Understand and Set Up DocuSign Document Visibility in 4 Easy Steps in 2020!

Why is DocuSign Document Visibility Useful?

You can use DocuSign Document Visibility to control which recipient sees what in envelopes containing multiple documents. A typical scenario is you want recipients to see only those files which they need to sign. There are a couple of reasons why document visibility can be useful:

  • Cost-effectiveness & Speed. Rather than having to create a separate envelope for each recipient, you’re only preparing and sending one envelope.
  • Audit trail. DocuSign does not retain the digital signature of a document that is completed in a subsequent envelope. By adding all documents in the same envelope, DocuSign document visibility offers an easy way to confirm the validity of all the signatures in the finalized document.

Document Visibility

The setup can feel a little daunting at first, but once you get your head around the different options, it becomes very simple. Let’s get started! This comprehensive tutorial will help you understand how Document Visibility in DocuSign works and how to set it up.

 

Step 1: Go to Sending Settings

For that, you will need to be an Administrator or have “Delegated Administrator” rights on the account.

 

Step 2: Decide What you Want to Happen

Document Visibility has four variations based on two decisions. The questions you should ask:

  • Should document visibility always be enabled automatically for all envelopes?
  • Should senders be in control of whether to use document visibility on their envelopes?

Under those possibilities, the second question is:

  • Does every user in the same DocuSign account as the Sender see everything?
  • Does just the Sender see everything?

Document visibility options

 

 

 

 

Assuming it’s not Off, the four resulting options are:

  • Must sign to view, unless a member of sender’s account
  • Must sign to view, unless the sender
  • Sender can set “must sign to view unless a member of sender’s account”
  • Sender can set “must sign to view unless sender”

I recommend going with either 2-1 or 2-2 because different senders within your account might not be aware that this setting is on, and this could cause a problem.

 

Step 3: Create an Envelope & Add Fields

You can either create an envelope from scratch or use a template. Be sure to add all documents, recipients, and fields first. Once your envelope is ready to be sent, click on the gear icon in the top right corner, and “Document Visibility.”

Step 3B: Activate DocuSign Document Visibility in the Envelope (Optional)

If you’ve gone ahead with option 2-1 or 2-2, you will need to turn on DocuSign document visibility for that specific envelope.

  • Click on “Actions
  • Then, Advanced Options and turn on the option you set in Step 3.

Document visibility

 

Step 4: Control Who Sees What? (Optional)

From the tagging page, click on the gear icon and document visibility, the visibility control table opens.

DocuSign document visibility control table

  • Checked or unchecked checkboxes represent the ability for recipients to see or not the corresponding document. In the above example, I (Sofian) can see all documents because I am the Sender. However, the Red document can only be seen by Samantha and the Blue by Bob. Melanie can see all documents because she has the active role “Receives a Copy” recipient action role. Those are the default settings; however, we can edit the checkboxes that aren’t greyed out. 
  • You cannot uncheck checkboxes for recipients whose email addresses are set up in the DocuSign account or your organization, depending on the type of visibility setting applied to your account earlier. By default, documents without fields are presented to all recipients. When turned on, document visibility will only present documents to recipients who have a field assigned on the same form. It’s impossible to control who sees a particular page or not; the setting applies to whole documents.
  • You can control if a recipient should or shouldn’t see a particular form on which they do not have any field given. Always be sure to open the DocuSign Visibility Control Table once you’ve added all your fields. Once you add a field, their visibility will be affected every time you add, remove, and fields on your forms.

If you’re looking for help in setting up DocuSign workflows and templates, get in touch with Solusign!

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DocuSign’s Conditional Logic Setup Step by Step Easy Tutorial

In this tutorial, you will learn how you can use DocuSign’s conditional logic, also called conditional fields to display specific fields based on your recipients’ input or selection. Using this feature can really help your signers navigate through your documents so that they’re less likely to make mistakes when acting on your documents. This is very handy when dealing with long and complex contracts and it’s also a great way to reduce your NIGO rate.

 

 

Example time!

Let’s say that you’re asking the following question to your recipient:

docusign's conditional logicYou can use DocuSign’s conditional logic to display the text field only when ‘Other’ is selected so that further information can be provided. Alternatively, you could just set up the text field as ‘non required’ but this would give your recipients the opportunity to simply skip the field. Instead, DocuSign’s conditional logic will force your signers to input some information.

 

How to Set up DocuSign’s Conditional Logic Overview

  1. Select a trigger field
  2. Rename the label of the trigger field
  3. Select which fields are to be displayed when the condition is met

Step 1: Select a Trigger Field

A trigger can be applied to any of the following fields:

  • Checkbox
  • Radio button
  • Dropdown
  • Text

Step 2: Rename the Label of the Trigger Field (Optional)

Renaming all fields you will include in the conditional logic you’re setting up is highly recommended so that you don’t make mistakes when setting up your rules. To rename Text fields labels, you can rename your field’ labels by accessing the field’s property panel appearing to the right of the document tagging screen when a text field is selected.

docusign conditional logic
To rename Checkboxes or Radio buttons ‘values’ labels, If you’re setting up a rule on Checkboxes, Radio buttons, you should rename the label of each value.


Step 3: Setup the Rule

  1. In the properties panel, expand the Conditional Fields section and click Create Rule.
  2. In the rule banner at the top of the page, define the logic for your rule. In the box for your trigger field value, depending on the field type, you can set the following:
  3. Checkbox: Checked or Unchecked
  4. Radio button: Select the button Value
  5. Dropdown: Select the dropdown option
  6. Text: Enter the specific text for the field value (case-sensitive), or Select the gear icon and Choose any text
  7. Select the fields you want to show to the recipient when they trigger the rule.
  8. You can select as many fields as you like, of any type, as long as they are assigned to the same recipient as the trigger field. Selected fields are marked with a diagonal watermark to indicate they are conditional: Click Done.

docusign conditional logic

Your conditional fields are defined. The recipient only sees the conditional fields if they complete the trigger field, as defined in the rule logic.

 

How To Delete or Edit a Conditional Logic

Expand the Conditional Fields section in the properties panel to modify or delete existing rules.

 

What you can do with DocuSign’s conditional logic?

  • Rules set up on checkboxes, radio buttons or dropdowns will display (a) field(s) when one value of the group is selected.
  • You can set up multiple levels of logic
  • With text boxes, you can trigger other fields to display either when any value or when a specific value is entered.

What you Can’t?

  • One same field cannot be conditional to two different triggers e.g. you can’t say ‘whether option A or B is selected, display the same text box’ (but there’s a workaround).
  • Once a field becomes conditional, it cannot be used in a formula field.

Need more help with your DocuSign setup? Tell us about your project!

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How To Create a Template in DocuSign in 2020 Quick & Easy [VIDEO TUTORIAL]

Do you need to send the same type of envelope over and over again? If yes, learning how to create a template in DocuSign is a skill that can save you a ton of time and if you’ve sent a document via DocuSign before, the process is very similar.

 

Dynamic VS Static Documents

Before learning how to create a template in DocuSign, you need to understand the difference between a Static and a Dynamic document.

  • A document is Dynamic if it contains information specific to your recipient (e.g. Employment Contract or NDA)
  • A document is Static if the data DOES NOT contain information specific to your recipient (e.g. Subscription Agreement, loan application form)

The difference is very simple but important to understand because this is going to determine how you set up and use your template moving forward.

 

Example time!

Let’s say that you want to send agreements to a new client who wants to subscribe to your fund. You guessed it, it’s a static document.

 

How to Create a Template in DocuSign

Step 1: From the Templates page, Click New and select Create Template

how to create a template in docusign

Note: If you can’t see the Templates tab, contact your DocuSign administrator and ask them to update your user permissions. You will need Administrator or delegated template creation rights to create a template in DocuSign.

Step 2: Name your template and upload your document(s)

How to create a template in DocuSign

 

Step 3: Add Recipient(s), a placeholder(s), and signing the order
  • Placeholders‘ are one of the biggest differences between send an envelope and learning how to create a template in DocuSign. When sending an envelope with DocuSign (without a template), you only need to enter their name and email address.
  • With templates, you will also find a placeholder field called ‘Role‘. The Role field, which is optional, can be used to represent a recipient who won’t be the same every time you will be using the template to send your document.
  • For example, since you’ll be using the template to send agreements to different people, you can just enter ‘Subscriber‘ and ‘Co-Subscriber‘ in the ‘Role‘ field of the first and second recipients as you will send the template to different people every time you use it. When you later start an envelope using your template, you will fill in the actual person’s information for that role.
  • Typically, you use placeholder roles for the recipients rather than named persons, as you will send the template to different people every time you use it. However, you should add the persons ‘name‘ and ‘email‘ if this person should always be included in the workflow of the template.
  • For example, yourself, as the Fund Manager need to countersign the Subscription Agreement, you add your own details instead of just adding a placeholder so that you won’t have to do enter to do it every time you use your template. Set a signing order so that you ‘the manager‘ only receive the envelope when all other recipients have signed.

recipients workflow docusign

 

Step 4: Add an ’email subject’ and ‘message’ (Optional)

Here, you can specify a different email subject and message for each recipient. There’s also an ‘insert merge field’ feature that allows you to merge your recipients’ names and emails in the email subject. Unfortunately, this doesn’t work in the email message – which is a shame – but you can still use it to your advantage. As the Fund Manager, you might want to know who has signed the agreement without having to open the envelope. By adding the Subscriber’s name to the email subject, you will know who you’re about to countersign the agreement by looking at the subject line of your email inbox. Our clients think that’s really cool!

Step 5: Edit Advanced Options (Optional)

Although not required, it is highly recommended to customize the way the template is going to behave with senders and signers so that everybody gets the same experience. It might be a good option to prevent changes made to the template using a password too.

docusign advanced options

Step 6: Click Next
Step 7: Add fields

Just add the field(s) to your document(s) as you would when creating an envelope, then click Save and Close.

subscription agreement docusign

You’ve just Learned How to Create a Template in DocuSign!

The template is now available for you to use in the ‘TEMPLATES’ tab of your DocuSign account. Unless you share the template with others, it is only visible to you at this point. If you need help with this, contact us here or send an email to [email protected]

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How To Send a Document Via DocuSign in 2020 Step By Step EASY TUTORIAL

This post will help beginners learn how to send a document via DocuSign without a template, also called ‘sending an envelope.’ DocuSign envelopes can contain an unlimited number of documents and are routed automatically to your recipients to help you collect information, signature, and much more.

 

How To Send a Document Via DocuSign

Step 1: Upload your document(s)

  • From your DocuSign Account, click New, then click Send an Envelope.

upload documents to docusign

 

  • You can upload as many documents as you’d like. DocuSign accepts most common formats, including pdf, doc, docx, pptx, jpg, etc.
  • Click Upload a file to upload a document from your computer, or click Get from cloud to upload a document from Google Drive, OneDrive, or your DropBox account. 
  • Locate the document you want to upload and click Open.
  • You can also click Use a template if you have created one before or have access to shared templates across your organization.

use template docusign

 

Step 2: Add your Recipient(s) to the workflow

Here’s where you tell DocuSign who you are sending the envelope to.

add recipients to envelope in docusign

 

  1. Add a Name and Email for each recipient(s).
  2. Assign an action to each recipient(s).
  3. The default action for your recipient is Needs to sign. However, if you want a specific recipient only to be cc’d in the envelope, you will need to change the action to Receives a copy.
  4. Your recipient(s) will only receive a copy of the envelope by choosing this option once everyone else has acted on the document.
  5. As the envelope’s sender, you do not need to add yourself as a recipient unless you need to act on the document. DocuSign will automatically send you a copy of the finalized envelope.
  6. If you’re sending the envelope to more than one person and want your recipients to receive the envelope in a specific order, you need to set a signing order.
  7. Two people can sign simultaneously, e.g., Bob: 1, Sandy:1, Tom: 2. By doing this, you’re not forcing Sandy to sign until Bob has; however, Tom will only receive the envelope once Bob and Sandy have signed.

Step 3: Add DocuSign fields

  • The Fields Palette, document(s), and the name of the first Recipient with a Needs to sign action appear.
  • To add a field on your document for the Recipient selected, drag a field from the fields palette and drop it onto your document. You can adjust its position using your mouse, but you will get better accuracy using your keyboard’s arrow keys.
  • To change the Recipient you add fields for, click on the dropdown to display the list of all Recipients. You will notice that the color of fields for each Recipient varies, making it very easy to identify who you’re currently adding fields for and who you’re still yet to do so.

add fields on documents in docusign

 

The Most Commonly used DocuSign fields

Depending on which action you want your Recipients to take on the document(s), you will need to add different fields and modify their properties. Below is the list of the fields you’re most likely to use when sending your first envelopes. However, the list is much larger.

 

Signature and Initials fields

Nothing special here, your recipients will have to click/tap on those, and their signature and initials will appear automatically.

Auto-fill fields 

The fields Date Signed, Name, Email, Company, Title will automatically populate, pulling the contact details from what you’ve entered in the Recipient’s list in Step 2. The date will appear in the timezone of the Sender. The Title and Company fields will populate automatically with the details your Recipient has entered in their DocuSign account profile. If the Recipient hasn’t provided those details or doesn’t have a DocuSign account, those will become standard text boxes.

Text boxes

Text boxes are used to add information to documents before sending the envelope without editing the source document itself or requesting information to be entered by your recipients.

Radio Button

Radio buttons provide options from which recipients can select only one response. Radio buttons are placed as a group, and you can add, remove, or position the individual buttons. When you add a radio button field, the group contains two options. Click the “+” icon to add an option to the radio group.

Checkboxes

This is a standard, square box for recipients to select one or more options. You can add a single box or a group of multiple boxes. A checkbox group can include a validation rule to enforce how many checkboxes your signer must select in the group. Click the “+” icon to add an option to the checkboxes group.

Drop-downs

This field provides a drop-down list of options. Like radio buttons, recipients can select only one value from the drop-down list. When you place the field, the Options section opens on the properties panel, where you can add the various options your Recipients will choose from.

 

Editing the Properties of your DocuSign Fields

Depending on each use case and it’s sometimes unique you will need to customize the fields’ properties. Each type of field will allow you to modify different properties. For example, you can make a signature field required or optional, limit the number of characters that can be entered in a text box, or add a numbers only type of validation to a text field. To edit a Field Properties, you can use the Field Properties panel, which appears on the right portion of your screen when a field is selected.

 

Step 4: Edit the Email Subject and Add a Message

  • This step is optional but highly recommended.
  • DocuSign automatically adds the name of the files you’ve uploaded in Step 1 and their extension in the email subject that your recipients will receive, preceded by ‘Please DocuSign.’ For example: ‘Please DocuSign: Letter_of_offer123.pdf ‘.
  • You can edit this subject and add a message to the recipient by filling in the message fields. You can edit the messaging for each recipient by selecting ‘Custom email and language for each recipient’.

edit email message and subject in docusign

 

Step 5: Preview and Send your Document

Click on Preview to review your document, then click Send.

preview-envelope-before-sending

Congratulations! You’ve just learned how to send a document via DocuSign. Sending envelopes can be time-consuming, which is why Solusign can help you create DocuSign templates for your business. Please send us a message to learn more!

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DocuSign Bulk Send: Easy Step By Step 2020 Tutorial [VIDEO GUIDE]

 

Do you want to send the same document to different recipients in separate envelopes? If yes, you must learn how to use the DocuSign bulk send feature. It’s the same as sending an email to different people that you would ‘bcc’. The great thing is that the DocuSign Bulk Send feature can save you a ton of time because it lets you insert information in your documents on a per envelope basis using a CSV. Instead of creating one envelope after another, you can load all the information in a CSV, upload the file to DocuSign et voilà!

 

Example time!

Let’s say that you are a financial advisor who needs to send subscription agreements to 10 clients in 10 separate envelopes. You want to pre-fill the agreements with your clients’ information which includes their name, address, the amount they are investing, etc. so that the only thing they’ll need to do is to sign. Because you are sending the same type of document to all your customers, you can use a CSV to load the contact details of your customers as well as the specific data that should be added to each agreement before you send those out.

 

Requirements

To use the DocuSign bulk send feature, you will need:

  • A DocuSign Business Pro or Enterprise subscription
  • A DocuSign Template (If you haven’t already, check out this tutorial to learn how to create a DocuSign template).

Let’s Get Started!

Step 1: Give a role to all the recipients of your template

  • You need to make sure that all the recipients of your template have a placeholder role.
  • Without one, DocuSign won’t be able to map the recipients’ names and emails that you will enter in your CSV to the recipients of your template.

DocuSign recipient role

 

Step 2: Rename fields – Data Label

docusign data label

By adding giving a custom data label to each field of your template, DocuSign knows where to place the data that you’re entering in your CSV on the template’s documents.

  • You will find the option to rename a Data label on the right panel that appears when a field is selected.
  • If you don’t rename your labels, it will be impossible to fill out the CSV correctly. Therefore, you should rename the labels of all the fields for which you want to import data using the CSV.
  • Do not insert any special characters in the data label, not even full stops.
  • You can add labels to most fields, including text boxes, radio buttons, checkboxes, drop-downs, and notes.
  • Adding labels to radio buttons and checkboxes allows you to check the right box or radio button from your CSV file. For this, you need to rename the Group Data Label as well as each Radio Button Value.
  • Don’t forget to Save and Close

Step 3. Download the CSV sample

  1. From the Templates page, locate the template you want to use and click on Use.
  2. Click on Advanced edit, not the advanced options.
  3. Click on the little (i) and download the sample CSV template.

docusign send envelopes in bulk

 

Step 4: Fill out the CSV

Here is how the CSV works:

  • Each row represents a separate envelope and each column represents its fields.
  • Starting from the left, the headers correspond to your recipient’s names and emails, followed by the various fields those recipients own.
  • Warning: You can reorganize the order in which the columns are displayed but do not change the content of the headers.
  • Once you’ve entered all your recipients’ info, it should look like this:

 

Step 5: Upload the CSV to DocuSign for Bulk Send

Here’s the final step: From the envelope preparation screen, click on Import a bulk list and click on Send now.

DocuSign import a bulk list

And that’s how you send bulk envelopes with DocuSign using CSV upload. If you need help creating your DocuSign templates, we can assist you with this!

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Learn How To Setup DocuSign Account Settings 7-Step Best Practice Guide [VIDEO TUTORIAL]

 

Whether you’ve just signed for your new digital signature software or have already been using it for some time, this step by step guide will help you learn “How to set up your DocuSign” account in the best possible way. We could spend hours talking about the DocuSign Account Setup page, also called DocuSign Admin page, but today we’ll just learn the most important things you want to have set up before you get started. That includes setting up your users and their permissions, adding your branding, selecting the right time zone, and a couple of other useful parameters.

 

Accessing DocuSign eSignature Admin

To access the Admin settings from the Homepage, Click on the Silhouette at the top right corner. 

 

1. Timezone

  • Let’s start by setting up your account with the right timezone.
  • Click on Regional settings, select your timezone and the date & time format of your choice. 

How to setup docusign account

Note: the date format here relates to the way the date & time will appear on the DocuSign interface and not on the actual documents. You can set different formatting of the way the date will appear on documents in another setting that we’ll cover a bit further.

 

2. Branding

This page allows you to add your logo to the envelopes.

  • Click on Brands and Add Brand
  • Enter the name of your brand
  • Then, Select Set assign default and Create your theme. On this page, you can see that you can upload two different logos: the signing logo and the email logo.

The signing logo is the one that will appear at the top right corner of the screen of your recipients during the signing process. I recommend uploading a high-quality logo and the size doesn’t really matter because DocuSign will resize automatically but it has to be less than 300Kb.

The email logo will appear in the email that your recipients will receive. Make sure the one you’re uploading isn’t too large because DocuSign won’t automatically resize itI recommend using a logo of 296 by 76 pixels. It’s a good idea to send yourself a test envelope before you go live to double-check that the result looks exactly as you want.

  • Finally, you also might want to change the default color theme that DocuSign already got in place. To do that, just by clicking on the colors you want to change and enter your color number or use the eyedropper to choose a color from the logo you’ve uploaded.

3. User(s) and Groups

A. Permission Profiles

Your DocuSign account comes with 3 different types of permissions: DS Admin, DS Sender, and DS Viewer.  By default, only administrators can create DocuSign templates. While I recommend you have at least two admins, you should be keeping the number of administrators to a minimum, for security reasons. For that same reason, you might want to allow your non-admin users to create, use, and share templates. You will find below how to create a custom permission profile.

  1. Click on Add permission profile
  2. Give it a name Sender + Templates for example
  3. Then, Click on the dropdown from the Template menu
  4. Select Share, this will allow you, users, to create, use, and share the templates they’ve created. You will now be able to assign this permission profile to your new users when setting them up and update existing ones.

B. Groups

If you are setting up multiple users, the best practice is to Create user groups, which will help you manage your users and their permissions quicker.

  • From the left menu, click on Groups.
  • Then, Add as many Groups as you’d like.

Note: A user can only be allocated to one group.

 

C. Users

You can either set up new users one by one by:

  • Selecting New user and following the steps or,
  • If you’ve got quite a few accounts to set up, choose Bulk actions > Add users, then click on sample file to download a CSV template.
  • Once you’ve added your users to the template, return to the DocuSign admin page and click on Upload CSV file and locate the CSV.

4. Signing Settings

To improve the signing experience when using DocuSign on a mobile device, make sure that the box Allow recipients to view mobile-friendly documents with responsive signing” is checked.

  • Choose the Date and time format that you want to appear on your documents
  • Make sure that the box Attach documents to completion email” is checked so that DocuSign will automatically email all recipients a PDF copy of all agreements once finalized.

5. Email Preferences

By default, DocuSign will email you for anything that happens on the account or an envelope you sent. Untick any event you don’t want to be notified about.

Note: Users can override their own Email Preferences on their My Preferences page.

 

6. Reminders and Expiration

If you want DocuSign to remind your recipients to sign an envelope you sent them, turn on the option.

  • The First value relates to the number of days you want DocuSign to wait before sending the first reminder out.
  • The Second value is related to the number of days you want DocuSign to wait for each reminder.
  • If you Select 0, your recipients will receive a reminder every day, until they sign.
  • If you Select 1, DocuSign reminds your recipients every second day.
  • If you’re tempted to update the Envelope expiration settings, be careful. Once an envelope has expired, you’ll need to resend it, which will cost you a new envelope.

7. User-level Settings

From the Home page, Click on the Silhouette and select My Preferences.

 

Personal Information

If you’ve got one, adding your professional photo can give a more professional and personalized look to your envelopes. Add your position title and company if you haven’t done so when setting up the user profile and signature. You can choose from a selection of signatures and also upload one if you’ve got one saved as an image. If you want to draw one, you’ll get a better result by using your fingertips rather than your hand, so I recommend downloading the DocuSign mobile app.

 

Privacy and Security

In case you want to increase security by adding a second-factor authentication.

 

Notifications

Turn on/off any events you do or don’t want to receive an email notification for. Your DocuSign account is now correctly set up! You’re off to a great start, but don’t stop there: the next step is to learn, How to set up send your first DocuSign envelope!

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Calculate Your Potential Savings With DocuSign System Of Agreements in 3 EASY STEPS!

Unless you’ve been living in isolation well before COVID-19 started, you must know that DocuSign is the leader in the digital signature space. Their software allows you to place documents in a digital envelope and send it for the signature to anyone in the world. By implementing the DocuSign System of Agreements, businesses can save a ton of time and money.

In this post, you will learn how to calculate the potential savings you can actually realize in your current System of Agreements. DocuSign allows you to send any document in a digital envelope to collect information, signatures, and even payments from your recipients.

The cool thing is that the people you’re sending envelopes don’t need to have a DocuSign subscription, they can use it on their desktop or mobile devices. Even without using their mobile app, the user experience is great, allowing your customers to do business with you on the go.

 

Your Current System of Agreements

 

Your business has a System of Agreements, whether you’re aware of it or not. If you’re not aware of it, it’s probably not very efficient… and costly! For a lot of businesses, that includes email threads, lost attachments, spreadsheets, or worse… paper, and a lot of copy-paste-print-scan-send-back. Now if you think that it’s expensive: your system costs you much more.

 

Alright, So How Can you Calculate your Savings?

Let’s just jump on solusign’s website and find the Calculate the form of your potential savings. It looks like this:

docusign system of agreements savings calculator

  • Think of a use case that involves sending a form or contract, like a sales proposal sent by sales reps, for example. 
  • Enter the number of these agreements your team (or yourself) send on average every month
  • Enter the Time it takes your sales reps to prepare, send, act on, and manage the proposal.
  • Enter the Hourly rate you pay the team members involved in the workflow.

 

Let’s Do the Math…

Let’s say your reps spend 45 minutes on each proposal. And you pay your sales rep $30 per hour, your current System of Agreements is costing you $10,800 per year!

 

Now, if we introduce DocuSign System of Agreements to your workflow and save half of that time (and that’s a very conservative number) you’re saving $5,400 per year per rep. And that’s just the beginning…

  • With DocuSign, your sales cycle is also reduced, because you’re making it easy for your customers to do business with you. They don’t need to have a subscription and can sign anywhere on any device.
  • You’re not forcing them to print documents at their work when their manager isn’t watching or worse, swapping their lunch break for a trip to the nearest post office. I’ve worked with clients who saved 60, 70, sometimes even 80% of the time that was previously spent before implementing a new DocuSign System of Agreements.

How does the DocuSign System of Agreements save you all that time?

Obviously, getting rid of paper and email plays a big part but DocuSign allows you to send envelopes in just a few clicks using Templates. You can use templates on any documents, whether the information your documents contain need to change or not. 

For now, what you need to know is that they can help you send documents in a couple of clicks and can be integrated with other software like Salesforce or any other CRM. In short, the DocuSign System of Agreements allows you to automate your workflow.

 

How Much does DocuSign Cost?

The biggest mistake I see my clients make is to rollout DocuSign to just one use case and still use legacy processes in other departments. So if you’re using it for Sales, great, but don’t stop there; your HR and Legal team will also appreciate it. And if you’ve already paid for an annual subscription with DocuSign, you might as well use all the envelopes you’ve paid for!

DocuSign has various plans and charges you per envelope, and the cost will range from $10 per month to a couple of thousands per year, it just depends on what you need.

To find the right plan, I strongly recommend that you get in contact with us so that we can point you in the right direction. If you want a more accurate estimation of how much you could be saving, you want to make a list of all business processes that require a form to be filled out or a signature and use the ROI calculator.

 

So, What’s Next?

If you haven’t yet, sign up for a DocuSign trial so that you can start sending your first envelopes and get in touch with us so that we can strategize the rollout! I can assure you, your bottom line will thank you!

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Learn How To Use DocuSign To Send Documents In 5 Easy Steps [VIDEO 2020]

 

How To Use DocuSign To Send Documents

DocuSign envelopes work in a very similar way to your ‘old-normal’ paper ones but, they’re much better. The main difference is that there’s no limit on the number of Word or PDF documents they can contain and they also automatically route to the next recipients. They allow to collect information, signature and even payments very quickly and can save you and your team a ton of time… and money!

If you’ve never used them before, Here’s your chance to learn how to use them, in 5 easy steps.

 

Let’s Use the Below Scenario as an Example

Let’s say you’re working as a sales representative for “Company X” and want to send proposals to clients via DocuSign and you want the following to happen: 

  1. The Client signs the proposal.
  2. You, as the sales representative countersign.
  3. The Accounts team should receive a copy of the signed document so that they can send the invoice to the client straight away.

 

Step 1: Upload Your Document(s) to DocuSign

The first step of the envelope preparation process is to upload the documents to DocuSign. Unlike emails, there is no size limit for each file and you can add as many files as you want.  You can even attach files that don’t need to be signed or filled out, they will just be displayed in the envelope.

create a fillable pdf in docusign 

Step 2: Add Recipients to Your Envelope

The next step is to add each person you want to receive or act on the document to assign them the right role. There are many “roles” you can choose from and DocuSign always assigns the “Needs to sign” role to all signers by default. This is the correct action for your client and yourself (remember, the sales rep needs to sign too). However, the accounts team doesn’t need to act on the document, so we will assign a “Receives a copy” action. Below is what it looks like:

 

Step 3: Customize Your Email Subject and Message

The default DocuSign email subject looks like this: “Please DocuSign your: [name of the file.docx]”. I also recommend updating the email subject and message. You can choose to display the same message for all recipients or customize it for everyone.

DocuSign email subject and message customization

 

Step 4: Add DocuSign Fields to Your Document 

The final step of the process consists of adding DocuSign fields on your document(s). Each field is assigned to a recipient and will indicate what action needs to be taken i.e. sign, initial, enter information, etc. In your proposal, you will need the following fields for yourself and the client.

  • Full Name
  • Date Signed
  • Title
  • Signature

Depending on who the DocuSign fields are assigned to, they will display different background color, so that you can easily tell who will need to act on them. In our example, we’ve got two recipients with a “Needs to sign” action, therefore all DocuSign fields are displayed in two colors; a color set for each of them. Now that you’ve added all the fields to the acceptance part of our proposal, it looks like this:

How To Use DocuSign To Send Documents

 

Step 5: Send the Document for Signature Using DocuSign

That’s it, you can now click on send to submit the envelope to your client. Now, we just need to wait until our client signs and the envelope will automatically be sent to us for signature. Following this, all recipients of the envelope will receive the signed version of the proposal by email, including the accounts team.

If you haven’t already, make sure to sign up for a free 30 day DocuSign trial using this link and start sending your first envelope today! And if you need help with your setup, send us a message using this link.

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Making the Move to Digital Signature

Unexpected Efficiencies

How businesses are adapting to life under lockdown and why Digital Signature may be a surprising advantage in the recovery?

New tech trends pop up every month, which even for small business owners opens up a can of worms. How do you know if you’ve backed a “winner” or if you’re just burning cash on a technology that will be as dead as a dinosaur in a few years? After all, some innovations get adopted at a lightning pace, others at a crawl, while others still never get off the ground.

Enterprise messaging (led by apps like Slack) has exploded over the past five years. Contactless payments — while booming in countries like Australia — still haven’t caught on in the US. It makes knowing which technology to trust for your business tricky.

When you throw in a global COVID-19 outbreak, you’re now dealing with even more change in an already shifting landscape. The lockdowns, social distancing, and obsessive focus on hygiene have spun society around, and nobody has felt it more than businesses big and small.

 

When Offline Goes Online

Every person and every business has been touched by the coronavirus in some way. Busy buildings are now empty. The usual hordes of workers commuting to the office have vanished. Once-bustling city centers have become ghost towns. Thousands of businesses have already closed their doors.

Those able to make the jump online have done so with varying degrees of success. During the lockdown months, communications technology kept us going with remote work, distance learning, and telehealth (just to name a few). Of all the technologies that make up our virtual society, Digital Signature has been a “Quiet Achiever”. A way to sign and complete agreements online.

It’s allowed businesses to keep things rolling along when activities like gathering in the office, mailing material back and forth, travel, and meetings have been impossible to do. The below graph represents Google searches for ‘Electronic Signature’ over the past 12 months:

 

While the Digital Signature market was valued at $1.53 billion in 2019, rapid expansion (with Asia Pacific expected to be the fastest-growing region) means the market is forecast to have exploded to $23.95 billion by 2030.

 

Beyond Digital Signature

As the pandemic left economies sputtering in the slow lane, Digital Signature suddenly streaked ahead: in some cases, by over 50% usage. While the lure of signing agreements without meeting in-person or handling papers was an obvious drawcard, it wasn’t the only reason to move online. DocuSign, a leader in the field, offers a platform that combines powerful tools around contract lifecycle management, document generation, and other functions that a system of agreement needs.

Features and functionality aside, it’s Digital Signature’s ability to tackle real-life challenges — especially in today’s world — that organizations want to learn about. For two businesses, in particular, DocuSign helped them not only untangle complicated processes struggling to cope with the pandemic but discover productivity gains that will last long after the lockdowns.

 

Property Agents Vs The Flood: Automation That Freed Hundreds Of Hours

As the lockdowns brought business to a standstill, money (or lack of) quickly became an issue. Property managers around the world soon faced a flood of rental reduction requests. While processing applications like these aren’t a property agency’s favorite thing to do (since a reduction or pause in rent costs them), requests typically don’t arrive en masse. An agent could spend hours working through one, but their low numbers meant that streamlining the process wasn’t a priority, until now!

 

Manual Mess

A large property management company in Sydney, Australia was faced with thousands of tenants asking for a discount or pause in rental payments. Unfortunately, the agency’s standard process to handle these requests was torturous…

  1. The Property Manager (or PM) gets an email from a tenant asking for a discount
  2. The PM asks them to provide information about their business, along with proof of earnings loss (such as bank statements or tax documents to help determine how much income they’ve lost).
  3. This often starts a back-and-forth between the two to get all the information.
  4. From there, the PM contacts the landlord to see what they could do to ease the stress of payments, such as pausing loan repayments or getting land tax discounts.
  5. The landlord investigates, then advises the PM what they’d found… leading to another chain of emails with attachments: a nightmare for managers trying to find a single file.
  6. That done, the PM prints out all the documents then follow a government formula to calculate how much the tenant should pay. This can take 30 minutes for a simple scenario, or hours for a more complicated one.
  7. With the discount calculated, the PM writes a rental relief report with a letter of recommendation to the landlord.
  8. If the landlord agrees, the PM sends a letter of offer with the new rental details to the tenant.
  9. If the tenant agrees, the PM creates a Deed of Variation to be signed by the landlord, tenant, and lawyer.
  10.  With the Deed signed, the PM sends the document to the accounts team to update direct debits and any other systems.

Property Managers had to “rinse and repeat” these convoluted, almost painful steps for each tenant. In the current circumstances, it was unsustainable.

 

Simpler Solution

To deal with the torrent of applications, the property agency turned to automation. A workflow using DocuSign and Microsoft Power Automate could drastically reduce the burden on Managers, but building the process would take technology-specific expertise.

Luckily, the agency found a team able to deliver exactly that. After that team analyzed the process, they took it online. Things still flowed much the same, but now took a fraction of the time and effort. After that team analyzed the process, they took it online. Things still flowed much the same, but now took a fraction of the time and effort.

  • Instead of buried in chains of emails, the PM now stores all documents for a request in one “envelope” they can easily access.
  • Each file is protected so only the relevant people can access them, with the Property Manager having universal access.
  • To send forms to either the tenant or landlord, all the PM has to do is click “Send” on the form they want.
  • The tenant and landlord can upload documents the PM asks for and complete their forms electronically.
  • Once the information is collected and the forms signed, the rental discount is calculated automatically, without the PM having to worry about it.
  • When the PM approves the discount (again, just a few clicks), the landlord and tenant both receive details around the rental relief.
  • When they’ve signed these documents, the system creates a Deed of Variation which can be signed digitally by each party.
  • Everything is now done, the workflow stores the details into a Google sheet that the PM uses to track the status of the application. When the application is finalized, the accounts team gets a notification to update their systems.
With around 2,000 applications to deal with, the cost saving was close to $150,000.

Once in place, PMs saved around two hours on each application. They no longer had to spend time digging through emails, crunching numbers, rummaging through forms, or tracing where an application was up to. With around 2,000 applications to deal with, the cost-saving was close to $150,000. Plus, both tenants and landlords had an answer much faster, giving them certainty on a subject that could get emotionally charged.

 

The Last Straw: Taking Complex Financial Contracts Online For Faster Sign-Off

For a Canadian equity investment fund and their advisors, the coronavirus was the straw that broke the camel’s back. The agreement process used to sign up new prospects to the fund — which involved face-to-face meetings and “snail mail” — was already slow and laborious before the pandemic. Now, they had new hurdles to jump.

 

Paper Problem

When it came down to it, the problem was the agreement itself: a long and intricate document that confused many prospective clients who wanted to invest. The sheer length of the agreement, plus the fact that it was used for different types of customers, such as individuals and entities, meant it was a labyrinth to navigate.

As a result, prospects often returned incorrectly filled out agreements. Advisors would send those agreements back with instructions on how to fix it… which the prospect would then resend, creating a paper “merry-go-round”. But when the coronavirus left some reluctant to touch mail packages for fear of contamination, double and triple-handling of paperwork wasn’t just inefficient, but seen as risky by clients and advisors.

Another pandemic-related issue that hit home was the signing of the agreement. Apps like Skype meant client meetings continued without a problem, but the paper agreements had to be signed with a witness who wasn’t a child or spouse: a challenging problem during the lockdowns (if not flat-out illegal, depending on the restrictions).

 

Moving into Digital

The equity fund saw the DocuSign platform as a digital answer to their paper problem. However, converting their complex agreement was more than basic templates or workflows could handle. So, they contracted a team to digitize the agreement and create workflows to automate as much of the process as possible. Once up and running, the new digital flow eliminated the big problems that bogged down the completion of the paper-based agreements.

  • Advisors now fill in the agreement with the client’s details post-meeting, to reduce the risk of errors.
  • They do this through Excel, which lets them upload multiple contract details into DocuSign and bulk send them to all their prospective customers.
  • Once a remote meeting finishes and the prospect agrees, the advisor collects the information they need and then prepares an envelope by uploading the information into DocuSign.
  • When the prospect gets the DocuSign letter, the details are already filled out. All they have to do is to follow the prompts to complete the agreement, as no witness is needed when signing digitally in Canada.
  • Prospects can also comment on any error before they sign, which the advisor can update online in a matter of minutes.

By moving to Digital Signature, the fund has all but wiped out error-filled agreements. The rare error is fixed in a matter of minutes online, instead of a week or two of emailing back and forth. And, instead of trying to find a witness to meet in person (a challenge during lockdowns), everyone can sign the agreement from their office, home, or even their mobile phone.

Most importantly for the fund, they’ve slashed the time between verbal agreement and a signed contract from two to three weeks to a mere 48 hours. The advisors who helped clients through the agreement saved four to five hours working on each application. As the fund sent out around 30 agreements every month, the cost savings with the new process added up to approximately $5,000 per month.

 

Business in The “New Normal”

Whether coronavirus is defeated in the next few months or is part of the “new normal”, the way businesses operate has changed for good. Technologies like Virtual Meetings and Digital Signature have reduced reliance on expensive, time-intensive activities like face-to-face meetings and travel. The unexpected outcome from businesses grappling with the pandemic has been the discovery of a new, more efficient way of working. Organizations who’ve gone all-in with these tools and technologies have inadvertently discovered a competitive edge as business ramps up again.

Digital Signature is a perfect example of this “Edgey” technology. What was simply a way to avoid in-person signing can serve as the bedrock to improve your systems of agreement, helping close agreements faster and find new efficiencies.

 

About Solusign

We’re a team of consultants that extract the ROI from DocuSign subscriptions for SMBs and deliver it on a silver platter. Solusign services include:

  • Template Design: Turn a Word, PDF, or paper form into a reusable DocuSign template prepared for implementation with any workflow your business already has in place.
  • Integration & Automation: Watch the information you collect via DocuSign flow magically into your Salesforce instance or your own choice of software. Automate entire workflows.
  • Consulting & Training: Need a wizard to guide your business down the road to efficient workflows based on the way your business already runs? Ask us about tailored training and workshops.

While DocuSign is a smart investment, implementation delays mean it takes longer to get your ROI. Plus, you may not optimize your systems of agreement, leaving some of your returns on the table. That’s where we come in.

We’re the world’s first consultancy that looks after everything to make sure your DocuSign implementation is delivering what you expect, from architecture to templates to remote training.

 

Want to find out more about what we do? Visit Solusign.

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Solusign Takes off as the World’s First E-Signature Implementation Specialist

Why close the deal tomorrow when you can do it real-time, remotely?

With the Covid-19 pandemic adversely affecting the business world, entrepreneurs, more than ever, have to revamp and digitize their approach with clients and customers. That is why Solusign is launching today as your partner for future-proof digital transaction solutions – keeping the business running and cash flowing.

Solusign is the world’s first specialist implementation consultancy that focuses on electronic signature, working primarily with DocuSign. According to Solusign CEO Sofian Saoudi, the company was developed to make software so simple and intuitive to use that business would think they run on ‘magic’. They design and implement advanced but easy to use software solutions with the help of best-in-class workflow automation and eSign products.

 

Frustration into Solution

Everyone in one way or another is a customer. We feel happy when things work out the way it should and get annoyed when the service provider fails to meet our expectations. However, Sofian is an exemption. He doesn’t just observe the challenges of the process nor lashes out when there are hiccups – he acts and rectifies for better efficiency.

Whether it’s about the process of the company I worked for, the ones my clients had in place, or the service I was receiving as a customer, my brain is always analyzing the way people are doing things and looking for improvements. — Sofian

 

This young Australian-based Frenchman is not your typical IT guy. He is a geek, yes, but he pays particular attention to user experience (UX), the pain points, and the fixes. He sees firsthand its moneymaking potentials.

 

Pioneering Venture

Employees spend an average of 50% of their time creating and preparing documents which badly affects their productivity. The delays of paperwork are another story. Imagine the hurdles of going back-and-forth with the documents from clients to HQ, and vice versa, just to get them amended, stipulated, and signed. What if a tenant needs to sign with another 5 co-tenants or 10?

How many days, if not weeks, will it take to complete the agreement? Turns out almost half of the paper printed in offices ends up being trashed by the end of the day, and companies spend more than $120 billion a year on printed forms. If businesses are to go green, this is definitely not the way to go. Sofian sees this as a huge problem that needs to be addressed.

Being a DocuSign wizard, Sofian founded Solusign with a mission to help big businesses and SMEs get immediate ROI on their tech stack – not tomorrow and certainly not next quarter. He aspires “to create automated, intentional, and efficient workflows” for his clients and their customers.

I want our clients to trust that nobody else cares much about the end result. Solusign’s values are centered around customer experience, including human-first design, on time every time, and QA fanatics. — Sofian

 

Why Solusign choose DocuSign?

As we go all-out paperless, collecting and managing eSignatures is critical in business transactions. Client agreements, contracts, customer payments, and order forms – these are just a few of the many documents that require eSignatures. More than 80% of businesses that use eSignatures confirm that they achieve ROI in one 12-month budget period and those with effective eSign use can do so within three months or less. Companies even gain 70%-80% efficiency enhancements after adopting eSignature and other digital technologies. Certainly, there are other eSignature makers in the market, but Solusign opts for DocuSign for reasons you, too, would concur:

 

  • Bank-grade security levels.
  • Ease of use. Anyone can sign a document using DocuSign
  • Versatile. Full of features that allow workaround on any tricky workflow
  • Authority. Looks very professional with a strong call to action for contract acceptance
  • No downtime. The platform is always up and running
  • Mobile friendly. DocuSign does a great job at rendering mobile-optimized content
  • Award-winning API. DocuSign is in a class for itself
  • Moreover, DocuSign has a suite of paperless office software and integrations.

Solusign is dedicated to ensuring your online documents and e-signature processing is as effortless, accurate, and intuitive as possible for you and your users. They have worked with businesses in the real estate, legal practices, recruitment, financial services, and healthcare industry.

The company’s Template Creation offerings include designing neatly formatted and fillable forms in your choice of PDF, .docx, or cloud-based format; and upgrading forms into a sleek DocuSign template configured and customized to your business workflow.

Solusign’s seamless eSign integration involves, but not limited to, Salesforce and DocuSign integrations. The company offers custom integration development and off-the-shelf solutions tailored to your business’ requirements. Also, Solusign provides training and ongoing support, even if you are managing a remote team.

Apart from being earth-friendly, there are ample benefits if you engage with Solusign:

  • Immediate ROI
  • Best-in-class expertise
  • Outside the box ideas
  • Keen attention to details
  • Make the most of all features 

Say goodbye to the time-consuming, influx of paperwork. Automate your entire business transaction. Whatever is the new normal after the pandemic, you know you can close the deals faster and make huge leaps in financial gain.

 

Work with experts, work with Solusign.

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