Category: How To DocuSign

DocuSign’s Conditional Logic Setup Step by Step Easy Tutorial

 

DocuSign’s Conditional Logic Setup 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 fields’ 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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sofian 9 October 2020 0 Comments

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

How To Create a Template in DocuSign

 

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 it 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 by 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.

2. Name your template and upload your document(s)

How to create a template in DocuSign

3. Add Recipient(s) placeholder(s) and signing 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

 

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’ name and email 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!

 

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 options6. Click NEXT

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 learnt 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 by you at this point.

If you need help with this, contact us here or send an email to [email protected]

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sofian 1 October 2020 0 Comments

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

 

How To Send a Document Via DocuSign in 2020

 

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.

 

Step 1: Upload your document(s)

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

Send an envelope with 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 a Google Driver, OneDrive or your DropBox account, then 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.

upload document to docusign

 

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

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

User-added image

 

  • a) Add a name and email for each recipient(s).
  • b) Assign an action to each recipient(s). The default action for your recipient is ‘NEEDS TO SIGN’, however, if you want a specific recipient to only be cc’d in the envelope, you will need to change the action to ‘RECEIVES A COPY’. By choosing this option, your recipient(s) will only receive a copy of envelope once everyone else has acted on the document.
  • As the sender of the envelope, 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 finalised envelope.
  • c) 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. Two people can sign at the same time, 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: Edit the email subject and add a message

  • This step is optional but highly recommended.
  • DocuSign automatically add 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’.

User-added image

  • When finished, click NEXT

 

User-added image

 

Step 4: 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 a better accuracy using your keyboard’s arrow keys.
  • To change the Recipient who you are adding add fields for, click on the dropdown to display the list of all Recipients. You will notice that the colour 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.

User-added image

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 types of fields and modify their properties. Below is the list of the fields that 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 just 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, and 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 having to edit the source document itself or request information to be entered by your recipients.

  • Radio Buttons

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 in the group your signer must select. 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, which is where you can add the various options your Recipients will choose from.

 

Editing the properties of your DocuSign fields

Depending of each use case and its – sometimes quite unique – you will need to customize the fields’ properties. Each type of field will allow you to modify different properties.

You can, for example, make a signature field required or optional, limit the number of characters that can be entered in a text box or just 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 5: Preview and send your document

Review your document, then click SEND.

how to send a document via docusign

 

Congratulations! You’ve just learnt 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.

Send us a message to learn more!

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sofian 29 September 2020 0 Comments

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

 

 

DocuSign Bulk Send – Easy Step by Step Tutorial

 

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 exactly 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 to 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, amount they are investing, etc.  so that the only thing they’ll need to do is to sign.

Because you are sending the exact 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 a 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 labels

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, check boxes, 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 ‘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 corresponds to your recipients’ names and emails, followed by the various fields those recipients own.
  • WARNING: You can reorganise 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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sofian 28 September 2020 0 Comments

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

How To Setup DocuSign – Best Practice

 

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 setup 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 other useful parameters.

 

Accessing DocuSign eSignature Admin

To access the admin settings from the Home page, click on the silhouette at the top right corner. 

 

1. Timezone

Let’s start by setting up your account with the right timezone.

How to setup docusign account

  • Click on ‘Regional settings’ and select your timezone and the date & time format of your choice. 

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 a 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.

  1. Click on Brands and Add Brand
  2. enter the name of your brand
  3. then, select ‘Set as sign 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 it. 
  • I 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 end result looks exactly as you want.
  • Finally, you also might want to change the default colour theme that DocuSign already got in place.
  • To do that, just by clicking on the colours you want to change and enter your colour number or use the eyedropper to choose a colour 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” Share 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 users groups, which will help you manage your users and their permissions quicker.

  1. From the left menu, click on Groups
  2. 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 on 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 signingis checked.

  1. Choose the date and time format that you want to appear on your documents
  2. 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 finalised.

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 in 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.

  1. The first value relates to the amount of days you want DocuSign to wait before sending the first reminder out.
  2. The second value is related to the amount of days you want DocuSign to wait between each reminder.
  • If you select 0, your recipients will receive a reminder every day, until they sign.
  • If you select 1, DocuSign remind 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:

  1. If you’ve got one, adding your professional photo can give a more professional and personalized look to your envelopes
  2. Add your position title and company if you haven’t done so when setting up the user profile
  3. 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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sofian 7 July 2020 0 Comments

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

 

Learn How DocuSign System Of Agreements Can Help You Realise Huge Savings!

 

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 signature to anyone in the world.

By implementing 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 realise on 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 emails 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 your potential savings’ form.

It looks like this:

docusign system of agreements savings calculator

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

Let’s do the maths…

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 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, DocuSign System of Agreements allow 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.

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 the 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 strategise the rollout!

I can assure you, your bottom line will thank you!

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sofian 3 July 2020 0 Comments

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

 

How To Use DocuSign To Send Documents In 5 Easy Steps

 

DocuSign envelopes work in a very similar way than 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. Client signs the proposal
  2. You, as the sales rep 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 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 to something like this:

DocuSign email subject and message customizationYou can choose to display the same message for all recipients or customize it for everyone.

 

Step 4: Add DocuSign fields to your document 

The final step of the process consists in 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 a different background colour, 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 colours; a colour 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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sofian 30 June 2020 0 Comments