DocuSign
For New Users | Resources for Current Users | Restrictions for Use
DocuSign is a cloud-based electronic signature (e-signature) tool that allows users to create, send, sign, and track documents online.
DocuSign is available on almost any device with an internet connection, eliminating the need for parties to be physically present in the same location to sign a document.
For New Users
Accessing DocuSign
Who can use DocuSign: WashU faculty, staff, and students can use their WashU Key to access DocuSign and manage their documents.
How to request access: There are two permission levels within DocuSign: Viewer / Signer and Sender.
- Viewer / Signer: No access request is necessary for this level of access. All faculty, staff, and students at WashU can view and sign documents in DocuSign using their WashU Key and password.
- Sender: This role allows for the creation of envelopes (one or more documents to a single signer), templates, PowerForms, and the delivery to signers for eSignatures.
- To request Sender access, complete the DocuSign Sender Access form in ServiceNow.
Other request options in ServiceNow:
Resources for Current Users
| Topic | Resource |
|---|---|
Security and Best Practices | Security and Best Practices (PDF) |
| Sign a Document | Sign a Document (YouTube) Sign a CFR Part 11 Document (YouTube) |
| Sending a Document for Signature & Working with Envelopes | Send an Envelope (YouTube) Bulk Send – How to Transition to Bulk Send V2 Get Started Sending with eSignature (vendor training) Correct an Envelope – Add, delete, reorder or replace documents (DocuSign Support Center video) Customize eSignature Sending Options (vendor training) |
| CFR Part 11 Documents | DocuSign 21 CFR Part 11 Sign a CFR Part 11 Document (YouTube) DocuSign CFR Part 11 Module – Features and Functions Not Available (vendor support site) |
| Create a Template | Create a Template – Templates streamline the process when frequently sending the same documents (YouTube) |
| Work with Powerforms | Powerforms – Create self-service documents for signature that can be initiated from a unique, secure URL or embedded on a website Create a PowerForm: Overview (DocuSign Support Center video) |
| Other topics | Managing Contacts – Adding, editing, deleting, and sharing contacts Switch Accounts and Set a Default Account Using DocuSign with Box (PDF) Using DocuSign with SharePoint (vendor support site) Delegated Administration (PDF) – Sharing admin responsibilities with other users (only available for WashU department-specific subaccounts) Pre-Fill Document Fields How to Manage Fillable PDF’s in DocuSign |
Learn@Work
The following courses are available in Learn@Work:
- DocuSign 101
- Learning DocuSign
- PowerForms
- Creating Templates
- Advanced Template
- Advanced Recipient Workflow
- DocuSign FDA Part 11 eSignature (required for DocuSign FDA Part 11 accounts)
Vendor Training
DocuSign University – Self-paced and hands-on learning
Join the WashU DocuSign User Group on Microsoft Teams to ask and answer questions, and share resources.
Self Help
DocuSign Support Documentation – Primarily documentation with some videos on how-to’s, FAQs, and troubleshooting
DocuSign Community – DocuSign users ask and answer questions
Report an Issue to DocuSign
Open a case with DocuSign for your issue:
- Go to the DocuSign Support site and select Continue under eSignature Rooms CLM.
- Log in with your WashU email address.
- Note: You will have to log in with your WashU Key if you are not logged in to another WashU app.
- Select the case subject and then Add Case Details.
- Complete the form and then select Submit Case.
Report an Issue
For issues that cannot be resolved through the available support resources, please report an issue through ServiceNow, email ithelp@wustl.edu or call 314-933-3333.
Request Additional Services
- To request Sender Access in Service Now, submit a ServiceNow request for DocuSign Sender Access.
- For assistance with workflows that are complex or conditional, submit a ServiceNow request for DocuSign Advanced Workflows Assistance.
- To request access to an existing template sharing group or the creation of one, submit a ServiceNow request for DocuSign Template Group.
FAQ
Yes, DocuSign Signatures are considered legally binding.
A PowerForm is a template that allows you to create self-service documents for signature. A PowerForm is initiated from a unique, secure URL that you make available for signers to complete. These steps outline how to download data from completed PowerForms.
- Log into your Docusign account
- Go to the Manage tab
- On the left, click PowerForm
- Locate the PowerForm for which you would like to download the information
- Click the Download button to the right of the PowerForm
- The Download PowerForm Data date picker will open. Select a Start Date and End Date
Note: The system can process about 1,000 responses at a time, so select a date range that will return a suitable number of responses. - Click the Download button.
- A CSV file will be downloaded to your local machine.
When the envelope is signed by all recipients, everyone gets a copy of the completed envelope.
Yes, the envelope sender is notified of all voids.
| PowerForm | Template | |
| Explained | A PowerForm is a template that allows you to create self-service documents for signature. A PowerForm is initiated from a unique, secure URL that you make available for signers to complete. | Templates help streamline the sending process when you frequently send the same or similar documents, or send documents to the same group of people. |
| Benefits | Powerforms allow you to create a Docusign transaction without having to send the documents from your Docusign account. You can link the PowerForm on your website, or distribute as a secured link through email. Signers can access and sign your forms on demand, making PowerForms a way to capture signatures and data from people whom you do not know ahead of time. | You can use your saved templates to start a new envelope. Everything defined in the saved template is applied and added to the new envelope. You can use the template as is, or you can add additional files, modify signing fields, add recipients, and add and modify messages. |
| Limitations | To create a PowerForm, you must have PowerForm administrator permissions. A PowerForm is initiated from the PowerForm URL by the first recipient in the signing order; other recipients must initiate signing from an email notification. The “Sign in Person” recipient action is not supported with PowerForms because the Signing Host must have an account and the signer may not have an existing Docusign account. Document visibility is not supported. | |
| Use Case | Example: IT System Security Request Your HR system requires each user to complete and sign a security request form indicating the type of access they are requesting as well as acknowledgements for system use (HIPPA, conduct, etc). The form is then routed to multiple individuals for signature approvals before access is granted to the requesting individual. A PowerForm can be created to collect pertinent information about the requesting individual (Name, Employee Number) and require the individual to acknowledge that they have read and agree to standards of use. A link to the PowerForm can be placed on the appropriate IT website so that the requesting individual can initiate the security request at any time. Docusign will route the request to each approver for signatures. | Example: Employee Onboarding As a department administrator, you may need to send an employee onboarding form to multiple recipients to request tasks such as a new laptop/monitor, orientation schedule, security badge, etc. Creating a template with all pertinent information and recipients is an efficient solution to managing multiple onboarding tasks. |
Restrictions & Best Practices
DocuSign is limited to University related activities. The use of DocuSign for personal activities is prohibited. To change your DocuSign email address, follow these instructions.
If you were using DocuSign for personal documents and would like the account to not be tied into your WashU Key, follow the instructions for changing your DocuSign Login Email Address.
DocuSign is HIPAA compliant. Please refer to DocuSign’s documentation (PDF) for HIPAA compliance.
| Do | Do not |
|---|---|
| Verify. Always verify that you are sending the signing request to the correct email address. | Do not overshare. Don’t share envelopes containing sensitive data with others within or outside of WashU unless there is a justifiable reason to include that information. |
| Provide access codes. Always provide a separate access code to external signers in a separate email if the envelope contains sensitive data, such as PHI or PII. Never place the access code in the subject line of the email. It should always be included in the body of the email. | Do not include full credit card numbers. Never include full credit card numbers within envelopes. This helps to ensure compliance with financial privacy policies. |
| Refrain. Only include sensitive data, such as PHI or PII, within the envelope email message body. | Do not use DocuSign on public computers. Never use public computers (library, etc.) for signing informed consent and HIPAA authorization forms. If using a personal device, it should be a device that you regularly use. Ideally, it should be locked with a passcode / fingerprint / facial recognition. WashU signers should always use WashU provided and secured devices if possible. |
Be sure to follow all legal, regulatory, and University policies when collecting or storing sensitive data. If unsure whether or not your tasks or documents contain sensitive data, contact the departments below for guidance.
- HIPAA Privacy Office for Protected Health Information (HIPAA)
- University Registrar for Protected Student Information (FERPA)
- Information Security, including Personally Identifiable Information (PII)
- Human Research Protection Office for the use of ClickUp in human research studies