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Table of Contents

What is DocuSign?

DocuSign is an electronic signature and digital transaction management tool that can be used to replace manual, paper-based transactions and processes. The Division of Business and Financial Affairs, in collaboration with the Division of Technology & Innovation and in support of its ongoing mission to transform the delivery of services through continuous improvement, has begun a pilot project to use DocuSign for completing and approving forms that previously required a manual signature and routing.  Our intent is to make our forms easier to complete, route, review, and sign, saving time and effort for everyone involved.

Note: As of September 25, 2017, CSUCI is using the New DocuSign Experience, an updated user interface and experience for DocuSign. The instructions on this page have all been updated to the New DocuSign Experience. If you've previously worked in DocuSign and would like to learn more about New DocuSign and what has changed, check out these resources.

What forms are currently completed through DocuSign?

Currently, the following forms are available in DocuSign:

  1. Hyperion Access Request Form (Budget & Planning)
  2. Position Management Action Form (Budget & Planning)
  3. ChartField Request Form (Budget & Planning)
  4. Home Use Permit Form (T&I)
  5. CMS Access and Compliance Form (HR)

We will update this list over time as we add more forms. If you have suggestions for forms you’d like to see added to the list, please let us know by contacting Nathan Bowden at nathan.bowden@csuci.edu.

Preparing a form in DocuSign

Learn the DocuSign basics

New to DocuSign or electronic signature tools in general? Check out this brief video from DocuSign that explains what their tool does and how it generally works.

Request Access to Forms

All CI employees have a basic DocuSign account which allows them to view documents they need to sign or have previously signed. However, in order to be able to access, prepare and send a form in DocuSign, you will need to request permission to be classified as a DocuSign "Sender." You can request "Sender" status by contacting one of the following administrators:

  • If you will be working primarily with Business & Financial Affairs forms, contact:
  • If you need access primarily for Technology & Innovation forms, contact:

Log in to your DocuSign account

To log in to your DocuSign Account, click here and log in through MyCI using your CSUCI email address and password.

Select and send your form

Take the following steps or watch the video below to start a form in DocuSign:

  1. From your home page in DocuSign, click the “New” button next to “Sign or Get Signatures”
  2. From the drop down menu, select “Use a Template”
  3. In the “Select Template” box that appears, click on “Shared with Me” on the left hand side
  4. Find your form from the list that appears, or enter keywords from the template title in the search box to locate the form template.
  5. Click the button next to your form then click the “Add Selected” button below
  6. Add recipients’ email addresses and names
    • In the Recipients section, you add the names and email addresses of the people who will have a part in completing, reviewing and/or signing the form.
    • In most cases, the form will require a “Preparer,” which may be you if you will be completing the fields in the form. Make sure you add your own information where this is the case.
    • Each role required to review or sign your form has already been added. Some roles may have a placeholder for the recipient’s name and email address. You will need to complete the name and email address for those roles. Where a name and email address is already entered, do not change that information without first contacting the individual who is assigned.
    • Once you’re done adding the names and email addresses of recipients, you’re done with this section. The routing order of the form as well as the actions required of each “signer” have already been set. Time to move on to the Message section.
  7. Email Message
    • In the Message section you set the email message that recipients of your form will see when they are notified they have a form for review.
    • All forms will have a standard e-mail subject and message already entered. You can change or add to the email subject and message as needed, but please be sure to keep the name of the form in the email subject.
    • If you need to add a note to a specific recipient, you may do so by:
      • Clicking on the box next to “Custom email and language for each recipient”
      • Find the name or names of the recipients to whom you’d like to send a specific message and add or change the language in the message under their name.
  8. Note: Advanced Options are available, but are typically set to a standard setting based on the form you’re using. You can use the advanced options to:
    • Change the order in which the form is routed (some forms may not allow the recipient order to be changed);
    • Add another document to the envelope (for example, if you have a background document you’d like to send with the form for informational purposes);
    • Add recipients to the form (be aware that if you want to add signers to a form, you will also need to add a signature field for them in the template itself);
    • Change when the envelope will expire if not fully approved (most forms are set to expire if they’re not approved within 120 days);
    • Change how often recipients will receive reminders if they have not signed the document (most forms are set to send reminders to recipients if they have not signed a document within 5 days of receiving it).
    • These settings will not typically require changes, but if you have a specific need to change them, you can do so by clicking on the “Advanced Edit” option at the bottom of the page.
  9. Send Form
    • Click “Send” once you have completed the email message section and are ready to start filling out the form (or send it to the person you designated as the form preparer if it is someone other than yourself)
    • If you are the person who will initially be filling out the form (the Preparer), you will immediately have the chance to start filling out the form once you’ve clicked “Send.” If you are ready to start filling out the form, you will see the message, “Do you want to sign this document now?" Click “Sign Now” to begin.
    • Follow the process below for “Signing a Form in DocuSign” to complete the necessary fields.

Want more information about completing templates in DocuSign? Check out DocuSign’s support documentation on “Using Templates.”

Signing a form in DocuSign

A “Signer” in DocuSign could be anybody required to provide information, including a signature, on a form after the form has been initiated. DocuSign will take you step by step through the parts of the form that you need to complete as a signer, but below you’ll find general instructions on how to add information and a signature to a form routed to you. You can also watch the video below on how to sign a form in DocuSign.

  1. Receive Email Notification
    • You will receive an email when you have been assigned to sign or provide other information on a form. The email should explain what form you’re reviewing and provide a link to open the document.
    • Click the “Review Documents” button in the email to start signing the form.
  2. Agree to Sign Electronically
    • Before you can sign a document electronically, you will first need to agree to complete the form electronically.
    • Review the consumer disclosure, and select the checkbox “I agree to use Electronic Records and Signatures.”
    • Click "Continue" to begin the signing process.
  3. Add Information and Sign
    • Click the “Start” button on the left side of the screen.
    • DocuSign will provide you with prompts to direct you to the areas you need to complete.
    • Required fields will be marked with a red outline. You will not be able to finish a form without completing all required fields first.
    • If you are required to sign the form, you will be prompted to do so with a tag that says “Sign.” If this is your first time to sign a document in DocuSign, clicking on the “Sign” tag will open a box that will allow you to adopt your signature.
      • Adopt a Signature
        • First, verify your name is correct.
        • Next select a style for your signature by doing one of the following:
          • Accept the default signature and initial style, and go to the next step.
          • Click Change Style, and select a different signature option.
          • Click Draw. Draw your signature/initials using a mouse, or your finger or a stylus on a touchscreen.
        • Click “Adopt and Sign”
    • When you’ve completed all your assigned tags in the form, click “Finish.”
      • If you do not approve the form, do not sign the form. Click on the drop down menu titled "Other Options" and select "Decline to Sign." If the form contains errors or needs to be modified, you will need to contact the sender directly to make the changes needed and reroute the form.
    • A message will appear stating that you have completed your document. The form will now move on to the next assigned reviewer, or if you are the final reviewer, the sender will receive confirmation that the form is complete and will receive a final version of the document in their DocuSign account.

Note: Be very careful about completing information in the form. Any subsequent changes will generally require that the form be completely restarted through the signing process.

You can get more information on how to sign a document in DocuSign from DocuSign's support documentation

Making a change to a form

For most forms, once you have completed your part of the form, neither you nor any other reviewers can make changes to the fields you’ve completed. A sender can, however, make changes to recipient information if the recipient has not yet completed their part of the form. Any other changes have to be made by the sender by canceling (or voiding) the old envelope and creating a new envelope.

Changes to recipient information

The person who initiated a form in DocuSign (or the sender) can make changes to recipient information as long as the form has not yet been completed and the recipient has not yet completed their task on the form.

To make a change to recipient information, the sender should follow these steps or watch the video below:

  1. Log in to DocuSign
  2. Select the envelope you would like to correct by
    • Clicking on the “Waiting for Others” link on your main page (you can also find this through the “Manage” tab),
    • Selecting the form you want to correct by clicking on it, and
    • Clicking on the button labeled “Correct.”
  3. The envelope details will open so that you can make changes to it, including:
    • Reordering the recipients: Click on the number to the left of the recipient you would like to reorder and simply renumber it to the position you would like to place them in. Make sure you change all recipients’ order numbers as needed to avoid sending the form to two recipients at the same time.
    • Correcting or changing the names and email addresses of recipients: delete the name and/or email address you need to change and enter the correct information
    • Removing recipients: Hover over the box with the recipient you want to remove and then click on the “x” to the far right of the box
  4. Click the “Next” button in the upper right-hand corner
  5. You’ll see the form on the next screen along with a button labeled, “Correct.” Click the “Correct” button to complete the changes you made.
  6. New email notifications will be sent automatically to recipients as needed.

Get more information on correcting an envelope at the DocuSign support website

All other changes

If you need to make a change to content that you previously added to a document or for a signer who has already signed, you will need to void the envelope and complete a new form.

To void an envelope, follow these steps or watch the video below:

  1. Log in to DocuSign
  2. Click on the “Waiting for Others” link on your main page (you can also find the pending envelope through the “Manage” tab),
  3. Find the envelope you need to void
  4. Click on the dropdown box to the right of the form and select “Void.”
    • You will be required to provide a reason for voiding the envelope, which will be included in an email sent to any recipients who already signed the document.
    • Once you have written your reason in the box provided, click the blue “Void” button.
  5. You will see a green notification box confirming that the envelope has been voided.
  6. The envelope status will change to "Voided" and you can now create a new envelope, if needed, to correct information in the old envelope.

Note: You can create a new envelope based on the form you just voided in order to avoid having to retype all of the recipient information for the form. To do this refer to DocuSign’s instructions on Cloning an Envelope.

Checking the status of a form

Anyone with an account can check the status of a form they have previously sent and/or signed. Here's how to do it:

  1. Access the DocuSign envelope by clicking on the “Manage” tab and selecting the “Sent” box.
  2. You’ll see a listing of all of the documents you’ve previously sent or signed with a basic information about the status of the document
  3. To get more details about the envelope status, click once on it
  4. A summary will appear showing information about the status of the envelope you’ve selected, including:
    • The email subject and message
    • The overall envelope status (Waiting for Others, Completed, Voided, Draft)
    • The list of recipients, including details about who has the form currently as well as who has already signed and when
    • Thumbnails of the form showing the information and signatures that have already been entered