DocuSign

Basic User Guide

Abstract

This is a basic user guide to help new users navigate the DocuSign tool. It contains links to
training material and references TRU policies.

If you need further information regarding DocuSign, please contact the DocuSign
administrators referenced in this document.

Joanne Atherton
[email protected]
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DocuSign Basic User Guide

Contents
1 Notes..........................................................................................................................................................................3
2 Glossary......................................................................................................................................................................3
3 Document Specifications............................................................................................................................................3
4 DocuSign Overview....................................................................................................................................................4
4.1 What is DocuSign?..............................................................................................................................................4
4.1.1. Points of Contact........................................................................................................................................4
4.1.2. Training Modules........................................................................................................................................4
4.2 Security:.............................................................................................................................................................4
4.2.1. Login Credentials........................................................................................................................................4
4.2.2. Access Code Authentication.......................................................................................................................4
4.2.3. Phishing......................................................................................................................................................4
4.3 First Steps...........................................................................................................................................................6
4.4 Setting up User Preferences...............................................................................................................................8
4.4.1. To add a profile picture..............................................................................................................................8
4.4.2. To add a signature......................................................................................................................................8
4.4.3. Managing Contacts.....................................................................................................................................9
4.4.4. Manage Email Notifications......................................................................................................................10
5 Templates................................................................................................................................................................ 11
5.1.1. Creating....................................................................................................................................................11
5.1.2. Using.........................................................................................................................................................11
6 Envelopes.................................................................................................................................................................12
6.1 Sending a DocuSign Envelope..........................................................................................................................12
6.2 Resending a DocuSign Envelope.......................................................................................................................12
6.3 Receiving a DocuSign Envelope........................................................................................................................13
6.4 Voiding a DocuSign Envelope...........................................................................................................................13
6.5 Completion of DocuSign Envelope...................................................................................................................13
6.6 Timelines..........................................................................................................................................................15
6.7 Troubleshooting...............................................................................................................................................16
7 Miscellaneous..........................................................................................................................................................17
7.1.1. Reports.....................................................................................................................................................17
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7.1.2. Control Envelope ID placement................................................................................................................17

7.1.3. Signer Authentication...............................................................................................................................18
7.1.4. Alternative Signing Method......................................................................................................................18

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1 Notes

Where possible documents have been downloaded to O:\TRU Share\DocuSign

As a sender, you can easily locate information on features by using the contextual "help" icon in the upper
right-hand corner of the screen.

2 Glossary

Access Code - Gives an extra level of security to your documents. You add a code when you add recipients to
an envelope, and then communicate the code to the recipient separately.

Document – An individual file that has content which needs to be reviewed and/or signed by a recipient.

Envelope – is the container used in DocuSign transactions. It can contain multiple documents and senders.
Envelopes have recipient information, statuses, timestamps and the progress of the delivery.

Fields – indicate where a signer needs to take action on a document.

Recipient / Signer – The person who receives the Envelope and is required to take action on an envelope.

Sender – users that can create, send and manage DocuSign envelopes

Template - are pre-set documents that can be used as a blueprint to create one or more envelopes using its
stored information. For more information on templates see
https://developers.docusign.com/esign-rest-api/guides/concepts/templates

A full description of these terms and others can be found in the DocuSign Guide:
https://developers.docusign.com/esign-rest-api/guides/common-terms

3 Document Specifications

DocuSign Envelope & Document Size Limitations: https://support.docusign.com/en/articles/DocuSign-

Document-and-Envelope-File-Size-Limitations

DocuSign supported file types: https://support.docusign.com/en/guides/ndse-user-guide-supported-file-

formats

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4 DocuSign Overview
4.1 What is DocuSign?
DocuSign is a platform that provides electronic signature technology and digital transaction management
services for facilitating electronic exchanges of contracts and signed documents.

4.1.1. Points of Contact

Any support requests please contact the IT Service Desk on 250-852-6800 or email: [email protected]

Name Role Notes

Andrew Adamczyk DocuSign Administrator Technical contact
Chance Binder DocuSign Administrator Primary contact
Gurjit Lalli DocuSign Super User/Administrator Secondary contact

4.1.2. Training Modules

There are a variety of resources available for training, if you are unable to find the answer to a question in the
following web help pages, contact one of the DocuSign Administrators listed above.

 DocuSign User Guide: https://docs.docusign.com/supportdocs/pdf/ndse-user-guide.pdf

 DocuSign Community Forum: https://support.docusign.com/s/
 Contact Support: https://support.docusign.com/en/contactSupport?Channels=1#CSStillNeedHelp
 DocuSign University: https://dsu.docebosaas.com/customers/pages/7/my-dashboard
 TRU Training Sessions on DocuSign on SharePoint:
https://one.tru.ca/sites/DocuSign/_layouts/15/start.aspx#/Documents/Forms/AllItems.aspx

4.2 Security:

4.2.1. Login Credentials

Never give anyone your login information to sign on your behalf. It is a breach of TRU’s Responsible Use of
Information Technology Facilities and Services Policy (see section I(2)) to share login credentials.
[https://www.tru.ca/__shared/assets/Responsible_Use_of_IT_Facilities_and_Services5626.pdf]

4.2.2. Access Code Authentication

Documents that contain sensitive personal information need to set up two-factor authentication to all
envelopes by adding access code(s) agreed with the recipient(s) prior to sending.

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4.2.3. Phishing
4.2.3.1. IT SERVICES
If you believe you may have provided confidential information in response to a phishing e-mail, call IT Services
immediately:
 IT Service Desk - 250-852-6800 or email: [email protected]
 Information Security Office - 250-852-6351 or email: [email protected]
For more information on recognizing phishing emails, follow the link below:

https://www.tru.ca/its/infosecurity/tipsforsafecomputing/Phishing/recognizingphishingemails.html

4.2.3.2. DOCUSIGN
Recognizing phishing emails is a big concern to many users. First and foremost, if you don’t recognize the
sender of a DocuSign envelope and you’re uncertain of the email’s authenticity, look for the unique security
code included in all DocuSign envelopes at the bottom of the notification email. If you don’t see this code,
don’t click on any links or open any attachments within the email.

From the DocuSign Security website, here are the Signs of fraudulent emails and websites

1. Fake links

Avoid fake links by accessing your documents directly from https://www.docusign.com using the unique
security code found at the bottom of the DocuSign notification email.

Always check where a link goes before you click on it by hovering your mouse over the link to look at the
URL in your browser or email status bar (they should be hosted on docusign.com or docusign.net). A
fraudulent link is dangerous and can:

 Direct you to a fake website that tries to collect your personal data

 Install spyware on your system (spyware is an application that can enable a hacker to monitor
your actions and steal any login IDs, passwords, or credit card numbers you type

 Cause you to download a virus that could disable your computer

2. Fake sender email address

Fake emails may include a forged email address in the "From" field, which is easily altered. If you don’t
recognize the sender of a DocuSign envelope, contact the sender to verify the authenticity of the email.

3. Attachments

DocuSign emails that request you to sign a document never contain attachments of any kind. Don’t open or
click on attachments within an email requesting your signature. DocuSign emails only contain PDF attachments
of completed documents after all parties have signed the document. Even then, pay close attention to the
attachment to ensure it’s a valid PDF file. DocuSign never attaches zip files or executables.

4. Generic greetings

Many fake emails begin with a generic greeting like “Dear DocuSign Customer.” If you don’t see your name in
the salutation, be suspicious and don’t click on any links or attachments.
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5. False sense of urgency

Many fake emails try to deceive you with the threat that your account is in jeopardy if you don’t provide
immediate updates. They may also state that unauthorized transactions have occurred on your account or
that DocuSign needs to update your account information immediately.

6. Emails that appear to be websites

Some fake emails are made to look like a website to get you to enter personal information. DocuSign never
asks you for personal information, including login, ID, or password, via an email.

7. Deceptive URLs

Check the Web address. Just because the address looks OK, don't assume you're on a legitimate site. Look in
your browser's URL bar for signs that you may be on a phishing site:

 Often the Web address of a phishing site looks correct but actually contains a common misspelling
of the company name or a character or symbol before or after the company name, such as
docusing.com instead of docusign.com

 Look for tricks like substituting the number "1" for the letter "l" in a Web address or transposing
consecutive letters of the brand, such as rea1estate.docusign.com instead of
realestate.docusign.com

 Your browser has ways of detecting certain types of malicious sites—always heed these browser
warnings, especially when they notify you that the site or certificate can’t be trusted

8. Misspellings and bad grammar

While no one is perfect, fake emails often contain misspellings, incorrect grammar, missing words, and gaps in
logic. Mistakes like this help fraudsters avoid spam filters.

9. Unsafe sites

The term "https" should always precede any website address where you enter personal information. The "s"
stands for secure. If you don't see "https," you're not in a secure Web session, and you shouldn’t enter any
personal data. A legitimate DocuSign sign-in page address always starts with “https://” not “http://.”

10. Pop-up boxes

DocuSign never uses a pop-up box in an email, because pop-ups aren’t secure. 1

Please refer to DocuSign’s White paper

[https://www.docusign.com/sites/default/files/Combating_Phishing_WP_05082017.pdf] on a proactive
approach to combating phishing.

4.3 First Steps

Before creating your first envelope, use the following checklist to ensure you have all the resources that you
will need.

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Taken from DocuSign Incident Reporting [https://www.docusign.com/trust/security/incident-reporting]
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1. Sign in to DocuSign https://account.docusign.com/#/username

a. using your TRU email address and click continue

b. Using your TRU logon and password

NOTE: Never give anyone your login information to sign on your behalf. It is a breach of TRU’s Responsible
Use of Information Technology Facilities and Services Policy (see section I(2)) to share login credentials.
[https://www.tru.ca/__shared/assets/Responsible_Use_of_IT_Facilities_and_Services5626.pdf]

2. Get to know DocuSign (Page 14): https://docs.docusign.com/supportdocs/pdf/ndse-user-guide.pdf

3. Ensure that you have the correct permission settings (submit ASAR to change permission setting)
a. Viewer
b. Sender – are able to see and use templates
c. Super User – are able to create templates
d. Admin
4. Set up an account with DocuSign University: https://dsu.docebosaas.com/customers/learn
5. DocuSign support: https://support.docusign.com/en/home
6. Get familiar with the DocuSign sharepoint page, it contains release notes, documentation, announcements:
https://one.tru.ca/sites/DocuSign/SitePages/Home.aspx

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4.4 Setting up User Preferences

To set up a profile picture and signatures, go to the right hand side of the screen.

4.4.1. To add a profile picture

1 click on Edit:

2 Click on Upload Photo

3 Drag and Drop photo into the box
4 Click Done

4.4.2. To add a signature

1 Click on Create your signature

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2 Edit name if required

3 Choose signature, draw or upload
4 Click Create

For more information on Signatures: https://support.docusign.com/en/guides/signer-guide-signing-adopt-new

4.4.3. Managing Contacts

To manage your contacts, share contacts with others, on the home page right click on the profile and select
My Preferences.

1 Select Contacts from the list on the left hand side

2 Use the drop down Edit to select whether to view, delete or share the contact.

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For more information on managing your account, check out the DocuSign support on Preferences:
https://support.docusign.com/en/guides/ndse-user-guide-preferences

4.4.4. Manage Email Notifications

Setting up email notifications preferences for your account: https://support.docusign.com/en/guides/ndse-
user-guide-manage-notifications

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5 Templates

1. The TRU Naming convention should be adhered to when creating any new templates:
https://www.tru.ca/__shared/assets/file-naming-best-practices-46019.pdf

2. Please review the video in the DocuSign User guide on what a template is:
https://support.docusign.com/en/videos/What-are-DocuSign-Templates

3. The following links give step by step guide on how to:

a) Create: https://support.docusign.com/en/guides/ndse-user-guide-create-templates

b) Edit: https://support.docusign.com/en/guides/ndse-user-guide-edit-templates

c) Share: https://support.docusign.com/en/guides/ndse-user-guide-share-template

d) Use: https://support.docusign.com/en/guides/ndse-user-guide-use-templates

e) Merge Fields to customize: https://support.docusign.com/en/guides/ndse-user-guide-

template-merge-fields

f) Template Passwords: https://support.docusign.com/en/guides/ndse-user-guide-template-

passwords

This information can also be found: O:\TRU Share\DocuSign\Templates

5.1.1. Creating
Only users with Super User or Admin access can create Templates. If you need to be granted access to create
Templates, please contact the IT Service Desk.

5.1.2. Using
Users with Sender, Super User or Admin can user Templates.
 If you need to be granted access to create Templates, please contact the IT Service Desk.
 If you are unable to see a template, please ensure that the Super User or Admin has granted you
permission to use.

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6 Envelopes
6.1 Sending a DocuSign Envelope
Starting an Envelope: https://support.docusign.com/en/guides/ndse-user-guide-start-a-document

Please review the video in the DocuSign User guide on sending an Envelope:
https://support.docusign.com/en/videos/New-DocuSign-Experience-Sending-Documents

The following diagram is the process to send an Envelope with DocuSign.

NOTE: if there has been a Hand signed document within the process, Review the transactions when
downloaded/uploaded to ensure signature has occurred, DocuSign will not be able to confirm if this has taken
place.

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6.2 Resending a DocuSign Envelope

Review the following article on how to resend an envelope: https://support.docusign.com/en/guides/ndse-
user-guide-send-reminders

6.3 Receiving a DocuSign Envelope

Refer to section 2.2 on Security, in this document, for the checks that the sender is authentic before clicking
on any of the links.

6.4 Voiding a DocuSign Envelope

A sender can void an envelope whilst in progress and it will cancel all outstanding signing activities. For details
on how to void an envelope: https://support.docusign.com/en/guides/ndse-user-guide-void-documents

If the voided envelope needs to be resent, there is the ability to clone the envelope, make changes and
resend: https://support.docusign.com/en/guides/ndse-user-guide-clone-documents

6.5 Completion of DocuSign Envelope

For full information regarding History and Certificate of Completion, please refer to the DocuSign Support
page: https://support.docusign.com/en/guides/ndse-user-guide-history-coc

Once an envelope has been completed and all signatures have been obtained, an email will be sent to all
recipients.

In the senders account, an Envelope and Document history can be found by selecting Move ->History

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To view the certificate of completion, from the manage page, click the envelope to show the details view.
Click the download button and ensure that Certificate of completion is checked.

The certificate of completion will be saved as a pdf.

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The sender/Departmental resource needs to download the completed documents and certificate of
completion within 30 days of completion.

Refer to TRU’s Records Retention/Destruction policy (ADM 02-3) for responsibility with the retention and/or
destruction of documents. [https://www.tru.ca/__shared/assets/Records_Retention5614.pdf]

6.6 Timelines
The following reminders and expirations are set as default for TRU’s DocuSign account.

Reminders Days before sending first reminder 2

Days between reminders 5

Expiration Days before request expires 120

Days to warn signers before expiration 20

You are able to change these settings on an envelope basis if required:

https://support.docusign.com/en/guides/ndse-user-guide-set-advanced-document-options

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6.7 Troubleshooting
If there are questions from senders or signers regarding DocuSign administration, refer them to one of the
DocuSign Administrators (who are named at the top of this document).

If an envelope was sent to an incorrect recipient or the envelope contains incorrect documents, the sender
should void the envelope immediately.

It is the responsibility of the department to ensure that they advise if an employee leaves their department
and needs their access to the DocuSign site revoked (ASAR).

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7 Miscellaneous
Enhancements, issues and workarounds will be communicated through the DocuSign Sharepoint site.

7.1.1. Reports
7.1.1.1. Creating a report

Users and admins can create a report and filter by Envelopes, recipient’s dates:

For more information on how to create a report: https://support.docusign.com/en/guides/ndse-user-guide-

using-reports or watch the video: https://support.docusign.com/en/videos/Reporting-Overview

7.1.1.2. View and modify a report

A default view is given when you create a report, you can modify the date ranges, filters and columns and
export as CSV. https://support.docusign.com/en/guides/ndse-user-guide-view-and-modify-reports

7.1.2. Control Envelope ID placement

The Envelope ID is the long unique alphanumeric sequence generated for each envelope. You can decide
whether or not to display this ID and where it should be displayed:
https://support.docusign.com/en/guides/ndse-user-guide-envelope-id

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7.1.3. Signer Authentication

There are many ways to add verification to the envelopes. Adding an Access code is free, the other methods
incur a charge. https://support.docusign.com/en/guides/signer-authentication

7.1.4. Alternative Signing Method

Using the security code given in the email, go to www.docusign.com and click “Access Documents” and enter
the security code: https://support.docusign.com/en/articles/Alternative-Signing-Method-Security-Code-
Access

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