How to Use Docusign

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Definitions:

Envelope – a single form or multiple forms combined and sent as one unit. Think of each envelope as an email, you can send multiple forms in one email but they all combined and sent together. An envelope will also be used if you are only planning on sending a document one time.

Template – a template is used if you are planning on sending a document multiple times. This is best used for forms that will need to be completed several times. In DocuSign terminology, if multiple users need to use the same form (i.e., multiple students submitting add/drop forms to modify their schedules) you create a template, then generate multiple envelopes using that template.

PowerForm – you make a template into a PowerForm when you want to publish a form publically on a website.

Google Site – for envelopes which can be initiated by someone without a DocuSign account (i.e., students initiating add/drop forms) we generally post the form to initiate an envelope on a Google Site because then the students or signers do not have the ability to change the routing order on a document

Signer – someone who is entering information into the form fields and/or signing the document

CC – someone who is not entering information into the form fields or signing the document but needs to a copy of the document (usually when it is complete).

Creating an Envelope (for a single use):

  1. Create Envelope – click on the arrow next to the “Create” button and find “envelope”.
  2. Upload Document or Find Template
    1. Upload – Click “Browse from my Computer” to find the document you would like to send
    2. Find a Template – Click “Choose an Online Document” to find an already created template
  3. Recipients and Routing – click the “Add Signer” button for however many people need to enter information into the form fields and/or sign the document. Click the “Add CC” button for anyone who does not need to sign the document but needs a copy, these are usually last in the order.
    1. Give each signer a separate title under “role.” If the same person needs to sign a document twice (i.e., if the student starts the form, a faculty member adds comments, and then the student signs again to confirm the faculty member’s input) be sure to use the exact same “role” in both places.
    2. Please be sure that the signers are in the correct order for signing
    3. If two or more signers have the same order number, they will be able to fill out information simultaneously rather than one-by-one. The document will not move to the next signer(s) until all signers with the current order number have completed the document.
  4. Email Message – put in the email subject and email message
  5. Envelope Settings – Click “Reminders Enabled” button, this means that DocuSign will send out automatic reminders to the signers if they have not signed the document.
    1. Be sure to change the numbers below to reflect how often you would like the reminders to go out
  6. Click Next
  7. Adding Fields – click and drag the type of field onto the document background. (“Data Field” is the name in DocuSign for a basic text field, but there are also other field types available.)
  8. Assigning a Field to a Recipient - click on the field, click on the grey gear button, and choose the person who will fill out this field from the drop down menu.
  9. Labeling Fields – click on the field, click on the grey gear button, and enter the name of the field into the “Label” section.
    1. DO NOT use the same label for two fields, each one needs to be unique
    2. A tool tip will show up when the signer scrolls over the field, this can be helpful in them understanding what to put in the field
  10. Formatting Properties – if you need to change the font, size, or color of the text in a field click on the field, click on the grey gear button, and then you can enter the information here
  11. Making a Field Required – under the formatting properties section there is a checkbox next to the word “Required” if you would like it to be required for a signer to fill out this field, then that box needs to be checked.
  12. Click Apply
  13. Repeat – do this for all the fields in your form
  14. Send – Click “Send Now”

Creating a Template (for repeated use):

  1. Save a Background Document – this is generally a word doc or pdf. You will need to have the spacing on this document big enough to accommodate the fields for the information that the users will be putting into the document.
  2. Create Template – click on the arrow next to the “Create” button and scroll down to template.
  3. Name Template
  4. Upload Background Document –click “Browse from my Computer” and find the background document you saved in step 1
  5. Recipients and Routing – click the “Add Signer” button for however many people need to enter information into the form fields and/or sign the document. Click the “Add CC” button for anyone who does not need to sign the document but needs a copy, these are usually last in the order.
    1. Give each signer a separate title under “role.” If the same person needs to sign a document twice (i.e., if the student starts the form, a faculty member adds comments, and then the student signs again to confirm the faculty member’s input) be sure to use the exact same “role” in both places.
    2. Please be sure that the signers are in the correct order for signing
    3. If two or more signers have the same order number, they will be able to fill out information simultaneously rather than one-by-one. The document will not move to the next signer(s) until all signers with the current order number have completed the document.
    4. If one of the signers will be the same for every envelope generated from this template (for instance, the Provost), put in the name and email for that individual
  6. Email Message – Edit the email subject and email message to your needs
  7. Notes – under the email message section there is a place that says to add a note for a specific signer. A note is a message that comes up when the signer first opens the document. It can be helpful to put some basic instructions in the note like “Please fill out all the required fields, sign the document, and click the yellow “Confirm Signature” button to complete the form.”
  8. Envelope Settings – Click “Reminders Enabled” button, this means that DocuSign will send out automatic reminders to the signers if they have not signed the document.
    1. Be sure to change the numbers below to reflect how often you would like the reminders to go out
  9. Click Next
  10. Adding Fields – click and drag the type of field onto the document background. (“Data Field” is the name in DocuSign for a basic text field, but there are also other field types available.)
  11. Assigning a Field to a Recipient - click on the field, click on the grey gear button, and choose the person who will fill out this field from the drop down menu.
  12. Labeling Fields – click on the field, click on the grey gear button, and enter the name of the field into the “Label” section.
    1. DO NOT use the same label for two fields, each one needs to be unique
    2. A tool tip will show up when the signer scrolls over the field, this can be helpful in them understanding what to put in the field
  13. Formatting Properties – if you need to change the font, size, or color of the text in a field click on the field, click on the grey gear button, and then you can enter the information here
  14. Making a Field Required – under the formatting properties section there is a checkbox next to the word “Required” if you would like it to be required for a signer to fill out this field, then that box needs to be checked.
  15. Click Apply
  16. Repeat – do this for all the fields in your form

PowerForms:

  1. Create PowerForm – after your template is complete, click on the arrow next to the “Create” button and scroll down to PowerForm.
  2. PowerForm Name – enter the name into PowerForm Name section
  3. Template Upload – click “Choose an Online Template” and find the template you would like to turn into a PowerForm
  4. Email Instructions – please edit these as you see fit.
  5. Click Save

Google Site:

  1. Create a New Page – create a new page on your google site where you would like the form to be posted
  2. Name your Page – enter the name of the form
  3. Click Create
  4. HTML – click the HTML button
  5. Delete all information and paste the following code

<form xmlns="http://www.w3.org/1999/xhtml" action="https://www.docusign.net/member/PowerFormSigning.aspx?PowerFormId=8c972792-a472-40f7-8c60-373c0af39100&ActivateOnly=1" method="POST"> 

 <p><label for="name">Student Name: </label><input id="name" name="Student_UserName" type="text" /></p> 

 <p><label for="email">Student Email Address: </label><input id="email" name="Student_Email" type="text" /></p> 

 <p><input class="form_submit" type="submit" /></p> 

 </form>

  1. Change the PowerForm ID – the powerform id number is highlighted in red above. You need to edit this number to match YOUR powerform. To find the powerform ID number:
    1. Go to powerforms in Docusign, click on your powerform
    2. Click on the downward arrow on the far left for a dropdown
    3. Click “Links”
    4. Under URL you will see the following, the powerform id number is highlighted in green
      1. https://www.docusign.net/member/PowerFormSigning.aspx?PowerFormId=d3e48548-8335-4cc6-bf11-5d428ee76fa2
    5. Copy the green highlighted and paste into your google site, replacing the red highlight
  2. Editing the BLUE portion of the HTML code – these two lines create the spaces for the person initiating the form to put in the name and email of the signers. Every two lines is one person (1 line for their name, 1 line for their email).
    1. The dark blue portion needs to match the recipient title on docusign exactly
    2. If you have more than one signer that is not defined in your template (for instance a faculty recipient as well as a student), you would copy the two blue lines, paste them directly following the first blue lines, and then edit the dark blue names to say “faculty”
    3. You can do this as many times as you need
  3. Click Update
  4. Edit the Width – edit the width value to 600, so that the confirmation text is viewable once a PowerForm has been submitted
    1. Click the HTML button
    2. Click Ctrl +F
    3. Type “Width” into the search box
    4. Change the number value following the word “Width” to 600 and “Height” to 800.
    5. Click Update
  5. Click Save
  6. Adding Instructions – click the edit pencil, and enter text directly before the Google Gadget box, below are sample instructions

Instructions:

Step 1: Please fill out your name and email

Step 2: Click submit

Step 3: You will receive an email with a link to finish filling out your form

(Please note: It may take 5-10 minutes for this email to appear in your inbox, PLEASE DO NOT INITIATE A SECOND FORM)

  1. Click Save

Setting-Up Filters:

  1. In gmail, create 3 new labels
    1. Docusign Completed
    2. Docusign Sign
    3. Docusign Other
  2. Go to Settings
  3. Click “Filters”
  4. Click “Create a new filter”
  5. Filter #1:
    1. From: “Docusign”
    2. Has the words: “Completed”
    3. Click “Create filter with this search”
    4. Check the box and Apply the label: “Docusign Completed”
    5. Check the box “Also apply filter to matching conversations”
    6. Click “Create Filter”
  6. Click “Create a new filter”
  7. Filter #2:
    1. From: “Docusign”
    2. Has the words: “Recipient has viewed”
    3. Click “Create filter with this search”
    4. Check the box Skip the Inbox
    5. Check the box Mark as Read
    6. Check the box and Apply the label: “Docusign Other”
    7. Check the box “Also apply filter to matching conversations”
    8. Click “Create Filter”
  8. Click “Create a new filter”
  9. Filter #3:
    1. From: “dse@docusign.net”
    2. Has the words: “viewed”
    3. Click “Create filter with this search”
    4. Check the box Skip the Inbox
    5. Check the box Mark as Read
    6. Check the box and Apply the label: “Docusign Other”
    7. Check the box “Also apply filter to matching conversations”
    8. Click “Create Filter”
  10. Click “Create a new filter”
  11. Filter #4:
    1. From: “Docusign”
    2. Has the words: “Please review and sign your document from:”
    3. Click “Create filter with this search”
    4. Check the box and Apply the label: “Docusign Sign”
    5. Check the box “Also apply filter to matching conversations”
    6. Click “Create Filter”

 

 

Transferring to a New User (Admin only):

  1. Go to “Preferences”
  2. On the left find “Users”
  3. Find the name of the previous person
  4. Click the “Open” button to the left of that person’s name
  5. Click “Sharing”
  6. Find the new users name, click, and save

 

 

Bad Way to Transfer Ownership (Admin only):

  1. Go to “Preferences”
  2. On the left find “Envelope Publish”
  3. Enter data you wish to transfer
    1. For sender = All Users
    2. From = 2/1/13
    3. Envelope Status = All Sent/Finished
    4. Recipient = Name of previous person
  4. Click “Generate”
  5. Save as .CSV File
  6. Open .CSV file and delete everything but EnvelopeID Column, then delete column header and save
  7. In DocuSign click “Features” on the left and side
  8. Find the “Sending and Signing” section and
  9. Click “Transfer Envelope Custody”
  10. Upload .CSV file
  11. Choose who you want to transfer to
  12. Click transfer

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