2, the reading order will be reading zone 1; including tag 1, tag 2 and tag 3. Then reading zone 2 with tag 4 and finally reading zone 3 with tag 5. On the second pass, only the blank required tags are read in order.


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Sending an Envelope with Accessibility

The process for sending an envelope with accessibility is similar to the standard procedure for sending documents for electronic signatures. The additional steps to set up the reading zones are shown in this procedure.

1.

Create a new envelope. Add documents, recipients, Email Subject and Email messages, and then select any Envelope Settings. Click Next to add tags.

2.

Select your recipients and add tags normally.

When editing tag Properties, the text entered in the Label field is what the screen reader application reads to describe the action needed for the tag. It is important that the label text is descriptive, so the recipient understands the action needed when the tag is read by the screen reader.

3.

After adding tags, place the screen reader zones to the document. Screen reader zones are blocks of text and tags that will be read together by the recipient’s screen reader.

In the Tagging Toolbar, click the Create Reading Zones button.

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Place your cursor crosshair where you want to start the reading zone and then click and drag the cursor to place a box around the text and tags for this reading zone.

After placing the reading zone, a numbered box appears adjacent to the reading zone. The number is the order in which the screen reader will read the reading zones.

• You can change the order number for a reading zone by clicking on the Properties icon for the zone and typing a new number.

• You can adjust the size of the reading zone by placing your cursor on the lower right edge of the zone, click and drag your cursor to change the size of the zone.

• You can move the reading zone by placing your cursor over the reading zone, click and drag the zone to place it in the correct location.

• You can delete a reading zone by dragging it off the screen.

4.

5.

Repeat step 3 to add more reading zones to the document.


Note: The Preview function does not allow for use of a screen reader to check the reading zones.


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Creating a Template with Accessibility

The process for creating a template with accessibility is similar to the normal procedure for creating a template. The additional steps are shown in this procedure.

1.

2.

Create a new template; add the Template Summary information and documents.

Add the Recipient Role information, the Email Subject, Email messages and select any Envelope

Settings normally. Click Next to add tags.

3.

Select your recipients and add tags normally.

When editing tag Properties, the text entered in the Label field is what the screen reader application reads to describe the action needed for the tag. It is important that the label text is descriptive, so the recipient understands the needed action when tag is read by the screen reader.

4.

After adding tags, place the screen reader zones to the document. Screen reader zones are blocks of text and tags that will be read together by the recipient’s screen reader.

In the Tagging Toolbar, click the Create Reading Zones button.

Place your cursor crosshair where you want to start the reading zone and then click and drag the cursor to place a box around the text and tags for this reading zone.

After placing the reading zone, a numbered box appears adjacent to the reading zone. The number is the order in which the screen reader will read the reading zones.

• You can change the order number for a reading zone by clicking on the Properties icon for the zone and typing a new number.

• You can adjust the size of the reading zone by placing your cursor on the lower right edge of the zone, click and drag your cursor to change the size of the zone.

• You can move the reading zone by placing your cursor over the reading zone, click and drag the zone to place it in the correct location.

• You can delete a reading zone by dragging it off the screen.

5.

6.

Repeat step 4 to add more reading zones to the document.

Complete and save the template.


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Exporting Reading Zone Information

1.

2.

3.

Exporting reading zone information allows you to use the accessibility support feature when sending through the API (this feature is supported in both the DocuSign SOAP and REST APIs). The reading zone information can be exported from a template. When sending through the API, you must use the same documents, recipients and tags as the original template.

Open the template from which you want to export the reading zones.

Click Next to go to the tagging page.

In the Tagging Toolbar, click the Export Reading Zones button.

The Reading Zone Data dialog box is displayed.

Copy and save the encoded information in the Reading Zone Data dialog box. This information is what is used when sending from the API.

4.

Optional: Because the document, recipient and tag information for the envelope sent through the

API must match the information original template, DocuSign recommends that you export the template information and use that information in the API.

To export the template information:

• From the DocuSign web console Manage tab, find template with the exported reading zones.

• Select the template and in the Actions menu select Download Template(s). The template information is saved as an XML file.

5.

When sending through the API, add the saved encoded string to the accessibility node in the envelope.

For the REST API the accessibility node is in the POST /accounts/{accountId}/envelopes

For the SOAP API the accessibility node is in the Envelope section for CreateAndSendEnvelope and CreateEnvelope and in the Envelope Information section for CreateEnvelopeFromTemplate and CreateEnvelopeFromTemplatesAndForms.

Advanced Sending Option

The Advanced Sending option shifts your web console to use the one-page sending view for new envelopes instead of the standard envelope sending process. The one-page sending view uses the

Add Tags page to add documents, recipients, messages, email settings, and tags to an envelope.


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Enabling Advanced Sending

The Advanced Sending option is enabled from the Send tab in the web console. Users can enable

Advanced Sending or return to standard sending on their own.

• To enable the Advanced Sending option for your console:

Click the Send tab and, at the bottom of the console, select Use Advanced Sending.

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The Advanced Sending option is enabled. The next time you send an envelope you are taken to the Advanced Sending page.

You can return to the standard sending pages by clearing Use Advanced Sending.

Using the Advanced Sending Page

The Advanced Sending page uses the Add Tags page to add documents, recipients, messages, email settings, and tags to an envelope. Sending from this page is similar to the standard sending an envelope process. The differences are explained below.

1. Click the Send navigation tab. The Advanced Sending page is displayed.

2. Click Add a Document. The Documents for Signature dialog box is displayed. 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 document is added to the envelope and a thumbnail image of the document is added to the section.


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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

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

After adding the first document, you can add more documents in the same manner. When you have finished adding documents, click Done.

To add more documents or edit the current documents, click Edit above the document map on the right side of the page.

3. Click the To button below the Navigation tabs to add recipients. The Recipients and Routing dialog box is displayed.

• 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 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.

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 Email and Recipient Name, and then click Add Signer or

Add CC. The system adds you to the list.

• Set the recipient Action and Identify option for the recipient.

• Add other recipients as needed. When you have finished adding recipients, click Done.

To add more recipients or edit the current recipients, click the To button.

4. Click the Message button below the recipient line to edit the email subject and message for the recipients. The Email Message dialog box is displayed.


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Modify the Email Subject, Email Message, and add a Note for individual recipients as needed.

Click Done when you have completed editing the message information. Click the Message button to modify the message information.

5. Add tags to the document for the recipients. Click the recipient’s name on the To line or select the recipient name in the Tag for: list.

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.

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.

Use the Tagging Toolbar to edit your envelope settings, documents and tags. The Tagging

Toolbar is on the upper-portion of the page, below the message field. See Working with the

Tagging Toolbar for more information about the toolbar.

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.


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DocuSign Service User Guide

Advanced Sending Options

Using the Payment Processing Feature

Using the Calculated Fields Feature

Agent Managed Envelopes

Using the Intermediary Recipient Feature

Using the Document Markup Feature

Using the Field Markup Feature

Using Conditional Fields

Adding Concealed Fields

Using the Fax Out for Signature Feature

Requesting Documents from your Recipients

Allowing your Recipients to Sign On Paper

Sending for In Person Signing

Using the Sign In Each Location Feature

Sending for Free-Form Signing

Using the Bulk Recipient Feature

Using Document Visibility

Using Check Boxes and Radio Buttons

Using the Accessibility Support Feature

Advanced Sending Option

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