DocuSign is a virtual platform for documents and forms that typically need to be signed in person. By creating forms digitally, we reduce our paper usage and increase the ease of access to these forms for faculty, staff, and students alike.
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Getting Started
All DocuSign forms must be created in the demo DocuSign environment - think of this as a sandbox, where you can create forms and test their functionality before going live with them. It is important to make and test forms in the demo environment because every envelope sent in the production/live environment costs $4.86 per envelope (note: IT is billed for this, not individual departments). The demo environment does not charge per envelope sent, because it is the test environment.
To access the demo DocuSign environment, navigate to the following link:
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Click the Templates tab on the top of of the screen.
Click the blue NEW button on the left-hand side, and then select Create Template.
This will open the Prepare Template screen, and begin the process of creating a new template. The fields displayed on this page are as follows:
Template Name and Description - This is the title for your template/form, as well as an optional description for it.
Add Documents - This is where you will upload your documents that you want digitized.
Select Upload.
Find the document you wish to digitize on DocuSign and select Open.
The document will be uploaded to DocuSign.
Add Recipients - This is where you will specify who will be receiving this form. Some notes about this section:
The Set signing order checkbox, when selected, makes it so that your recipients receive the form in order instead of at the same time. I highly recommend checking this box and ordering your recipient list accordingly - the topmost users will receive the form first.
The Role field can be generic - ‘Student’, ‘Parent’, ‘Supervisor’, etc.
The Name and Email fields do not have to be filled in, however, if you have someone specific who will be receiving the form, you can fill in their information here.
On each recipient, you will see a drop-down box that says Needs to Sign. This is selected by default, and indicates that the particular recipient needs to sign the form. You can expand this box and select a different option for this recipient as needed:
The most commonly used items are Needs to Sign and Receives a Copy, but feel free to test the other functions to see what works best for your workflow.
Under the Customize drop-down menu, you can select Advanced Settings to further regulate what your recipients can and cannot do to the form when they receive it:
Message to All Recipients - This is where you can customize the verbiage of the email received by the recipients when the DocuSign form is sent.
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A user wants the following text box to appear only if the checkbox ix is checked.
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The user will select the checkbox and then navigate to the Conditional Logic menu. They will click the Create Rule button. The following screen will then appear:
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Once your template is moved to production, IT will provide a PowerForm link for you.
Please note when you request a Powerform, specify any options you’d like such as to require Email Validation (good if only people with OTC accounts, like students or employees, will be signing).
Moving Your Template to Production
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Your template is now live and ready to be used! |
Finding Your DocuSign Forms
This information is the same for both Senders and Signers.
Please note there are two important questions to ask when looking for a form you signed:
Were there specified senders or were using a Powerform link that does not specify anything that links the form to your account?
Have all signers completed signing the form?
Has the form been configured to require email validation?
All users will receive a copy of the signed form to their email once the document has been signed by all required parties. Please check your email for the notification with the copy of your signed form. If you don’t see it yet, you may want to confirm with the form sender or your contact for this form that it has been fully signed.
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You may want to save this form to more permanent storage when it is completed. |
If using a Powerform that has been configured to require email validation, you can also find it if you log into DocuSign with the same account that you used to sign into the form, found under the Agreements tab, if you created or logged into a DocuSign account with the same email address you validated.