it.ucsf.edu

Electronic Signature

DocuSign is UCSF's electronic signature solution, a cloud-based application, allowing users to send and sign securely as well as input other data into a document with automated document workflow. 

Here you will find key information regarding the UCSF DocuSign initiative. If you have specific questions, please contact Jill Cozen-Harel to discuss.

Note: When sending to a UCSF user, please send to their first.last@ucsf.edu email address instead of any previous UCSF email domains (@medicine.ucsf.edu, @ucsfmedctr.org, etc.)

Update 7/10/15: When signing a document, DocuSign will direct you to view each page of the document(s) even if there are no signing fields on a particular page.  It will direct you to tab through all fields initially, whether optional or required.  

Update 12/28/15: On January 4, 2016, we will be updating the look and feel of signing a document with DocuSign.  

 

DocuSign is not intended to be a document management system.

Table of Contents

Overview Functionality
Account Setup Usage Guidance
Access Process Conversion
Security and Technical Requirements FAQs

 

Click on links to the right to find out more about how to use DocuSign.


DocuSign Overview

DocuSign is a secure, legally-binding eSignature application with workflow functionality. You are not limited to signatures though - DocuSign not only captures signatures, but also allows you to add the signer's initials, full name, or email address, the date signed, and more general data fields to hold text  of any sort.

Account Setup

All UCSF faculty, staff, and students have free, unlimited access to DocuSign.

There are currently two types of UCSF DocuSign accounts - signer and sender.

If your primary email address is currently first.last@ucsf.edu (not @____.ucsf.edu), then you already have sending privileges.  

If your primary email address is something else (...@anesthesia.ucsf.edu, @ucsfmedctr.org, etc) then your account will be created automatically when you click on the DocuSign UCSF link on the MyAccess landing page, but will default to a signer account.  If you need to upgrade to a sender account, please submit a ServiceNow ticket here.  

Signer: Able to sign, create and save signature, and track the routing status of workflows in which you have been included as a recipient.

Sender: Able to do all of the signer actions; also able to send envelopes to others or be designated by a sender as a 'manage envelope' role and have the ability to change routing for subsequent recipients for a given envelope.  

*Note that you do not need an account at all to sign a document that you receive via DocuSign.  

Before sending please read the Workflow Decisions and As a Sender sections of this page in order to understand how transitioning to DocuSign may modify your current process so that you minimize confusion amongst users and maximize your ability to benefit from DocuSign's functionality.  For workflow or implementation questions, please ask.  

 

Access

You can log in to DocuSign from MyAccess or from the DocuSign login page - https://www.docusign.net/

If you log in from the DocuSign login page, you will be prompted to enter your UCSF email address and then you will be directed to log on to MyAccess if you do not already have a current MyAccess session.    

Security and Technical Requirements

Using DocuSign has been approved by UCSF's IT Security and Policy team.  Best practices include double-checking the names and email addresses of recipients, not forwarding DocuSign notifications that request your signature, and not downloading signed forms from DocuSign unless the laptop or desktop is encrypted.  Documents sent via DocuSign are encrypted both in transit and at rest. 

DocuSign is 100% legally-binding and provides full document encryption, a tamper-proof audit trail, redundant and geo-dispersed data centers, and is fully compliant with the ESIGN Act. You can learn more about DocuSign’s security here.

Final release versions of Internet Explorer® 7.0 or above (Windows only); Mozilla® Firefox® 3.0 or above (Windows and Mac); Safari™ 3.0 or above (Mac OS only); Google Chrome® 5.0 or above.

Functionality

As a recipient Management of workflow
As a sender Additional features

Usage Guidance

The following lists are intended to help you determine if your signature process would be a good fit for DocuSign.

Top Reasons to Use DocuSign:

  • Repeatable, standardized process
  • Ability to track real-time routing status
  • Ensures secure, legal electronic signing both inside and outside of UCSF

Top Reasons Not to Use DocuSign:

  • Documents require significant editing or comments
  • Routing requires complex role or recipient flexibility
  • Signature needs to appear as if it were hand-written – cannot have authentication trail

Process Conversion

Once you have determined that your process would benefit from using DocuSign, please read through this file on converting your process to DocuSign.  Questions?  Contact Jill Cozen-Harel.