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Regional IT Helpdesk
11066 Auke Lake Way
Juneau, AK 99801
Mailstop: HB5

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DocuSign

DocuSign is University of Alaska's cloud-based electronic signature solution. It allows users to send, securely complete, and sign a document with an automated workflow. Features include:

Sign in to DocuSign


What can you do with DocuSign?

  • Easily upload and send documents for electronic signatures.
  • Quickly access and sign documents that require signatures.
  • Readily check a document's status, send reminders, view audit trails, and securely store online.
  • Create templates using existing forms to help streamline the sending process.
  • Oversee document workflow by identifying and managing recipients and routing.
  • Make forms available online allowing for self-service and ease of accessibility.

To create and send documents through DocuSign you must request an account. To claim your UA DocuSign account go to OIT's DocuSign service page and choose the "Request a DocuSign Account" button.

An account is not required to sign documents. Requests are sent to an email address and can be completed in a browser.

OIT DocuSign Support

Creating and Sending a Document

Sending a document through DocuSign can be done in a few different ways. Documents can be sent through email with the Envelope option, or through a clickable link with the PowerForm option.

Envelopes are great for sending out unique documents that need to be signed once or twice at most.

  1. Log in to DocuSign
  2. Start an envelope by clicking on the "New" drop-down menu on the Home or Manage page
  3. Select the "Send an Envelope" option
    DocuSign New button. Click New and select the first option directly under New.
  4. Press the "Upload" button and select the document you wish to send
    Select the blue Upload button to choose a document.
  5. Add the Name and Email of the recipients you wish to sign your document. Note that you can set a signing order if necessary by clicking the check box above the recipient list
    Click the text box and type out the name and email address of the recipient you are sending the document to.
  6. Click Next
    • If you've uploaded a fillable PDF you can choose to Assign it to a signer to automatically convert the content
  7. Add the fields you'd like to be filled out or signed. Fields can be customized using the menu on the right
    Multiple customization choices located on the right side of the DocuSign screen
  8. When complete, click Send
    Yellow send button next to the Back button. Select this to send the Envelope.

Templates are great for documents that will need to be sent out multiple times, such as registration forms or request forms.

To create a Template:

  1. Log in to DocuSign
  2. From the Templates page click on "New" and select the "Create Template" option
    Select Templates at the top of the screen and then click the New button. Then select Create Template directly under the New button.
  3. Enter a name and description for your template
    Click the text box and enter a name and description of the Template.
  4. Add the file you wish to have signed with the "Upload" button
    Select the blue Upload button to choose a document.
  5. Add at least one role to your recipient list: you can customize this to a generic recipient (to set when the template is used) or a specific recipient (such as a department that's always a part of the process)
    Select the text box and add the signers Role, Name, and Email address respectively.
  6. Press Next to set signing fields
    Yellow Next button. Select this to continue to the next step.
  7. Add the fields you'd like to be filled out or signed. Fields can be customized using the menu on the right (fields explained)
    Multiple customization choices located on the right side of the DocuSign screen
  8. To finish your template press Save and Close
    Yellow Save and Close button. Select this when you are finished making changes to save your document and close out of it.

PowerForms are forms that can be accessed and signed through a secure URL that can be linked to websites and emails. This is great for documents used often by a lot of people. Only accounts with the correct permissions can create PowerForms. If you need to create PowerForms contact your administrator.

To create a PowerForm:

  1. Log in to DocuSign
  2. Navigate to the Templates page
  3. Select the Template you have already created and wish to use
    The templates tab. Select the blue button to use your premade template.
  4. Click the "Use" button to the right of the Template and select "Create PowerForm"
    Selecting the blue use button brings up a menu. Select the
  5. Fill out the PowerForm Summary with the Name, Email Subject, and Instructions for the signer on how to complete your form
  6. Click "Create" to finish and create your PowerForm
    Yellow create button. Select this to finish your PowerForm.
  1. Locate (or create) a fillable PDF, with fields to be filled out by the signer
  2. Log in to DocuSign
  3. Access the Template tab
    Docusign Menu Tabs
  4. Create and name a NEW Template
    From the New button menu, select Create Template
  5. Upload your fillable PDF
    Upload a document to the envolope
    • You will see a notice that form fields have been found.
      Form fields found notification
  6. Add at least one Recipient Role
    Add at least one role to sign the document
  7. Click the Next button in the upper or lower right
  8. In the Manage PDF form field data, select Assign to: and select your initial Role from the dropdown list, then click Confirm
    Assign the detected PDF fillable fields to a signer role
    • After processing, you should see all the PDF fillable fields in Docusign format
  9. Adjust fields as necessary for Required, Added Text, Formatting, etc
    • Click Recipient Preview in the upper right to view the current template
      Customize the required fields to the document
  10. Click Save and Close to lock in the settings
    Save and Close button

Your fillable Docusign Template can now be sent to your intended recipients, or be used to generate a PowerForm.

Signing and Submitting a Document

There are a few different ways to submit a signed document, depending on how it has been requested. You may receive an email request, a link to a PowerForm, or you may need to sign into DocuSign to submit manually.

  1. Click Review Document in the email sent to you
    DocuSign notification that someone has sent you a document to review and sign.
  2. Click Continue
    • If this is your first time filling out a form, you must accept the terms and conditions
      DocuSign record and signature disclosure agreement. Check the box and press Continue.
  3. Review the document. Click on the Start button to walk through each field that needs completing. Required fields are highlighted in red, while optional fields are highlighted in gray. Click on each field to accept or customize it
    Start button. Click to start signing.
    Optional and required fields. Fill out as necessary.
  4. Click Finish
    Finish button. Click to complete signing.

A notification email will be sent when the document is completed.

  1. Follow the link to the online form
  2. Enter your full name and email address. Make sure to follow the instructions provided
  3. Click Continue
    • If this is your first time filling out a form, you must accept the terms and conditions.
      Click on the check box on the left and then select Continue to accept the Record and Signature Disclosure.
  4. Review the document. Click on the Start button to walk through each field that needs completing. Required fields are highlighted in red, while Optional fields are highlighted in gray. Click on each field to accept or customize it
    Yellow Start button. Select this to begin
    DocuSign fields. Select the correct text box and enter in the appropriate text.
  5. When you've entered all the necessary information, click the Finish button
    DocuSign Finish button. Select this to complete your submission.

Make sure you have claimed a UA DocuSign account. To claim your UA DocuSign account, go to OIT's DocuSign page and choose the Request a DocuSign Account button.

  1. Log in to DocuSign

  2. Click New and select Send an Envelope

    DocuSign New button. Click New and select the second option labled
  3. Choose Upload or Get from Cloud depending on where your document is saved. Select the form to sign, and click the Sign button
    Select the blue Upload or the Get From Cloud button to choose a document to be signed.
  4. Click Continue
    • If this is your first time filling out a form, you must accept the terms and conditions
      Click on the check box on the left and then select Continue to accept the Record and Signature Disclosure.
  5. Add the fields you'd like to fill out or sign. Fields can be customized using the menu on the right
    The customization menu located on the right side.
  6. Click Finish from the top menu
    DocuSign yellow Finish button. Click this to complete your custom settings.
  7. Add the recipient(s) you'd like to receive the signed form. You must include a Full name and Email Address. Click +ADD RECIPIENT to send to additional addresses. You can also choose to customize the email Subject and Message fields
  8. Click Send and Close
    Fill out in the correct text boxes the Full Name and Email Address of those recieving the document.

More Resources

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