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:
- The Client signs the proposal.
- You, as the sales representative countersign.
- 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.
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.
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
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:
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.