Description

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. If you have specific questions, please contact [email protected] to discuss. 

Updates

• There is now a separate DocuSign account for sending envelopes that require 21 CFR Part 11 compliance. Request a 21 CFR Part 11 account. Once it's set up, you will need to toggle between your regular UCSF DocuSign account and the 21 CFR Part 11 account. Find details on best practices for sending out 21 CFR Part 11 envelopes and information on how to sign an envelope sent from the 21 CFR Part 11 account. 

DocuSign is not intended to be a document management system.

Table of Contents

DocuSign Overview

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

Account setup

All UCSF faculty, staff and learners 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 [email protected] (not @____.ucsf.edu), then you already have sending privileges. If your primary email address is something else (e.g., [email protected], @ucsfmedctr.org), 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 a signature, and track the routing status of workflows in which the person is 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 with the ability to change routing for subsequent recipients for a given envelope.  

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

Before sending, please read the Management of workflow and As a sender section of this page (under Functionality) in order to understand how transitioning to DocuSign may modify your current process. This will help you minimize confusion among 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, if you do not already have a current MyAccess session, you will be directed to log into MyAccess.

Security and technical requirements

Using DocuSign has been approved by UCSF's IT Security and Policy team.  Best practices include (1) double-checking the names and email addresses of recipients, (2) not forwarding DocuSign notifications that request your signature and (3) 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, and redundant and geo-dispersed data centers, and it 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 (macOS only); Google Chrome 5.0 or above.

Functionality

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:

Features:

• A 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:

When:

• Documents require significant editing or comments
• Routing requires complex role or recipient flexibility
• The signature needs to appear as if it were handwritten – cannot have authentication trail

Process conversion

Once you've determined that your process would benefit from using DocuSign, we're happy to help you transition your signature process from paper or another format to a DocuSign workflow. Questions?  Open a ticket via help.ucsf.edu