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.
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?
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.
Step 4: Control Who Sees What? (Optional)
From the tagging page, click on the gear icon and document visibility, the visibility control table opens.
- 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!