Top 15 DocuSign user FAQ

In this DocuSign FAQ we cover:

1. How to Create and Send a Document for Signature
2. How to Electronically Sign a Document in DocuSign
3. How to Check Document Status
4. How to Use Templates
5. How to Add or Remove Signers
6. How to Cancel a Sent Document
7. How to Set Reminders and Expirations
8. How to Use DocuSign on Mobile Devices
9. How to Ensure Documents are Secure
10. How to change Signature in DocuSign
11. DocuSign Bulk Send
12. How to Keep Formatting When Converting to DocuSign
13. DocuSign Retrieve
14. DocuSign ID/ DocuSign Envelope ID
15. How to do DocuSign in Person Signing

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1. How to Create and Send a Document for Signature

To create and send a document for signature in DocuSign:

• Step 1: Log into your DocuSign account.
• Step 2: Click on 'New' > 'Send an Envelope'.
• Step 3: Add the document you wish to send. You can upload it from your computer or choose from various cloud storage options.
• Step 4: Add recipients' email addresses and specify their roles (e.g., signer, CC, etc.).
• Step 5: Drag and drop signature fields onto the document where you need signatures.
• Step 6: Click 'Send' to send the document to the recipients for signing.

2. How to Electronically Sign a Document

If you've received a document for signing:

• Step 1: Open the email from DocuSign and click 'Review Document'.
• Step 2: Agree to use electronic records and signatures.
• Step 3: Follow the prompts to add your signature (you can draw, type, or upload a signature).
• Step 4: Click 'Finish' to complete the process.

3. How to Check Document Status

To check the status of a document you've sent or are expecting to sign:

• Step 1: Log into your DocuSign account.
• Step 2: Go to the 'Manage' tab.
• Step 3: Here, you can see all your documents categorized by their status (e.g., waiting for others, needs my signature, completed).

4. How to Use DocuSign Templates

DocuSign templates streamline the process for commonly sent documents:

• Step 1: Click 'Templates' in your DocuSign account.
• Step 2: Click 'New Template' and upload the document you frequently send.
• Step 3: Add any necessary fields (like signature or date fields) and save the template for future use.

5. How to Add or Remove Signers

To modify signers after a document has been sent:

• Step 1: Go to the 'Manage' tab.
• Step 2: Find the document and select 'Correct'.
• Step 3: Here, you can add or remove signers and then resend the document.

6. How to Cancel a Sent Document

To cancel a document that hasn't been fully signed yet:

• Step 1: Go to 'Manage'.
• Step 2: Select the document and choose 'Void'.
• Step 3: Provide a reason for cancellation and confirm.

7. How to Set Reminders and Expirations

Setting up reminders and expiration dates ensures timely signing:

• Step 1: While preparing a document for sending, click 'Advanced Options'.
• Step 2: Here, you can set up reminders and expiration dates for the envelope.

8. How to Use DocuSign on Mobile Devices

DocuSign offers mobile apps for iOS and Android:

• Step 1: Download the DocuSign app from your device's app store.
• Step 2: Log in with your credentials.
• Step 3: You can now send, sign, and manage documents just like on the desktop platform.

9. How to Ensure Documents are Secure

DocuSign employs robust security measures to protect your documents:

• Always ensure you're using a strong password and two-factor authentication.
• Monitor document status and access through the 'Manage' tab.
• Understand and utilize DocuSign's security features like encryption and audit trails.

10. How to Change Signature in DocuSign

Updating your signature in DocuSign is a simple process that ensures your digital signature reflects your current preference or legal name change.

• Step 1: Log into your DocuSign account.
• Step 2: Navigate to your profile settings by clicking on your profile image or initials at the top right corner and selecting "Preferences."
• Step 3: In the left sidebar, click on "Signatures."
• Step 4: Here, you can edit an existing signature or click "Add New" to create a new one. You can type, draw, or upload an image of your signature.
• Step 5: After customizing your signature, click "Save." This signature will now be available for use in future documents.

11. DocuSign Bulk Send: How to Efficiently Send Documents to Multiple Recipients

DocuSign's Bulk Send feature is invaluable for sending the same document to multiple recipients, saving time and ensuring consistency.

• Step 1: Prepare your document that needs to be sent to multiple recipients.
• Step 2: From the DocuSign dashboard, select "Bulk Send" and then "New Bulk Send."
• Step 3: Upload your document and create a bulk send list. This list can be prepared in a CSV file, including recipient names, email addresses, and other personalized fields you wish to include.
• Step 4: Map the fields from your CSV to the document to ensure personalized information (like names) is correctly placed in the document for each recipient.
• Step 5: Review and send. DocuSign will send the individualized document to each recipient in your list, allowing for efficient, large-scale document management.

12. How to Keep Formatting When Converting to DocuSign

Maintaining the original formatting of your documents when uploading to DocuSign is crucial for readability and legal clarity.

• Step 1: Ensure your document is in a supported format. DocuSign best preserves formatting from PDF files, Microsoft Word, and other common file types.
• Step 2: Before uploading, review your document in its native application (e.g., Microsoft Word) to ensure all formatting is correct. Adjust settings like margins, font size, and spacing to how you want them to appear in DocuSign.
• Step 3: Convert your document to a PDF if it's not already. PDFs are less likely to experience formatting changes when uploaded because they maintain the layout and formatting as an image.
• Step 4: Upload your document to DocuSign. After uploading, carefully review the document in the DocuSign preview to ensure all formatting has been preserved.
• Step 5: If adjustments are needed, consider making changes in the original document and re-uploading, or use DocuSign's editing tools for minor adjustments.

13. DocuSign Retrieve: How to Access Your Documents

Retrieving documents in DocuSign is a straightforward process that allows you to access your signed documents, drafts, or those awaiting signatures.

• Step 1: Log into your DocuSign account to access your dashboard.
• Step 2: To find a specific document, use the "Search" feature located at the top of the page. You can search by document name, recipient name, or other keywords associated with the document.
• Step 3: For a broader view, click on the "Manage" tab. Here, you can filter documents by their status—whether they're completed, in progress, or drafts.
• Step 4: Once you locate the document, click on it to view details. From here, you can download, print, or share the document as needed.
• Step 5: To set up automatic retrieval or synchronization of documents with cloud storage services, explore the "Integrations" section in your account settings for options like Dropbox, Google Drive, and more.

14. Understanding DocuSign ID and Envelope ID

In DocuSign, each document and transaction is uniquely identified with specific IDs, crucial for tracking, referencing, and API integrations.

DocuSign ID (User ID):

• Your DocuSign ID, often referred to as the User ID, is a unique identifier associated with your account. It's used to authenticate API requests and track your activity within the platform.
• To find your DocuSign ID, navigate to your profile settings. It's usually located in the account information or API settings section.

Envelope ID:

• The Envelope ID is a unique identifier for each document or "envelope" sent through DocuSign. It's essential for tracking the status of documents, retrieving documents via the API, and auditing purposes.
• You can find the Envelope ID in the document's details within the "Manage" section. It's also included in the email notifications sent to both the sender and recipients.

15. DocuSign In-Person Signing: How to Facilitate Signatures Face-to-Face

In-Person Signing with DocuSign transforms your mobile device or computer into a tool for obtaining immediate, legally binding signatures. Here's how to set it up:

• Step 1: Log into your DocuSign account and select "New" > "In-Person Signing" from the dashboard.
• Step 2: Upload the document that requires a signature. This can be any type of document that DocuSign supports, such as PDFs, Word documents, and more.
• Step 3: Enter the signer's name and email address. If you are with the signer, you can input this information yourself. For the "Host" field, select your name to indicate you are facilitating the in-person signing.
• Step 4: Customize the email subject and message if needed, though it's optional for in-person signings since you'll be guiding the signer through the process directly.
• Step 5: Add signature fields to your document. Drag and drop the necessary fields (signature, date, text, etc.) onto the document where you need the signer to fill out or sign.
• Step 6: Complete the setup and select "Start In-Person Signing." The system will prompt you to hand over your device to the signer.
• Step 7: The signer will review the document and fill out any required fields. Once they're done, they can sign electronically right on the device.
• Step 8: After the signer completes their part, confirm the signing. The document will automatically be saved in your DocuSign account, and both parties can receive a copy via email if desired.

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