How Do I Use Docusign

Emily Thomas

Updated on:

Are you feeling a bit overwhelmed with the idea of using Docusign for the first time? Don’t worry, you’re not alone. Many people find themselves unsure of how to navigate this popular electronic signature platform. Luckily, we’re here to help! In this article, we’ll break down the basics of using Docusign, giving you the confidence you need to tackle your electronic document signing needs. So, sit back, relax, and let’s get started!

How Do I Use Docusign

Creating an Account

Signing up for a Docusign account

To start using Docusign, you need to sign up for an account. The process is simple and only takes a few minutes. Visit the Docusign website and click on the “Sign Up” button. You will be prompted to provide some information, such as your name, email address, and password. Once you have filled in all the required fields, click on the “Create Account” button. Congratulations, you now have a Docusign account!

Selecting a plan

After signing up, you will be prompted to select a plan that suits your needs. Docusign offers a variety of plans for individuals, small businesses, and enterprises. Take your time to review the features and pricing of each plan to choose the one that best fits your requirements. Once you have selected a plan, you can proceed to the next step.

Verifying your email address

Once you have chosen a plan, an email will be sent to the address you provided during the account creation process. Open your email inbox and look for the verification email from Docusign. Click on the verification link provided in the email to confirm your email address. This step is necessary to activate your Docusign account and ensure the security of your documents.

Uploading and Preparing Documents

Uploading a document to Docusign

Now that your account is set up, it’s time to upload your document to Docusign. From your Docusign dashboard, click on the “New” button and select “Document” from the dropdown menu. You can then choose to upload a document from your computer, cloud storage, or even import a document from another application. Follow the prompts to select the desired file and upload it to Docusign.

Adding signers to the document

After uploading your document, you need to specify who needs to sign it. Docusign allows you to add signers and assign them specific roles, such as “Signer,” “Approver,” or “Viewer.” Click on the “Add Signer” button and enter the name and email address of the person you want to sign the document. You can repeat this step to add multiple signers. Make sure to assign the appropriate roles to each signer based on their level of involvement.

Preparing the document for signing

Before sending the document to the signers, you may need to make some preparations. Docusign provides various tools to help you customize the document and add fields for the signers to complete. You can add text fields for fillable information, checkboxes and radio buttons for selection options, and even dropdown menus or date fields for specific inputs. Take some time to review the document and add the necessary fields to ensure a smooth signing process.

Adding and Editing Signature Fields

Adding signature fields to the document

One of the essential steps in preparing a document for signing is adding signature fields. These fields indicate where the signers need to place their signatures. To add a signature field, select the “Signature” field from the toolbar and click on the desired location in the document. Docusign will automatically insert the signature field, and you can resize or reposition it as needed. Repeat this process for each signer who needs to provide a signature.

Customizing signature field properties

Docusign allows you to customize the properties of signature fields to suit your preferences. Click on a signature field to access the field’s properties panel. From there, you can adjust the size, font, style, and other visual aspects of the signature field. You can also set additional options, such as whether the signature field is required or should be dated. Take advantage of these customization options to ensure that the signature fields align with your document’s overall design.

Editing or removing existing signature fields

If you made a mistake or need to make changes to an existing signature field, don’t worry. Docusign makes it easy to edit or remove signature fields. Simply click on the field you want to modify, and the properties panel will appear. Make the necessary adjustments, such as resizing, repositioning, or changing the field type. If you need to remove a signature field entirely, click on the field and select the “Delete” option. This flexibility allows you to fine-tune the document’s signing experience.

Setting Signing Order

Arranging signers’ order

Depending on the document’s nature, you may need the signers to sign in a specific order. Docusign allows you to arrange the signing order to ensure that each signer receives the document in the correct sequence. From the signers’ list, click on the “Change Signing Order” button. You can then drag and drop the signers into the desired order. This feature is especially useful when you require sequential signing, such as when one signer needs to approve the document before it reaches the next signer.

Setting up sequential or parallel signing

In addition to arranging the signing order, Docusign offers the flexibility to configure the signing process as sequential or parallel. Sequential signing means that each signer receives the document one after another, following the predetermined order. On the other hand, parallel signing allows all signers to receive the document simultaneously. To set up sequential or parallel signing, go to the signing order settings and choose the appropriate option. Consider your document’s requirements and the urgency of the signing process when selecting the signing mode.

Adding reminder notifications

To ensure that the signers don’t forget to sign the document, Docusign enables you to set up reminder notifications. These reminders can be scheduled at specific intervals to prompt the signers to take action. From the signing order settings, click on the “Add Reminder” button and configure the reminder frequency and duration. This feature is particularly useful if you have a strict deadline or need to keep the signing process moving forward. Reminders can be sent via email, SMS, or push notifications, depending on the signers’ preferred communication method.

Adding Additional Fields

Adding text fields for fillable information

Sometimes, you may need the signers to provide additional information beyond their signature. Docusign allows you to add text fields to the document where the signers can input data. To add a text field, select the “Text” field from the toolbar and click on the desired location in the document. You can customize the text field’s properties, such as size, font, and style, just like you would with signature fields. Text fields are perfect for gathering details like names, addresses, or any other information relevant to your document.

Incorporating checkboxes and radio buttons

If your document requires signers to make selections or choose from a set of options, you can incorporate checkboxes and radio buttons. Checkboxes allow the signers to make multiple selections, while radio buttons limit them to a single choice. From the toolbar, select the “Checkbox” or “Radio” field and click on the desired location in the document. Customize the properties and options for each field to define the choices available to the signers. These fields are ideal for gathering consent, preferences, or any situation that requires decision-making.

Inserting dropdown menus or date fields

To streamline the input process and ensure consistency, you can insert dropdown menus or date fields into your document. Dropdown menus present a list of options for the signers to choose from, while date fields allow them to select or enter a specific date. From the toolbar, select the “Dropdown” or “Date” field and click on the desired location in the document. Configure the properties and options for each field to tailor them to your document’s requirements. Dropdown menus and date fields help standardize data inputs and minimize errors.

Sending the Document for Signing

Reviewing the document for accuracy

Before sending the document for signing, it’s essential to review it thoroughly for accuracy. Open the document in the Docusign editor and take the time to go through each page. Verify that all the necessary signature fields, text fields, checkboxes, and other elements are in place and properly labeled. Make any final adjustments or corrections as needed. This step ensures that the document is complete and presents the signers with all the information they need to fulfill their roles.

Specifying signing order

When you are satisfied with the document’s content and layout, it’s time to specify the signing order. From the signers’ list, ensure that the order reflects your desired sequence. If necessary, rearrange the signers by dragging and dropping them into the correct order. Double-check that each signer has the appropriate role assigned to them, whether it’s a signatory, approver, or viewer. Confirming the signing order is crucial to ensure that the document progresses smoothly through the signing process.

Customizing email notifications

Docusign automatically sends email notifications to the signers, informing them that a document requires their attention. These notifications can be customized to provide additional contextual information or instructions. From the email settings, you can tailor the email subject, body, and attachments to align with your document’s purpose. Consider adding a personal touch or highlighting any specific requirements to enhance the signers’ understanding and engagement. Customized email notifications contribute to a more professional and organized signing experience.

Tracking and Managing Signature Status

Monitoring the status of sent documents

After sending the document for signing, you can easily monitor its progress and track the signature status. From your Docusign dashboard, locate the document in the “Sent” tab. You will see a summary of the document’s status, including who has signed and who is yet to sign. Docusign provides real-time updates, so you can always stay informed about the document’s progress. This tracking feature helps you track the signing process closely, ensuring that all parties fulfill their roles in a timely manner.

Enabling reminders and expirations

To keep the signing process on track, Docusign allows you to enable reminders and expirations for sent documents. Reminders prompt the signers who haven’t completed their tasks to take action, while expirations automatically void the document after a specified period of inactivity. You can configure the reminder and expiration settings from the document’s settings. These time-saving features help manage the signing process effectively and ensure that deadlines are met.

Reviewing signature completion details

Once all the signers have fulfilled their roles and completed the signing process, it’s crucial to review the signature completion details. From your Docusign dashboard, navigate to the “Completed” tab and locate the document. You will find a comprehensive summary of who has signed, the date and time of each signature, and any additional information provided during the signing process. This information is valuable for record-keeping, audit purposes, or any future reference. Docusign conveniently stores and presents the signature completion details for easy access and management.

Signing Documents

Accessing the document from your email

As a signer, accessing and signing a document sent via Docusign is straightforward. You will receive an email notification with a link to the document. Open your email inbox and locate the email from Docusign. Click on the provided link to access the document directly. If you have a Docusign account, you can sign in to view and sign the document through your account as well. Docusign ensures that signers have quick and convenient access to the documents that require their attention.

Navigating the document

Once you have accessed the document, you can navigate through the pages to review its content. Docusign provides intuitive navigation tools, such as zoom, scroll, and page selection options, to enhance the viewing experience. Familiarize yourself with the document’s layout and content, ensuring you understand the purpose of each page and the specific areas where your input is required. Navigate at your own pace to ensure a thorough understanding of the document before proceeding to the signing.

Applying your signature and additional information

When it’s time to sign the document, Docusign makes the process simple and efficient. Locate the signature field designated for you and click on it to initiate the signing process. Docusign provides multiple options for applying your signature, including drawing it with your mouse, typing your name, or uploading an image of your handwritten signature. Choose the method that is most convenient for you and follow the prompts to complete the signing. If additional fields require your input, such as text fields or checkboxes, fill them out as required. Once you’re satisfied, click on the “Finish” button to complete the signing process.

Managing Templates

Creating a template for frequent use

If you frequently use similar documents or forms, Docusign allows you to create templates to speed up the document preparation process. Templates are pre-designed documents that can be customized and reused multiple times. To create a template, start by uploading a document or selecting an existing document from your library. Customize the document by adding signature fields, text fields, checkboxes, or any other necessary elements. Once the document is ready, save it as a template for future use. Templates save time and effort, ensuring consistent and efficient document preparation.

Editing and updating existing templates

Over time, you may need to make changes to your existing templates. Docusign provides easy-to-use editing tools that allow you to modify templates as needed. From your Docusign dashboard, go to the templates section and locate the template you want to edit. Open the template, and you will have access to the full editing capabilities, similar to when creating a new document. Make the necessary adjustments, such as updating signature fields or adding additional elements. Saving the changes will ensure that your templates reflect the most up-to-date requirements or standards.

Using templates to speed up document preparation

Once you have created or updated your templates, they are ready to be used for quick document preparation. From your Docusign dashboard, access the templates section and select the desired template. Docusign will load the template, allowing you to customize it further if needed. Add any required fields, adjust the layout, or modify any other aspects to match the specific document’s requirements. With templates, you can significantly reduce the time and effort required to prepare documents, ensuring consistency and accuracy throughout the process.

Integrating Docusign with Other Services

Connecting Docusign with popular cloud storage platforms

Docusign offers seamless integration with popular cloud storage platforms, such as Google Drive, Dropbox, and OneDrive. These integrations allow you to access and upload documents directly from your cloud storage accounts. You can also save signed documents back to your cloud storage for easy organization and secure storage. Connecting Docusign with your preferred cloud storage platforms enables smooth document management and enhances collaboration with others who utilize the same cloud storage services.

Integrating with CRM and business management tools

For streamlined and efficient workflows, Docusign integrates with various Customer Relationship Management (CRM) and business management tools. These integrations enable you to initiate the signing process directly from your CRM or business management software. You can associate documents with specific leads, contacts, or opportunities and track the signing progress within your existing systems. Integrating Docusign with your CRM or business management tools enhances productivity, data accuracy, and overall operational efficiency.

Utilizing Docusign API for custom integrations

Docusign API (Application Programming Interface) allows developers to build custom integrations with Docusign. With Docusign API, you can incorporate Docusign functionality directly into your existing applications or create new applications tailored to your unique requirements. The API offers a wide range of capabilities, including document uploading, sending for signing, tracking status, and retrieving completed documents. Leveraging Docusign API empowers you to create customized solutions that seamlessly integrate Docusign’s powerful features into your business processes.