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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.

What forms are currently completed through DocuSign?

Currently, we have selected two forms to pilot the use of DocuSign. These forms include:

  1. Hyperion Access Request Form (Budget & Planning)
  2. Position Management Action Form (Budget & Planning)
  3. Home Use Permit Form (T&I)

We will update this list over time as we add more forms to the pilot. 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.

If your job requires you to complete one or more of the forms that are now completed through DocuSign, we've recorded a one-hour training for you that covers:

  • Logging in
  • Completing and sedning a form
  • Checkin on the status of a sent form
  • Making corrections to a form
  • Downloading a completed form

View Form Preparer Training

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 on “Start a New Envelope”
  2. Click on “Choose an Online Document”
  3. Choose “Shared Templates,” select the form you wish to use and click “Add”
  4. Add recipients’ email addresses and names
    • In the Recipients and Routing 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” as the first recipient of the form, 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. Each name field will include a description of the role that should be entered for that field, such as "Form Preparer" or "Division Budget Manager." You will need to complete the name and email address for each of those roles. Where a name and email address is already entered, that individual is permanently set as a recipient on the form and cannot be changed.
    • 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 Email Message section.
  5. Email Message
    • In the Email Message Section you set the 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.
      • If you need to add an additional note for all recipients of the form, you can add that to the email message.
      • If you make changes to the email subject, please make sure you keep the name of the form in the email subject line.
    • If you need to add a note to a specific recipient, you may do so by selecting the recipient for the message from the Add a Note to: list and click Add. The Custom note dialog box appears. Type the message for the recipient. The message is limited to 1000 characters.
  6. Envelope Settings

    Note: The envelope settings section contains default settings for envelopes you send. We'd recommend not changing these unless absolutely necessary.

    • All envelopes will be branded with the CSUCI logo by default. This is a universal setting that cannot be changed by individual users.
    • Signers are allowed to change signing responsibility by default. We recommend you keep this box checked, but if for some reason you do not want your recipients to be able to delegate their signature to another person, you can uncheck this box.
    • In the reminders and expirations section, you can set up automatic reminders to be sent to your recipients and set a timeline for when the envelope will expire and longer be available to complete.
      • By default, most envelopes are set to expire 120 days after they are sent.
  7. Send Form
      • Click “Send Now” at the bottom of the page when you are ready to send the form to the first recipient and begin completing the fields in the form itself.

    Note: Make sure you click "Send Now" not "Next" when you are ready to complete the form. Clicking "Next" will prompt you to make changes to the template itself. If you need to change a template, contact nathan.bowden@csuci.edu.

    • The form will go to each recipient in order after each person has completed their required parts.
    • Not yet ready to send the form? Click “Save Draft” and the form will be saved to your account.
  8. 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 Now.” If you are ready to start filling out the form, click “Continue” and begin.
    • Follow the process 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. 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 "Manage" tab,
    • Selecting the "Out for Signature" folder, and
    • Clicking on the status of the document (which should say “In Process”) and select “Correct.”
  3. The envelope will open in the standard "Prepare Envelope" page so that you can make changes to it, including:
    • Reordering the remaining reviewers: Click on the order number to the left of the recipient you would like to reorder and simply insert the new order number. This may leave you with multiple reviewers reviewing at the same stage, so you may need to renumber other reviewers as well.
    • Providing new names or email addresses for recipients: Delete the name and/or email address you need to change and enter the correct information.
    • Removing recipients: Click on the “x” to the far right of the recipient’s information.
  4. If the document needs to be re-sent to a recipient, click the “Re-send” box for that recipient
  5. Scroll to the bottom of the page and click “Correct.”
  6. The document is now corrected and will be resent if you selected that option.

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 "Manage" tab,
  3. Select the" Out for Signature" folder to find the envelope you need to void
  4. Hover over the envelope you want to void and an arrow will appear to the far right. Click on the arrow and select “Void.”
    • You will receive a confirmation notice asking if you are sure you want to void the envelope
    • You will also 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 “Void Envelope” button.
  5. 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 get a head start on creating the new 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 theDocuSign envelope by either:
    • Selecting “See All Envelope Statuses” in the “Envelope Status” box of your DocuSign account home page, or
    • Clicking on the “Manage” tab and selecting the “Sent” box.
  2. Once you’ve found the envelope you’re looking for, click once on it
  3. A summary will appear below the mailbox showing information about the status of the envelope you’ve selected, including:
    • The overall envelope status (In Process, Completed, Voided or Declined)
    • The envelope subject
    • The number of pages in the document
    • Details on when the envelope was sent
    • Details on the status of each review stage and where the envelope currently sits.