DocuSign Frequently Asked Questions (FAQs)

This list of frequently asked questions is in-progress. If you don't see a frequently asked question you are looking for visit the DocuSign Support Center.

Getting Started With DocuSign

Q: How can I log in to DocuSign?
A: 
Click Log In To DocuSign.


Q: I am interested in signing up for DocuSign? What do I need to do?
A: 
Complete the DocuSign Interest Form and someone will get back to you soon.


Q: Where can I find my DocuSign account number?
A: 
See the DocuSign Support Center article: where do I find my DocuSign account number?


Q: Do email aliases work with DocuSign?
A: 
Email aliases do not work with DocuSign. Please ask senders to send to the main UCSC email address.


Q: Can I change the default notifications?
A: 
See the DocuSign support page article on how to manage one's email notifications.


Q: Where can I go to learn more about DocuSign?
A:


Q: How much does it cost to use DocuSign?
A: 
DocuSign is available at no charge to campus staff, faculty, and students.


DocuSign Account Questions/Troubleshooting

Q: What if I already have a DocuSign account associated with my @ucsc.edu email address?
A: 
If you already have a DocuSign account associated with your @ucsc.edu email address you can switch to a different DocuSign account and set a new default DocuSign account. See Switch DocuSign accounts for more information.


Q: When I log in, I see the option for two accounts.  Which account should I use?
A: 
DocuSign lets users switch accounts in one of two ways. Please use the university accounts for university business. This document below from DocuSign outlines both approaches.  
https://support.docusign.com/en/guides/ndse-user-guide-switch-accounts   


Q: How do I separate my personal DocuSign business from the university account and still use the @ucsc.edu email?
A: 
To keep personal business separate, you will need to close your personal DocuSign account using the @ucsc.edu address. If you wish to use DocuSign for personal business you should create a new DocuSign account using an email address other than the @ucsc.edu address. Please note, if you wish to preserve any of your existing documents, it is again recommended you download copies of your completed documents first. Follow these steps to close your personal DocuSign account. 

To close your personal DocuSign account (that uses the @ucsc.edu address):

  1. Submit a case with our DocuSign Support team. To do so, log in to DocuSign. At the bottom of the page, under Help and Support, click on Support Home, click on Manage My Cases and then click Add New Case.
  2. Or, contact DocuSign Support directly by phone: 1-866-219-4318

Q: I am having issues seeing all of my pending approvals after logging into DocuSign. When I looked, I have the option to "switch accounts". Is this the issue?
A:
Yes, you may need to switch accounts in order to see your pending approvals. DocuSign lets users switch accounts in one of two ways. See the document on switching accounts. 

If you have an external account that uses an @ucsc.edu email address, documents sent to you go that account even when the university account is set as the default. You will need to close that account.


Signing DocuSign Forms

UCSC maintains strict controls on signing authority, such that only certain persons at the university are allowed and have the authority to sign contracts and other documents that legally bind the Institute. If in the course of your work at UCSC you are asked by someone, inside or outside the university, to sign a contract or legal document, you should contact the Office of the General Counsel to determine if you have appropriate authority.

Q: How to fill in a DocuSign form?
A: 
Each department provides their own set of instructions. Here are some basic steps to guide you when filling in a DocuSign form:

If you are clicking on a link to a DocuSign Form:

  1. Upon accessing the URL for the DocuSign form, you will be presented with a PowerForm Signer Information screen.
  2. Follow the instructions on the PowerForm Signer Information screen.
  3. After clicking the Begin Signing button, check your email for a message with a link to Review Document or for a message with an Access Code. See the instructions for each scenario below.

If the email you received has a link to Review Document:

  1. Click the Review Document button.
  2. You will be asked to log in to DocuSign (using your Gold Password) and then you will see the DocuSign Form.
  3. Click Continue to proceed with filling out the DocuSign Form.

If the email you received has a Signing Validation Code (Access Code) and a link to Resume Signing:

  1. Click Resume Signing (you will be presented with a screen).
  2. Enter the Access Code.
  3. Click Validate (you will see the DocuSign Form).
  4. Click Continue to proceed with filling out the DocuSign Form.

Other FAQs

Q: Is DocuSign approved for PHI data?
A: 
DocuSign is not currently approved for PHI data, but we are working on it.


Q: How to avoid a phishing attack.
A: 
When you receive an DocuSign notification, check the form address. Hover over the sender email (To) and check the email address. All DocuSign notifications will come from dse_na2@docusign.net When you have confirmed that this is the email address, you can proceed with signing the document.

Here are some tips to help spot the differences between real and spoof DocuSign email messages:

  • All URLs to view or sign DocuSign documents will contain "docusign.net/" and will always start with https.
  • All legitimate DocuSign envelopes include a unique security code at the bottom of the notification emails. If you don't see this code, then don't click on any links or open any attachments within the email message. Forward it to spam@docusign.com

Q: Searching for envelopes in your DocuSign inbox
A: 
To find envelopes in your DocuSign inbox, see Locate Envelopes.


Q: I understand DocuSign is different than the electronic signature feature built-in in Acrobat? When do we use one or the other?
A: 
A legally-binding signature must meet authenticity requirements that the person is who they say they are. To meet this requirement, the electronic signature system must require authentication before enabling the signer to sign electronically. For university constituents, this authentication will happen with a user’s CRUZID credentials via: Shibboleth(CruzID) or LDAP.

Signing a PDF file using the “Sign” option in Adobe Reader or Pro version does not meet this requirement, nor does just typing one’s name or drawing one’s signature.

Additional considerations:

  • Security - Using a self-signed certificate in Adobe does not meet authenticity or verify who the signer is who they say they are.
  • Policy - The UC system does not have policy on electronic signatures, so we follow the Secretary of State guidelines that list approved vendors for digital signatures.

 

See Also