Create Envelopes in DocuSign

Upload the document that requires electronic signature(s) to the process instance.

To upload and prepare a document for eSignature using DocuSign

1. Click the Processes tab located at the top of the page.
2. Choose a project from the All Projects menu.

The Project Processes page is displayed.

3. Filter for the process whose details you want to view.
4. Click the process number or subject of the process you want to access.

The Process instance page is displayed.

5. On the Details tab, click Browse Computer or Browse e-Builder to search for the document.
6. Click Attach to upload it.
7. Click Take Action.
8. On the Prepare document(s) for eSignature page, click the Click here to prepare document(s) for eSignature link.
   

   The DocuSign window is displayed with the document that was just uploaded.

   This must be done before moving the process to the next step.

Add standard fields to the document such as signature, initials, date signed and name. You can add them for each user that must sign the document.

To add standard fields in DocuSign

1. Open the document in the DocuSign window.
2. From the recipients drop-down list, select the name of a user who needs to sign the document electronically.
   

   The recipients drop-down list will contain every user that can take action in the next step. This list will be defined based on the user role set for the user. When configured, eSignature workflows allow you to select a specific project member from the Selected Roles list to be the actor on the next step. These project members are added to the DocuSign Recipients list in eSignature steps.

3. To insert a signature field for the selected user, drag and drop the Signature control from the left pane onto the document at the appropriate place on the page.
   
4. Repeat this step by dragging and dropping other necessary standard field options like Initials or Date Signed onto the page.
   

   Some of the other document fields you can add to the file are listed on the left pane such as the Name, Email, Company and so on.

   DocuSign will retain the formatting such as the font size once you have set it for a certain field. This is useful when you need to add many fields of the same type such as multiple signature fields.

5. To switch recipients, select a different user from the recipients drop-down list. Repeat the previous steps to add signature and other document fields for each user.
   

   Click the Recipient Preview button to view a preview of the document as a particular recipient. In the DocuSign preview window that is displayed, you can select a user name from the Viewing as drop-down list to load their view of the document. Select the display format icons to see a desktop, tablet or phone preview of the document.

You can also add additional signees or document recipients who are external to e-Builder in this step.

Depending upon your DocuSign permissions profile, you may or may not have access to this feature.

Using the Edit Recipients option from the recipients drop-down list, external recipients can be added by entering their names and email addresses. The document recipients from e-Builder are locked and the signing order is set to 1 by default. This is to prevent inadvertent changes to the signing order as per the workflow. Any external recipients added using the Edit Recipients window will be set to a default signing order of 2.

It is important that you change the order to 1 for these recipients as well so that they receive the documents at the same time as the e-Builder users. If the order is unchanged and remains as 2, the document will be sent to these external recipients only after the document has been signed by the last e-Builder user in a given workflow instance.

To add external recipients

1. On the DocuSign window, click Edit Recipients from the recipients drop-down list.
2. On the Edit Recipients window, click Add Recipient to add a new row.
3. Enter the external user's details in the Name and Email Address fields.
4. Click Done to add the user to the recipient drop-down list.

You can also add additional documents that are external to e-Builder in this step.

Depending upon your DocuSign permissions profile, you may or may not have access to this feature. Contact your DocuSign Administrator for further details.

To upload external files

1. On the Documents pane of the DocuSign window, click the document settings icon and select Edit Documents.
   

   The Documents pane on the right displays the current document being prepared for eSignature. You can also upload external files here.

2. On the Upload a Document window that is displayed, browse for and select the required file from your computer and click Done.

   You can also choose to use a template or get the file from the cloud depending on your DocuSign account.

   The uploaded file will be displayed in the Documents pane. You can add the signature and other document fields to it in the same way. This file will also be available on the Attached Documents tab of the process instance.

After you have finished preparing the document, you can send the envelope to the recipients.

To send the envelope

1. In the DocuSign window, click Send to send the envelope and move the process instance on to the next step.
   

   If there are any missing fields for the recipients, you will be prompted to add them at this point. However, you are not required to add fields for every individual in situations where you have multiple recipients listed but only require specific individuals to apply their signature. You can also choose to skip this step and send the envelope without adding the missing fields. The users with missing fields will then be able to insert their signature anywhere in the document.

2. Once the envelope has been created and sent, click Continue to move the process on to the next step.
   

   To save the envelope as a draft that you can revisit later, click the Actions drop-down list and then click the Save and Close button. After preparing the document completely, you can send it out. To discard the envelope that you have created, click the Actions drop-down list and then click the Discard button. You can then create a new envelope as required.