DocuSign – Frequently Asked Questions

DocuSign is an eSignature software that allows documents to be securely signed electronically by email or mobile apps.

This page lists answers to frequently asked questions about UofL DocuSign eSignature.  Additional information is available at the DocuSign Resource Center or contact Business Operations at businessops@louisville.edu or (502) 852 – 7549 or https://businessoperations.louisville.edu/hc/en-us.

General Information

What is an electronic signature?
An electronic signature, or eSignature, is defined by the Federal ESIGN Act as an “electronic sound, symbol, or process, attached to or logically associated with a contract or other record and executed or adopted by a person with the intent to sign the record.” All fifty states have laws that define electronic signatures in substantially the same way.

Who can use UofL DocuSign eSignature?
Any faculty or staff member with a valid UofL email account may use the service for UofL business-related purposes.

How much does it cost to use UofL DocuSign eSignature?
UofL DocuSign eSignature is provided at no cost to UofL faculty, staff, and students.

What document types are supported?
You can upload a variety of file types to UofL DocuSign eSignature, including Microsoft Word and Excel files, PDFs, Google Drive files, and others. For a complete list of supported file types, see https://docs.docusign.com/DocuSignHelp/Content/supported-file-formats.htm.

How secure are documents that are stored in UofL DocuSign eSignature?
UofL DocuSign eSignature offers industry-leading document security. Learn more at https://www.docusign.com/how-it-works/security

Where are my documents stored?
Your documents will be stored in your UofL DocuSign eSignature account while your account is active.  However, we highly recommend you move the final signed copies to your department’s preferred repository (CardBox, SharePoint, etc.).  Documents deleted from your UofL DocuSign eSignature account cannot be recovered.

What are the benefits of electronic signatures?
Electronic signatures provide cost, time, and security benefits:

• Cost:
  • Paper-free processing
  • Free delivery over the Internet
• Time:
  • Mobile, anywhere, anytime access
  • Required fields eliminate the chance of incomplete documents
• Security:
  • Encryption and audit trails ensure documents are tamper-evident
  • Unalterable capture of signing data
  • Secure electronic storage

Which web browsers does UofL DocuSign eSignature support?
Please visit https://support.docusign.com/guides/ndse-user-guide-system-requirements for up-to-date supported browser information.

Can I use DocuSign on a mobile device?
You can use an iPad, iPhone, or Android or Windows 8 device to sign documents if you have the DocuSign app installed. Other functionality, such as sending or managing documents, is not available for mobile devices currently. Download links for the DocuSign mobile app are available at https://support.docusign.com/en/downloads. 

Who do I contact with other questions?
Please contact Business Operations at businessops@louisville.edu or (502) 852 – 7549 or https://businessoperations.louisville.edu/hc/en-us.

Your DocuSign Account

How do I request and account?
Request a DocuSign account Account Request.

Where do I find my UofL DocuSign eSignature account number?
Log into your UofL DocuSign eSignature account and click or tap the account icon in the upper right corner of the top menu. Your account number is listed in the dropdown menu beneath your email address.

Do I need a UofL DocuSign eSignature account to sign a document?
You do not need an account to sign a document. You only need an account to send a document.

Production vs. Sandbox account?
You will receive two DocuSign accounts, one for the development and test environment known as the “Sandbox” and another for Production use.  All development and testing should be done in the Sandbox environment.  When your work is ready to go into production, please complete form Template Migration to have your templates moved over.  Documents can simply be uploaded into the Production environment.
Note:  Employees with 21 CFR Part 11 accounts will receive four DocuSign accounts (Sandbox and Production for both “regular” and 21 CFR Part 11-enabled).

Can I change the default notifications that I am getting from UofL DocuSign eSignature?
To change the default notifications you receive,

• Log into your account
• Press the account icon in the upper right corner of the top menu
• Choose My Preferences
• Press Notifications from the Signing and Sending section of the left-hand menu. Use the check boxes to indicate the notifications you wish to receive
• Press SAVE.

How do I manage my UofL DocuSign eSignature identity (change my picture, signature, or personal information)?
For information on how to create or edit your electronic signature and edit your personal information, please visit DocuSign’s Manage Your Identity page at https://support.docusign.com/en/guides/ndse-user-guide-manage-your-identity.

How do I get account-related help?
Please contact Business Operations at businessops@louisville.edu or (502) 852 – 7549 or https://businessoperations.louisville.edu/hc/en-us. 

Sending a Document with UofL DocuSign eSignature

Can I send a document to someone outside of UofL?
Yes, but keep in mind that UofL DocuSign eSignature is to be used for UofL business purposes only.

How do I prevent documents from being returned incomplete?
To prevent a document from being returned incomplete, ensure that all fields are marked as required. Signers will not be able to submit the document until all required fields are completed.

Can I send the same document to many individuals at once? 
If you need to send a single document to many individuals, use the Add Bulk Recipient button on the Send screen. Full details on bulk sending are available at https://support.docusign.com/guides/ndse-user-guide-send-a-document-using-bulk-send.

Is there a maximum file size or a maximum number of recipients for an envelope?
The maximum total file size for an envelope is 25 MB. There is no maximum number of recipients for an envelope.

How do I send a new document?
To learn how to upload and send a document, see https://www.docusign.com/support/new/question/how-do-i-send-a-docusign-document-new-docusign-experience.

How do I allow UofL DocuSign eSignature to send documents stored in a cloud storage provider? 
For information about uploading documents from Dropbox, Google Drive, Microsoft OneDrive, or Box, see https://support.docusign.com/guides/ndse-user-guide-give-docusign-access-to-your-cloud-storage.

How do I add required signers to a document?
For information about adding document recipients, see https://support.docusign.com/en/guides/ndse-user-guide-add-recipients.

How do I know who has signed my document?
Use the MANAGE tab in UofL DocuSign eSignature to check the status of signatures and envelopes. Click on the envelope which contains the document you need to check. You will see a list of recipients and their status (Needs to Sign, Signed, Viewed, etc.).

For more information on how to use the MANAGE tab dashboard to check statuses or run reports, please watch the video Using Dashboards at https://support.docusign.com/videos/Classic-DocuSign-Experience-Using-Dashboards.

How do I create a template?

To create templates in UofL DocuSign eSignature

• Log into your DocuSign account
• Select the TEMPLATES tab
• Click or tap NEW. Templates allow you to create a standard document where recipient roles, signing information, and commonly used fields can be set. Templates are helpful if you frequently send the same or similar documents to multiple people.

For more information about templates, see https://support.docusign.com/en/guides/ndse-user-   guide-working-with-templates or watch the Using Templates video available at https://support.docusign.com/en/videos/Using-Templates.

Note 1: Templates are not available to basic UofL DocuSign eSignature accounts. To activate this feature, use the “new account” request to request an account with template creation permissions.

Note 2: Template creation is NOT enabled in Production. Templates must be created in your Sandbox account and a request must be made to move them into Production.

Can a template owner be changed?
Yes.  You can learn how to use templates by watching the UofL training video or by referencing DocuSign materials [https://support.docusign.com].

How do I request template permissions?
You only need “template permissions” to create templates, not to use them.  The appropriate account permissions can be requested with your initial account request, or at any time in the future by completing Account Request.

Signing a Document with UofL DocuSign eSignature

How do I sign a document?
When someone sends you a document for your electronic signature, you first receive an email from UofL DocuSign eSignature sent on behalf of the sender. For information about how to sign the document, see https://support.docusign.com/en/articles/How-do-I-sign-a-DocuSign-document-Basic-Signing

*IMPORTANT INFORMATION SECURITY ADVICE*: To avoid accidentally clicking a link in a possible phishing email, it is a good information security practice to verify the email’s authenticity with the sender before attempting to access the document.

Note: The first time you sign a document using UofL DocuSign eSignature, the process is slightly different from your subsequent signatures. If you are signing for the first time, you will be prompted to confirm your name and create a signature and initial. Follow the onscreen prompts to complete this process.

How can I track a document after I sign it?
You can view the routing status and order of a document by logging into your UofL DocuSign eSignature account.

• Click the MANAGE tab at the top of the home screen.
• Select Inbox.
• Click or tap on the envelope containing the document that you want to know about.

Managing Documents Using UofL DocuSign eSignature

How do I view a document or its status?
Use the MANAGE tab in UofL DocuSign eSignature to view your envelopes and documents. You can see a list of envelopes in your Inbox (documents sent to you for your signature) and Sent folder (documents you sent to other people for signature), as well as quick links to see envelopes that require your attention, documents that require a recipient’s attention, and more. For more information about checking the status of a document, see https://support.docusign.com/guides/ndse-user-guide-document-status.

How do I download or print a document?
From the MANAGE tab in your UofL DocuSign eSignature homepage, select the envelope that includes the document(s) you want to download or print.
To download a document, click or tap the Download icon. From the dropdown menu, you can choose to download:

• Separate PDFs: This will result in a ZIP file including each selected document in the envelope.
• Combined PDF: All documents will be included in one PDF file.

To print your document, click the Print icon.

Note: When you download or print a PDF from UofL DocuSign eSignature, it presents the current state of your document. Only completed documents will show the signing information.

What reports are available?
UofL DocuSign eSignature provides a variety of overview and standard reports, accessible from the REPORTS tab on your account home page. You may also create custom reports to fit your business needs. For more information, see https://support.docusign.com/en/guides/ndse-user-guide-using-reports.

Other Questions

Why can’t I upload my PDF file?
Some “fillable form” and “active XFA form” PDF files will not upload properly for use with UofL DocuSign eSignature. You should first remove any interactive elements from the PDF before attempting to upload it. An easy way to remove these elements is to “print” the document to a PDF file using the Print menu in Adobe Acrobat or a similar program. You can then upload the standard PDF file to UofL DocuSign eSignature.

PDF files larger than 5 MB may not upload properly. Use Adobe Acrobat or a similar program to save your file as a Reduced Size PDF or an Optimized PDF to reduce the file size before uploading it to UofL DocuSign eSignature.

What is a field?
UofL DocuSign eSignature fields are locations on a document where the recipient needs to take action to provide information for the recipient. Some examples include Signature, Date Signed, Radio Button, and Check Box. For more information, see https://support.docusign.com/en/guides/ndse-user-guide-field-types.

How do I make a document ADA compliant?
For information about accessibility standards, see https://support.docusign.com/en/guides/docusign-digital-accessibility

Are electronic signatures legally binding?
Electronic signatures are legally binding in the United States and can be used to execute most documents. Both the U.S. Electronic Signatures in Global and National Commerce Act (ESIGN, 2000) and the Uniform Electronic Transactions Act (UETA, 1999) establish that electronic records and signatures carry the same weight and legal effect as traditional paper documents and handwritten signatures.

It is possible that the law of a particular state or country may not allow the use of electronic signatures for certain types of documents. For example, not all states allow electronic wills.

For more information about how UofL DocuSign eSignature meets both ESIGN and UETA compliance, see https://www.docusign.com/learn/us-electronic-signature-laws-and-history.

For general information about eSignature legality, please see https://www.docusign.com/how-it-works/legality/global.

What is 21 CFR Part 11? In short, “FDA rules for electronic signatures.”

Where do I get help using DocuSign?

Please reference:

• UofL DocuSign training videos
• DocuSign online help [https://support.docusign.com]
• Department DocuSign representative
• Business Operations Customer Support at businessops@louisville.edu or (502) 852 – 7549 or https://businessoperations.louisville.edu/hc/en-us.