The fastest way to get a signature. DocuSign Desktop Client. v3.0. User Guide

Transcription

1 The fastest way to get a signature. DocuSign Desktop Client v3.0 User Guide

2 Stick-eTabs, DocuSign Professional, the DocuSign logo, The fastest way to get a signature., and DocuSign are trademarks or registered trademarks of DocuSign, Inc. in the United States and/or other countries. All other trademarks and registered trademarks are the property of their respective holders. Contains software or other content adapted from Microsoft patterns & practices Enterprise Library, 2006 Microsoft Corporation. All rights reserved. Licensed under U.S. Patent 6,289,460, U.S. Patent 6,944,648, and other patents pending. Copyright 2010 DocuSign, Inc. All rights reserved. DSPROv3.0_UserGuide_2/15/10 ii DocuSign Desktop Client

3 Table of Contents Chapter 1: Introducing DocuSign Desktop Client...1 Understanding the DocuSign Desktop Client Workflow...1 System requirements...2 Components installed on your desktop...3 Install DocuSign Desktop Client...3 Uninstall DocuSign Desktop Client...4 Navigating within DocuSign Desktop Client...4 Start and exit DocuSign Desktop Client...5 Customize panes and view...5 Manage folders...6 Manage items...7 Access online resources...8 Contact DocuSign Technical Support...8 Chapter 2: Preparing the DocuSign Desktop Client...9 Creating a DocuSign Service Account...9 Configuring DocuSign Desktop Clientglobal options...9 Set and verify account...9 Assign paths for application files Add default subject and message Define web browser settings for your computer Enable additional web service locations Updating DocuSign Desktop Client Chapter 3: Working with Envelopes Creating and modifying envelopes Create a new envelope Edit an existing envelope Delete an envelope Selecting documents Add documents to an envelope Change the order documents appear Change the name of a document Rotate individual pages Manually run IDR on a document Request an attachment Remove documents from an envelope Selecting recipients Add a recipient Modify recipient properties Set the routing order iii

4 Add a recipient multiple times Remove a recipient Applying tabs to a document Place a signature tab Place a data tab Place a form field Set an anchor-based tab in an envelope Change tab properties Sending envelopes Send an envelope Forward a draft to another sender Recover an invalid envelope Track envelope progress Print to an envelope Additional envelope options Control auto navigation for recipients Enhance envelope tracking with custom envelope fields Add envelope field data Selectively display documents to recipients Allow signers to sign on paper Control the addition of contacts Vault envelopes to eoriginal vaulting service Use reminders and expirations Sending envelopes to a large group of recipients Build a Bulk Recipient file Add a Bulk Recipient to an envelope Send an envelope to a Bulk Recipient Chapter 4: Designing and Using a Template Creating a new template Create a new template Add an subject and message Add envelope field data to a template Add a security password to the template Saving and editing templates Edit an existing template Delete a template Synchronize offline and online templates Change automatic template creation settings Set the text used by IDR to match a template Managing roles and recipients on a template Add a recipient to a template Add a role to a template Set the role order Add a bulk recipient role Modify role properties Remove a role Restrict sender privileges iv DocuSign Desktop Client

5 Applying tabs to a template Set an anchor-based tab in a template Using templates in envelopes Add a template to an envelope Apply a template to a document in an envelope Replace or remove an applied template Apply multiple templates to a single document Chapter 5: Building a List of Contacts Using DocuSign Desktop Client Contacts list Add a new contact Edit a contact Delete a contact Synchronize offline and online contacts Using contacts from other applications Import contacts from Microsoft Outlook Integrate with SalesForce.com Add contacts from other applications Chapter 6: Building Form Fields Adding Form Fields Configure a Check Box form field Configure a Radio Button form field Configure a Data Field Configure a Drop Down form field Changing form fields Edit a custom form field Delete a custom form field Manage your custom form fields...74 Glossary of Terms Index User Guide v

6 vi DocuSign Desktop Client

7 Chapter 1: Introducing DocuSign Desktop Client Easily Send Documents for Signature from Your Personal Computer DocuSign Desktop Client is a powerful desktop application that dramatically enhances your ability to take advantage of the DocuSign Service. As with our online service, you can build and manage envelopes as well as review and manage contacts and form fields. Templates enable the quick deployment of the same document for multiple uses and recipients. With DocuSign Desktop Client, you can work offline, sending your envelopes to the DocuSign Member Console whenever it is convenient to do so. Understanding the DocuSign Desktop Client Workflow The following is a typical workflow using DocuSign Desktop Client: Create a document A sender uses an external application to create a document that must be signed by another person. This might be a loan document or an application for enrollment. Build an envelope A sender then uses the DocuSign Desktop Client to create a cover letter, select recipients, and set the signature requirements for documents in an envelope. As with a desktop application, it is not necessary to connect to the Internet during the creation of an envelope. Send an envelope The DocuSign Desktop Client sends outgoing envelopes go to the DocuSign Member Console and from there to the recipients. You can then go online to check the status of pending envelopes. DocuSign Service processes an envelope The DocuSign Service executes the signing process as defined by the envelope. This includes informing signers they need to sign and collecting the signatures. You can then connect to the DocuSign Member Console to view envelope and signature status. Note DocuSign Desktop Client and DocuSign Professional are used interchangeably in this document and in the software interface to refer to the desktop application. 1

8 Understanding the DocuSign Desktop Client Workflow DocuSign Desktop Client Workflow The DocuSign Service is deployed across multiple servers in a high-availability, SAS70- compliant data center that is monitored 7x24x365 days per year. The distributed service architecture allows massive scaling for enterprise-class customers, ensuring the service will be available at all times. Installing DocuSign Desktop Client You can download the DocuSign Desktop Client installation utility from the DocuSign web site. System requirements DocuSign Desktop Client requires the following system configurations: Category Requirement Operating System Microsoft Windows XP Microsoft Windows Vista Computer System At least 30 Mb hard disk space At least 1 Ghz processor At least 512 Mb RAM Web Browser Internet Explorer 7.0 Allow per session cookies Internet Access Speeds of at least 56 Kb Screen Resolution At least 1024 x 768 Other Microsoft.NET 2.0 Framework account Active DocuSign Desktop Client account PDF viewer 2

9 To sign a document sent through the DocuSign Member Console, your recipients must have: Category Operating System Components installed on your desktop The DocuSign Desktop Client installation utility installs components in several places on your personal computer. The following are the default locations for application components: Install DocuSign Desktop Client DocuSign Desktop Client uses a standard installation utility that functions the same across most versions of Microsoft Windows. Differences from the steps described below are minor and are due to small variations in the operating systems. 1 Download the DocuSign Desktop Client installation utility from the DocuSign web site. Copy it to your desktop. Double-click the DocuSignProfessional.msi file. The InstallShield Wizard opens. 2 Click Next. The License Agreement appears. Requirement Microsoft Windows XP Microsoft Windows Vista 32 and 64 bit Microsoft Windows 7 Apple Macintosh OS X Web Browser Internet Explorer 7.0 or above (Windows only) Mozilla Firefox 2.0 or above (Windows and Mac) Safari 3.0 or above (Mac only) Allow per session cookies Internet Access Speeds of at least 56 Kb Screen Resolution At least 800 x 600 Other account PDF viewer Component Location Purpose Application Software C:\Program Files\DocuSign Professional 3 Review and accept the license agreement. Click Next The installation options appear. Application files required to run software. Print Driver Printers and Faxes Enables sender to print from external applications directly to an envelope or template. Launch Icons Start > All Programs > DocuSign Desktop Client Desktop System tray Launches the application. User Files My Documents\DocuSign Professional Files Stores files created by the sender during normal use such as envelopes, contacts, and templates. 4 If your computer is used by more than one DocuSign user, enable the Anyone who uses this computer option before you click Next. 5 To change the installation location, use the Change button. After you select a location, click Next. User Guide 3

10 Navigating within DocuSign Desktop Client 6 Click Install. After the wizard completes installing the files, click Finish. If prompted, click OK to confirm you are connected to the Internet so that the installer can download and install Microsoft.NET framework files. Uninstall DocuSign Desktop Client To remove DocuSign Desktop Client from your personal computer, use the Microsoft Windows Add or Remove Programs tool. Note Uninstalling DocuSign Desktop Client does not remove Microsoft.NET framework files. You must uninstall these files separately if you do not want them to remain on your computer. From the Windows desktop: 1 Select Start > Control Panel > Add or Remove Programs. - If you use Windows Classic View, select Start > Settings > Control Panel. Double-click Add or Remove Programs. The Add or Remove Programs window opens. - If you use Windows Vista, select Start >Control Panel > Programs and Features. 2 Right-click DocuSign Desktop Client. 3 Click Remove. Some versions of Windows use the word Uninstall. 4 Click Yes to confirm. All application files and components are removed from your personal computer. Files you created during normal use remain in your My Documents in the DocuSign Professional folder. 5 Close the Add or Remove Programs window. Navigating within DocuSign Desktop Client DocuSign Desktop Client looks and feels very much like a standard application. Since it is only used for envelope sending, there is no Inbox, but it does use conventions such as Drafts and Outbox folders as well as preview panes. Therefore, many of the skills you know from using an application such as Microsoft Outlook, Yahoo! , or Google Gmail are the same in this application. Menu Bar Use the menu bar to execute application commands. For example, you can create or open items, manage folders, or change preferences. Tool Bar Buttons on the tool bar enable you to quickly do the common DocuSign Desktop Client tasks. Navigation Pane In the Navigation pane, use an expandable and collapsible tree to organize and view the items you create. Status Bar Displays important information about the application such as whether it is configured to access the DocuSign Member Console or you have envelopes ready to send.it also displays error messages which you can click to learn more. Item List When you select a folder from the Navigation pane, the items appear in a list on the upper right. 4

11 Preview Pane When you select an item from the Item List, you can see its key properties such as recipients and source document. This pane does not appear when you select Contacts or Form Fields. Menu Bar Tool Bar Navigation Pane Item Status Bar Preview Pane DocuSign Desktop Client Main Window Start and exit DocuSign Desktop Client DocuSign Desktop Client installs launch icons in many places. You can use any of the following to start the application: From the Windows desktop, click Start > All Programs > DocuSign Desktop Client > DocuSign Desktop Client. From the Windows system tray, right-click the DocuSign Desktop Client icon. Click Open DocuSign Desktop Client. You can also double-click the system tray icon. From the Windows desktop, double-click the DocuSign Desktop Client icon. From any external application, print the document. In the Print dialog box, use the Name drop list to select DocuSign Desktop Client. Click OK to print. To exit the application, select File > Exit. Customize panes and view You can change some properties of the way DocuSign Desktop Client appears. For example, you can turn off the Preview Pane or change the width of columns. The following is a partial list of ways to change the DocuSign Desktop Client display: Note DocuSign Desktop Client uses standard Windows conventions for changing the appearance of columns and windows. To change the size of a pane, position your cursor on the border. When the mouse cursor icon changes to a bar with an arrow to the left and right, press down your left mouse button and drag to a new size. To toggle display of the Preview Pane, select View > Preview Pane. To change a column width, position your cursor between two columns. When the cursor icon changes to a double-ended arrow, press down your left mouse button User Guide 5

12 Navigating within DocuSign Desktop Client and drag to a new size. To automatically resize to the width of the data, doubleclick. To toggle the display of individual columns, select View > Optional Columns. Select the column. To sort items in ascending or descending order, click the column heading. Manage folders As with the display, DocuSign Desktop Client uses standard Windows conventions for displaying and managing files and folders. You can add and delete folders as well as move or copy folders from one location to another. Note The folder hierarchy as it appears in the Navigation pane does not always match the folder hierarchy in your desktop file system. We recommend that you manage your DocuSign Desktop Client items and folders from within the application. The following is a partial list of ways to manage folders in DocuSign Desktop Client: Add a new folder 1 Select File > Folder > New Folder. You can also right-click the parent folder and select New Folder. The Create New Folder dialog box appears. 2 In the Name text box, type the folder name. 3 From the navigation tree, select the parent folder. For example, if you want to add a folder inside Sent Items, select Sent Items. 6

13 4 Click OK. The new folder appears in the Navigation Pane. By default, the folder is created as a directory in My Documents\DocuSign Professional. All items you move into this folder are saved here. Delete a folder Caution! When you delete a folder, you delete all the items stored in that folder. 1 To delete a folder, select the folder in the Navigation Pane. Select File > Folder > Delete FolderName. The menu uses the name of the folder selected in the Navigation Pane. You can also right-click the folder and select Delete FolderName. 2 Click Yes. The contents of the folder are moved to the Deleted Items folder. Empty the Deleted Items folder To remove items entirely from your hard drive, you must empty the Deleted Items folder. 1 Right-click the Deleted Items folder on the Navigation Pane and select Empty Deleted Items Folder. 2 Click Yes. The items in Deleted Items folder are permanently removed. Manage items DocuSign Desktop Client stores all items as separate files within the DocuSign Professional folders on your local drive. Items include templates, envelopes, contacts, and form fields. You can use either Windows Explorer or the DocuSign Desktop Client application to move, copy, or delete any item. As with the display, DocuSign Desktop Client uses standard Windows conventions for copying, moving and deleting items. The following is a partial list of ways to manage items in DocuSign Desktop Client: Add a new item Select File > New > Item where Item is the type of file you want to make. Delete an item Right-click the item and select Delete. Move an item Right-click the item and select Move to Folder. The Move file dialog appears. Select the destination folder. Click OK. You can also right-click the item and select Cut. Go to the new folder, right-click an open space in the item list and select Paste. Copy an item Right-click an item and select Copy. Click the destination folder to select it, then right-click an open space in the item list and select Paste. User Guide 7

14 Navigating within DocuSign Desktop Client Getting Help In addition to this User Guide, DocuSign offers support for its products through online resources and a dedicated technical support team. Access online resources Support for DocuSign Desktop Client is available online. From the main window, select Help > DocuSign Desktop Client Resources. This will take you to a web site with more information and supporting documents. You can also browse directly to this web site at: Contact DocuSign Technical Support Contact Support for assistance from a dedicated DocuSign Technical Support representative. 8

15 Chapter 2: Preparing the DocuSign Desktop Client Set Up Your Account and Configure Global Options Before you can send any envelopes, you must set your global properties for DocuSign Desktop Client. First, you need a sender account with the DocuSign Service. You also need to configure the DocuSign Desktop Client application with your account and DocuSign Service server information. This process is similar to setting up a new account. You only need to do these tasks once. Creating a DocuSign Service Account DocuSign ServiceTo use DocuSign Desktop Client, you must have a sender account with the DocuSign Service. To create a DocuSign sender account, go to or Contact Sales. Create a DocuSign Service sender account If you do not already have a sender account in the DocuSign Service you must create one. If you share a DocuSign Service account with others in your company, contact your local DocuSign Professional Administrator to set up your account. Upgrade an existing DocuSign Service recipient account If you already have a DocuSign Service recipient account, you must upgrade it to a sender account to send envelopes. If you share a DocuSign Service account with others in your company, contact your local DocuSign administrator to set up your account. Configuring DocuSign Desktop Clientglobal options After completing the process to get a DocuSign Service sender account, you must configure DocuSign Desktop Client with your account information. This enables the application client to synchronize the client on your personal computer with the DocuSign Member Console. You can also configure global settings to enhance your use of DocuSign Desktop Client. Set and verify account To send envelopes to the DocuSign Member Console, you must provide the DocuSign Desktop Client with your account information in the form of an address and password. When you click the Check Credentials button, the client contacts the DocuSign Service server and verifies your account. It then returns your full name and company as well as a unique account ID. This account ID is stored by the client in the background. If you elect to store the account ID permanently, DocuSign Desktop Client can automatically connect to DocuSign Service whenever you start the software. It also bypasses the login screen and goes directly to the DocuSign Member Console when you select My Account in the Navigation pane. If you have multiple DocuSign accounts, you can select the account when the client checks your credentials. 9

16 Configuring DocuSign Desktop Clientglobal options From DocuSign Desktop Client: 1 Select Tools > Options. The Options dialog box appears with the User & Login tab. 2 In the text box, type the address associated with your DocuSign Service account. 3 In the Password text box, type the password of your DocuSign Service account. 4 If you have multiple DocuSign Service accounts, enable the I have multiple accounts, let me choose checkbox. 5 Click Check Credentials. For more information on how to get a DocuSign Service account, see Creating a DocuSign Service Account on page 9. You must be connected to the Internet to complete this step. DocuSign Desktop Client contacts the DocuSign Service and displays your full name and company. The unique idea is stored in the background. 6 To store your DocuSign Service credentials on your computer, enable the Remember Credentials checkbox. This enables DocuSign Desktop Client to automatically connect to DocuSign Service when you log in. 7 Click OK. Assign paths for application files By default, files you create as part of normal tasks in DocuSign Desktop Client are saved in your DocuSign Desktop ClientMy Documents folder in a folder called DocuSign Professional. The application also looks in these folders for templates and envelopes. You can change the location you use for these files. For example, you could save templates in a shared network drive. In this way, employees of a company can point to the same folders and share templates and envelopes. Note A change to the application path locations does not change the Navigation in DocuSign Professional. In other words, the folders look the same when you work with them. This feature is generally only for advanced users. To change the location files are stored: 1 Select Tools > Options. The Options dialog box appears. 10

17 2 Click the Applications Paths tab. 3 Click the browse button for the path you want to change. A Browse For Folder dialog box appears. 4 Use the navigation tree to locate the new folder. Click OK. 5 Use Windows Explorer to copy existing folder content from the old application path to the new location. Note If you uninstall and reinstall the DocuSign Desktop Client, the application paths for folders return to their default setting. However, items created during the previous installation remain in the custom application paths. You must either manually move the items to the correct folders or reset the application paths. Add default subject and message Using global options, you can set a default subject and message for envelopes you send using DocuSign Desktop Client. This text automatically appears in a new envelope. You can override the default text for individual envelopes. 1 From DocuSign Desktop Client, select Tools > Options. The DocuSign Professional Options dialog box appears. 2 Click the tab. 3 In the Default Subject box, type a short phrase to identify the envelope. This phrase is used both as a subject line for the message sent to recipients as well as the file name for the envelope. 4 In the Default Message text box, type a short statement. The message appears in the body of the sent by the DocuSign Service to recipients. It is commonly used to introduce the documents and provide instructions. It can also provide User Guide 11

18 Configuring DocuSign Desktop Clientglobal options information that will reassure recipients that the enclosed document is safe to open.the message can contain up to 2,000 characters. Define web browser settings for your computer The DocuSign Desktop Client interacts with the DocuSign Member Console. To connect to your account, the client uses an embedded web browser to display, the client displays web pages from the DocuSign Member Console. While many users do not need to change the web browser proxy setting, you may need to do so if your company uses a nonstandard browser or requires you to authenticate before using the Internet. 1 From DocuSign Desktop Client, select Tools > Options. The DocuSign Professional Options dialog box appears. 2 Click the Advanced tab. 3 In the Proxy Settings section, use the radio buttons to select your browser type. The default setting is to detect the application set as your default browser for the computer. You can change the setting to: Microsoft Internet Explorer or Mozilla Firefox. 4 If your company uses a web proxy server or requires authentication to browse the Internet, select Advanced proxy detection. For authentication, enable the Proxy requires credentials checkbox. To determine if your network uses a proxy server or requires browser authentication, contact your network administrator. 12

19 Enable additional web service locations Occasionally, a DocuSign Desktop Client user needs to connect to web server locations beyond the default locations of the DocuSign production server and the server of our partner Salesforce. If so, you can configure additional locations such as the DocuSign preview or demonstration servers. For more information, contact your DocuSign sales or technical support representative. From the DocuSign Desktop Client: 1 Select Tools > Options. Click the Advanced tab. 2 In the Web Service Locations select, click Add. The Create Server Locations dialog box appears. 3 Type the URL of the server provided by a DocuSign representative. Click OK. The new server name appears in the list of Web Service Locations. Both the DocuSign API and Salesforce API fields clear as these servers are no longer in use. 4 Click OK. To return to the production server locations, click Production (default). The default server locations appear. User Guide 13

20 Updating DocuSign Desktop Client Updating DocuSign Desktop Client DocuSign Desktop Client includes a feature which enables the application to check for updates to the software. When you start DocuSign Desktop Client, the application contacts the update server to check for a new version. If a new version is available, a status message appears on the bottom left of the main window. To get a link to the software update, double-click the Update is available. status message. Click the Get Updates button. You can also select Help > Check for Updates. Note Network administrators can disable this feature via registry setting. When disabled, you will not be able to use the Check for Updates command. For more information, see the Administrator Supplement. 14

21 Chapter 3: Working with Envelopes Create, Send and Manage Documents that You Send You can use DocuSign Desktop Client to create and send envelopes to recipients to collect signatures and data. A DocuSign envelope is an electronic message that contains one or more documents, recipient information, and signing instructions in the form of stick-etabs. One significant advantage of DocuSign Desktop Client over our online DocuSign Member Console is that you can prepare a draft envelope offline. You can also can copy, modify, and resend envelopes. When you are ready, you connect to the Internet and DocuSign Desktop Client automatically sends your envelopes. The steps used to create a new envelope are: Create the envelope Select one or more source documents Add recipients Apply stick-etabs Creating and modifying envelopes By default, DocuSign Desktop Client saves new envelopes in the My Documents\DocuSign Professional\Envelopes\Drafts folder. Envelopes are divided into four categories: Drafts Envelopes that you are in the process of preparing but have not yet sent. Outbox Envelopes that you have sent but are awaiting a valid connection to the Internet and to the DocuSign Member Console. Invalid Envelopes submitted to the DocuSign Service but which the service can not send. The issue may be a recipient name or address, absence of required field information, or some other error in the envelope. Sent Items Envelopes that DocuSign Desktop Client has sent to the DocuSign Member Console. You can use folders to further organize your envelopes. For more information, see Manage folders, in Chapter 1 on page 6. Create a new envelope Each envelope has a subject and message body. When you save the envelope, DocuSign Desktop Client uses the subject as the file name and adds the extension DSX. For example, an envelope with the Subject Employee Application is saved as Employee Application.dsx. To create a new envelope: 1 From DocuSign Desktop Client, select File > New > Envelope. You can also select New > Envelope on the Tool bar. The Envelope window opens. 2 In the Subject box, type a short phrase to identify the envelope. This phrase is used both as a subject line for the message sent to recipients as well as the file name for the envelope. 15

22 Creating and modifying envelopes 3 In the Message text box, type a short statement. The message appears in the body of the sent by the DocuSign Service to recipients. It is commonly used to introduce the documents and provide instructions. It can also provide information that will reassure recipients that the enclosed document is safe to open.the message can contain up to 7,000 characters. 4 Select File > Save. DocuSign Desktop Client saves the envelope into the Drafts folder. By default, this is found at My Documents\DocuSign Professional\Envelopes\Drafts. 5 To close the Envelope window, select File > Close. You can also click the Close button. Edit an existing envelope You can change the properties of an envelope such as subject and message. From DocuSign Desktop Client: 1 In the Navigation pane, click Envelopes. In the list to the right, select the envelope you need to edit. 2 Select File > Open > Selected Items. The Envelope window opens with the selected envelope. 3 Change the subject, message body, recipients, or document contents. 4 Select File > Save. You can also click the Save button on the Tool bar. Note You can edit an envelope in the Sent Items folder. It is saved as a new copy in the Drafts folder. In other words, changes to an envelope already sent do not modify the original. 16

23 Delete an envelope When you delete an envelope, the file moves into the Deleted Items folder. To delete a file completely from your local drives, you must empty it from the Deleted Items folder as well. Note When you delete an envelope from DocuSign Desktop Client, there is no prompt to verify the deletion. The envelope moves to the Deleted Items folder. To delete an envelope in DocuSign Desktop Client: 1 From the Item List in the Envelopes pane, right-click an envelope. 2 Select Delete. The envelope moves to the Deleted Items folder. You can also select an envelope and click the Delete button on the toolbar. Recover a deleted envelope Because a deleted envelope is only moved from its current folder into the Deleted Items folder, you can recover the file. 1 In the Navigation pane, select Deleted Items. 2 From the list on the right, right-click the item you want to recover. Select Move to Folder. 3 From the navigation tree, click the folder where you would like the envelope to go. Click OK. To remove the envelope from your drive permanently, you must empty the Deleted Items folder. For more information, see Empty the Deleted Items folder, in Chapter 1 on page 7. Selecting documents An envelope includes one or more documents. Any file you can print can be added to an envelope. The maximum size of an envelope including all documents is 25 Mb. Add documents to an envelope You can add any file you can print to DocuSign Desktop Client envelope. 1 Open an existing envelope or start a new envelope. For more information, see Creating and modifying envelopes on page 15 2 In the Envelope window, select Edit > Documents > Add. You can also click the Add documents button on the Document tool bar or click the document placeholder icon. The Add Document dialog box appears. 3 To add a file, select Browse to document. Click Next. 4 Locate the file. Click Open. User Guide 17

24 Selecting documents 5 DocuSign Desktop Client checks your templates to determine whether a template already exists for the selected document. If a match is found, it automatically applies the template. If more than one match is found, you are prompted to select from a list of possible matches in order of most probable. The file appears as thumbnails in the Documents pane. Change the order documents appear If you add more than one document, you can change the order in which they appear to the recipient using the Envelope Properties dialog box. 1 From the Envelope window, select Edit > Documents > Manage. You can also click the Manage Documents button on the Documents tool bar. The Envelope Properties dialog box opens. 18

25 2 Use the Move Up and Move Down buttons to change the order in which the documents appear to the recipient. 3 When you are done, click Done. Change the name of a document By default, the name of a document added to an envelope is the same as the file name of the source document. For ease of use, you can change the document name. 1 From the Envelope window, select Edit > Documents > Manage. You can also click the Manage Documents button on the Documents tool bar. The Envelope Properties dialog box opens. 2 Click to select the document. Click Rename. The document name changes to an editable field. 3 Type the new document name.when you are done, click Done. Rotate individual pages Some documents you add to an envelope include pages presented with the wrong orientation. 1 Display the page in the document area. 2 Right-click the page and select Rotate Page. The page rotates 90 degrees in a clockwise direction. You can repeat to turn the page again. Manually run IDR on a document At any time you can run the Intelligent Document Recognition (IDR) feature against a single document. This enables the match and application of a template to the source document. To manually run IDR, right click a page in the envelope and select from one of three options: Recognize Document Now Compares, matches and applies templates against the selected source text. User Guide 19

26 Selecting documents Recognize Unrecognized Documents Now Compares, matches and applies templates against any source document in the envelope which as yet have no template applied. Recognize All Documents Now Compares, matches and applies templates to all documents in an envelope, even those already matched with a template. Request an attachment In addition to signatures and data, you may request additional documentation from the signer as part of the signature signing process. When you build the envelope, you can add a document that must be supplied by the signer to complete the envelope. This creates an Attachment Request in the envelope. You then drag a Signer Attachment data tab to the Attachment Request to select the recipient required to add the document to the envelope. The recipient has two options to return the attachment: Fax The recipient can print a fax cover sheet. The cover sheet includes instructions on how and where to fax the attachment. It is imprinted with a unique identification number for the envelope. When DocuSign receives the attachment, it forwards a copy to the sender and updates the status of the envelope. You have the option to require the completion of all tabs before the signing process is complete. File Upload The recipient prints the document, completes the form including signatures, and then scans the document. The recipient must then upload the scanned file into the DocuSign client and send it electronically. 1 From the Envelope window, click the Documents icon. You can also click the Add documents button on the Document tool bar or click the document placeholder icon. The Add Document dialog box appears. 2 Select the Document that will be supplied by the signer option. Click Next. An Attachment Request graphic appears in the Document pages of the Envelope window. 3 In the Description text box, type a short description to identify the attachment. 4 In the Instructions text box, type specific instructions on the nature of the attachment. 5 Click and drag a Signer Attachment tab to the Attachment Request. Select a recipient. This tab associates the Attachment Request with a specific recipient. For more information, see Place a data tab on page Complete the envelope as appropriate with recipients, tabs, and additional documents. 20

27 Remove documents from an envelope If you need to remove a document from an envelope, use the Envelope Properties dialog box. Note When you remove a document from a DocuSign Desktop Client envelope, there is no prompt to verify the deletion. Check your selection before you do this procedure. 1 From the Envelope window, select Edit > Documents > Manage. You can also click the Manage Documents button on the Documents tool bar or click the small X in the upper right corner of page 1 of the document in the Documents pane. The Envelope Properties dialog box opens. 2 Select the document to remove. Click Remove. 3 When you are done, click Done. Selecting recipients A recipient is a person who must view or sign documents in an envelope. Each document and template includes a definition for one or more recipients. When you specify a recipient in an envelope, you set the authentication requirements, such as an ID check or access code. You can also configure the order in which recipients receive the document during the send process. In templates, you can also use a role as a placeholder instead of a specific name. For more information on roles and templates, see Designing and Using a Template, in Chapter 4 on page 43. Add a recipient When you define a recipient or role, you set the recipient type. The recipient type describes what actions the recipient must take to complete the envelope. There are three recipient types based on the required actions to complete an envelope: Signer A recipient that must sign or initial a document before the envelope is complete. Certified Delivery A recipient that must view the contents of an envelope but who is not required to either sign or initial the document for the envelope to be complete. Carbon Copy A recipient that gets a copy of the completed envelope. In Person A recipient with a valid DocuSign Service account who signs the document in the presence of a proctor who also has a DocuSign Service account. This is similar to a notary service. To add a recipient to an envelope: 1 Open an existing envelope or start a new envelope. For more information, see Creating and modifying envelopes on page 15 2 In the Envelope window, select Edit > Recipients > Add. The Recipient dialog box appears. User Guide 21

28 Selecting recipients 3 Use the Type drop list to select the Recipient type. The type can be: Signer (must sign or initial the document), Certified Delivery (must view the document), or Carbon Copy (receives a copy but no action required). 4 To select an existing contact, click Lookup in Contacts. The Address Book dialog box appears. 5 Use the Address Book to select the location of the contact. Contacts are organized into three address books: Personal, Shared, and Account. For more information, see Using DocuSign Desktop Client Contacts list on page Click the contact name and then click Select. While you can type an address and name manually, we recommend that you use a contact from your contact list whenever possible. This enables you to pre-screen your recipients by verifying the contact information in advance. 7 You can also enable authentication features: When you type an Access Code, the recipient must enter the access code before viewing the envelope. The access code is a word or phrase you agree to with the recipient beforehand. When you enable the ID Check ($) checkbox, the recipient must pass an identification check before viewing the envelope. The ID check asks the recipient questions that only they know the answers to. This increases the cost of sending the envelope, but the feature provides greater security. 22

29 8 You can also add a custom Note to Recipient. Unlike the envelope message which is shared by all recipients, a note is seen only by this single recipient. This field is optional. It supports up to 255 characters. 9 Click Add. If you need to add more recipients, you can click Add + New. The Recipient dialog box appears, and the recipient name(s) appear(s) on the list of recipients in the upper right pane. Modify recipient properties You may need to change the properties of an existing recipient. For example, you might need to change the address. Note When you change a signer recipient to a carbon copy or certified delivery recipient type, all tabs placed for that recipient are automatically removed from the document. From the Envelope window: 1 Double-click the name of the recipient you need to change. The Recipient dialog box appears. 2 Change the address, name, recipient type or other recipient properties. 3 Click OK. User Guide 23

30 Selecting recipients Set the routing order By default, envelopes are sent to all signer and certified delivery recipients at the same time. Then the envelope is sent to all carbon copy recipients. The routing order appears next to the name in the recipients list. You may require that your recipients sign the document in a specific order rather than all simultaneously. You can implement sequential signing using the Routing Order feature. 1 From the Recipients list, double-click a signer or certified deliver recipient. The Recipients dialog box appears. 2 Use the Routing Order drop list to select a new order. For example, to set a recipient to second in the signing sequence, select 2. 3 Click OK. The Recipient list automatically updates the routing order numbers. Add a recipient multiple times Recursive routing is when you send an envelope to the same user multiple times. For example, imagine a document which must first go to a manager, then her employee, and then back to the manager for final approval. 1 First, build a list of recipients and applying routing order. For more information, see Set the routing order on page Add a contact which already appears in the Recipient list. 3 If necessary, change the routing order position for the second occurrence of the recipient. In our example below, the same recipient is both the first and the last recipient of the envelope. Recipient is the first to receive the envelope Recipient is also the last to receive the envelope Remove a recipient You may need to remove a recipient from an envelope. For example, you may have added the wrong person. When you remove the recipient, DocuSign Desktop Client automatically removes all tabs for that recipient from the document. If necessary, it also updates the routing order. Note When you remove a recipient from a DocuSign Professional envelope, there is no prompt to verify the deletion. Check your selection before you complete this procedure. If you remove a recipient who is a contact in your Contacts list, the contact remains in the list but not in the envelope. From the Envelope window: 1 Select Edit > Recipients > Manage. You can also click the Manage Recipients button on the Recipients tool bar. The Envelope Properties dialog box appears with the Recipients tab on top. 2 Select the recipient you need to delete. 24

31 3 Click Remove. Tip: A short cut to remove a recipient is to select the recipient in the Recipients pane, and click the X on the Recipients tool bar. Applying tabs to a document DocuSign Desktop Client uses stick-etabs to provide signing instructions for the recipients. There are three categories of tabs: Signing tab A tab that the recipient either signs or initials. Data tab A tab that the sender can use to stamp system provided data on a document. There are four data tabs: Name, Company, Title, and Date Signed. Form Field tab A tab that the sender or template author creates to collect data from senders and/or recipients. Examples include social security number and account number. As an envelope editor, you can restrict changes made to a form field by the recipient: When you enable the Locked checkbox, the recipient cannot edit the Data value. When you enable the Required checkbox, the recipient must complete the tab. Data, Radio Button, and Drop Down tabs are required by default. In this section, we describe the use and management of tabs in a document. For more information about Form Field tabs, see Chapter 6: Building Form Fields, on page 67. Note You can send an envelope without any tabs.you can use DocuSign Desktop Client as a way to verify delivery. To sign an envelope using the DocuSign Member Console web site, a signer recipient right-clicks anywhere in a document and selects Signature. Place a signature tab You can add one or more signatures tabs in a document for Signer recipients. Only recipients of the Signer type can sign a document. The stick-etab can be for: Signature Indicates where the recipient needs to sign the document. Initial Indicates where the recipient needs to initial the document. Optional Initial Indicates where the recipient must initial or choose to decline to initial the document. You must add a signer recipient to an envelope or template before you can place any signature tabs. To place signature tabs within a document: 1 Open an existing envelope or template. 2 In the Recipients pane, select the recipient for whom you would like to place sticketabs. 3 In the Tabs pane, select the Signing Tab type: Signature, Initial or Optional Initial. 4 Drag the selected tab type on to the document in the appropriate location. 5 To change the size of the tab as it appears in the document, hover your mouse over the tab until a slider appears. Move the tab slider up or down. User Guide 25

32 Applying tabs to a document 6 Repeat the process for each signature tab you need to place in the document(s). 7 To save your changes, click the Save button on the tool bar. You can also select File > Save. Place a data tab You can add one or more data tabs to a document to collect information from Signer recipients. Data tabs are tabs that the sender can use to stamp system provided data on a document. The signer does not provide this data. This data is stamped onto the document by the DocuSign Service. The data stick-etab can be for: Name Stamps the recipient's full name on the document. Company Stamps the recipient's company name on the document. Title Stamps the recipient's title on the document. Date Signed Stamps the current date on the document. Signer Attachment Identifies an attachment request with a recipient. You must add a signer attachment tab to each attachment request. As an envelope editor, you can restrict changes made to data tabs: You can attach Name and Company data tabs to an anchor and assign the anchor text value. In addition to anchoring, you can lock or require Title and Date Signed tabs. When you enable the Locked checkbox, the recipient cannot edit the Data value.when you enable the Required checkbox, the recipient must complete the tab. Data tabs are required by default. You must add a signer recipient to an envelope or template before you can place any data tabs. To place data tabs within a document: 1 Open an existing envelope or template. 2 In the Recipients pane, select the recipient for whom you would like to place StickeTab. 3 In the Tabs pane, select the Data tab type: Name, Company, Title, or Date Signed. 4 Drag the selected tab type on to the document in the appropriate location. 5 Repeat the process for each data tab you need to place in the document(s). 6 To save your changes, click the Save button on the tool bar. You can also select File > Save. Place a form field A form field prompts the recipient to provide data in order to view the document. Only recipients of the signer type can complete form fields. When you work in an envelope, you can manually place a form field or you can place an existing custom form field. A custom form field is a form field previously created and stored in the DocuSign Desktop Client. For detailed information on how to build custom form fields, see Chapter 6: Building Form Fields, on page 67. A common use of form fields is to collect data such as social security number, birth date, or account number. If a form field appears in multiple locations within an envelope, the recipient is prompted only once, and the data automatically populates in all locations. This is particularly useful for envelopes which continue multiple documents requiring the same information. 26

33 You must add a signer recipient to an envelope or template before you can place any form fields. To place form field within a document: 1 Open an existing envelope or template. 2 In the Recipients pane, select the recipient for whom you would like to place a StickeTab. 3 In the Tabs pane, expand the Form Field Tabs or Custom Form Fields type. For more information on defining a custom form field, see Edit a custom form field, in Chapter 6 on page Drag the selected tab type on to the document in the appropriate location. If necessary, configure the form field. Once a tab is in place, you can click and drag the tab to a new location. You can also select the tab then use the arrow keys on your keyboard to move the tab to a new location. 5 Repeat the process for each form field you need to place in the document(s). 6 To save your changes, click the Save button on the tool bar. You can also select File > Save. Set an anchor-based tab in an envelope Anchor-Based tabs enables a sender to place a tab in multiple locations at the same. For example, you may have a document which requires initials on each page. If the original document uses a footer with the text string Page:, you can anchor a tab to that word which will result in a prompt to the user to initial each page. The text string must be 100 or less characters. You can use punctuation or spaces, and the match is case sensitive. Note The text string must be unique. The tab will appear every place the text string appears in the source document. 1 Open an existing envelope. 2 In the Tabs pane, select the tab type: Signature, Form, Data, or Custom. 3 Drag the selected tab type on to the document. Placement is not important as the tab will move based on the anchor. 4 Double-click the new tab. The Tab Properties dialog box appears. 5 In the Tab Attributes section, enable the Anchor checkbox. 6 In the Anchor Word text box, type text string used as an anchor. The text string must be unique and can include punctuation and spaces. 7 Click OK. DocuSign Desktop Client searches the document for the anchor text string. A dialog box appears with the number of occurrences in the document. 8 Click OK again. A tab with an anchor icon appears next to each occurrence of the anchor text string. User Guide 27

34 Applying tabs to a document 9 To move the position of the tab relative to the anchor text, click and drag the tab. A leash appears as a line drawn between the anchor text string and the tab. All occurrences of the tab change position. Change tab properties Once you create a tab, you can make some changes to the tab properties: Move a tab To move a tab from one location to another on the same page, click and drag the tab. To move a tab from one page to another, cut the tab from the first page then paste it on to the new page. Delete a tab Right-click the tab and select Delete Tab. Copy a tab Right-click the tab and select Copy Tab. Move your mouse to a new location. Right-click the document and select Paste Tab. Move multiple tabs Click and drag a matchbox around a group of tabs to select them. Then position the cursor over one of the tabs until it changes to a 4-pointed arrow. Click and drag the selected tabs to a new location. Change the recipient To change the recipient name, right-click the tab. Select Recipients. Then select the name of the recipient to whom the tab should be assigned. Enter or change the value of a form field To change data or enter data prior to sending a form field tab, right-click the Form Field Tab and select Tab Properties. 28

35 In the Data field, type a value. Click OK to save. The Data value appears in the document in place of the tab label. Sending envelopes A significant advantage of DocuSign Desktop Client is that you can prepare envelopes offline and save them in your Drafts folder. You can edit these envelopes or forward them to other senders. When you send an envelope DocuSign Desktop Client moves the envelope into the Outbox folder. If you are connected to the Internet, DocuSign Desktop Client then transmits the envelope to the DocuSign Member Console within a few minutes. Once DocuSign Desktop Client successfully transmits an envelope to the DocuSign Service, it moves the envelope from the Outbox to the Sent Items folder. If you are not connected to the Internet, DocuSign Desktop Client stores the envelope in the Outbox until the application detects a connection to the Internet. Then it transmits the envelope to the DocuSign Service and moves the envelope into the Sent Items folder. DocuSign Desktop Client periodically tries to transmit items from the Outbox to the DocuSign Service. Clicking the Send Now button on the DocuSign Desktop Client main window toolbar causes an immediate retry to transmit items in the Outbox. Send an envelope When you send an envelope, DocuSign Desktop Client prompts you to create a template from any attached document not already stored in your templates folder. This is a quick way to build an inventory of templates which you can use repeatedly in for future envelopes. During this process, you are presented with the names and pages of the templates applied. You have option to change the selection of one or more of the templates. For more about templates, see Chapter 4: Designing and Using a Template, on page 43. If you send an envelope while you are connected to the Internet, DocuSign Desktop Client transmits the envelope to the DocuSign Member Console and moves the envelope into your User Guide 29

36 Sending envelopes Sent folder. If you send an envelope when you are offline, DocuSign Desktop Client moves the envelope file into the Outbox folder. It waits there until the application detects a valid connection to the Internet. Then it sends the envelope to the DocuSign Service and moves the envelope into the Sent folder. If the DocuSign Service can not verify the envelope, it moves it to the Invalid folder. To send an envelope: 1 Open an envelope. 2 Select File > Send. You must have already configured DocuSign Desktop Client with your DocuSign Service account ID, user ID and password. For more information, Set and verify account, in Chapter 2 on page 9. Note You can edit an envelope in the Sent Items folder. It is saved as a new copy in the Drafts folder. 3 If there is no existing template for a document attached to the envelope, you are prompted to create one. Click Yes to save the template and provide the information requested. Click No to continue without creating a template for the document, Forward a draft to another sender You might use DocuSign Desktop Client to prepare an envelope for someone else in your company to send. You can forward an envelope to another person as an attachment to a regular . 1 Open your application. Start a new message. 2 Use the application to attach a file. You will be prompted for the file location and name. Browse to your DocuSign Professional envelope folders. By default, the envelopes are saved at My Documents\DocuSign Professional\Envelopes\Drafts. 3 Find the envelope. The file name will be the same as the Subject with the file extension DSX. 4 Send the message. 5 On receiving an message with an attached envelope, you should save the DSX file into your Envelopes folder. Note DocuSign Desktop Client looks for and saves envelopes into the same folder. The default path is My Documents\DocuSign Professional\Envelopes\Drafts. If you changed this, you must save envelopes into the new location. 30

37 Recover an invalid envelope When an envelope is sent, the DocuSign Service validates the recipient name and address. It also checks for completion of required fields. If for any reason the envelope can not be validated, DocuSign Desktop Client moves the envelope to the Invalid folder. You can open an envelope in the Invalid folder, change or add information, and try to resend. Track envelope progress The DocuSign Service does not notify the DocuSign Desktop Client application regarding the status of your envelopes. However, you can get this information by connecting to your DocuSign Member Console at any time. To view your envelope status: 1 From DocuSign Desktop Client, select Go > My Account. You can also click My Account in the Navigation Pane. 2 Enter your address and password. Click Login. You remain logged in when you change folder views in the DocuSign Desktop Client. Click My Account to view the DocuSign Member Console. After a period of inactivity, you are automatically logged out of the DocuSign Member Console and must log in again to continue. 3 Click the Sent Items folder. A list of envelopes you sent from either DocuSign Member Console or DocuSign Desktop Client appears. The first column is the envelope status. Print to an envelope Another method to select a document to send using DocuSign Desktop Client is to print directly to an envelope. When you install DocuSign Desktop Client, a printer driver is added to your list of available printers. You can use the print command from any application to print to this print driver. The document is converted to a PDF file. If there is an envelope window open, it adds the document to that envelope. If there is no envelope window open, it creates a new envelope. Note You must start DocuSign Desktop Client once after installation before the print to envelope feature is functional. User Guide 31

38 Additional envelope options The following is an example from Microsoft Word. 1 From Microsoft Word, open a document. 2 Select File > Print. The Print dialog box appears. 3 Use the Name drop list to select DocuSign Print Utility. Click OK. The document is sent to the DocuSign printer driver and rendered as a PDF. If the application is not open, it launches DocuSign Desktop Client. An envelope window appears with the document. 4 Add a Subject, Message Body, recipients, and tabs as appropriate. Save and send the envelope. Additional envelope options As DocuSign learns more about our customers, we identify new ways in which we can enhance the envelope sending and management process. These are single options or fields which dramatically expand the features of DocuSign Desktop Client but which may not be used by all senders. Control auto navigation for recipients By default, recipients of an envelope are prompted through the signing process. As they complete each tab, the document automatically moves forward to the next tab. However, you can disable this feature if you require your recipient to read through the document rather than leap from tab to tab. 1 Create or open an envelope. 2 Select Edit > Document > Manage. 3 Click the Disable auto navigation for recipients check box. Enhance envelope tracking with custom envelope fields To improve managing large volumes of envelopes, you can identify envelopes with envelope fields. An envelope field is a text field which can contain up to 100 alphanumeric characters. The field can either prompt for a string of text or require the recipient to select from a pre-configured list. DocuSign Desktop Client supports an unlimited number of envelope fields. You can also customize the labels used to identify an envelope field when it appears in dialog boxes and windows. 32

39 Configure an envelope field The envelope field label appears in the Envelope Properties dialog box when a sender is preparing an envelope. It also appears in folder displays as a separate column heading. 1 From DocuSign Desktop Client, select Tool > Options. The Options dialog box appears. 2 Click the Envelope Fields tab. 3 Click and drag to highlight the Envelope Field 1 field name. Type a short text string. This text string appears as a column heading in folder displays and as a field label in the Document Properties dialog box. 4 To make the field visible to recipients, enable the Show check box. 5 To force the completion of the field before a sender can send an envelope, enable the Required check box. 6 Use the Type drop list to select Text or List. Text prompts the sender for an alphanumeric string. List prompts the sender from a preconfigured list of options. 7 If you selected the List type, click the List Values button. The List Values dialog box appears. 8 Type the list entries. Use the Up and Down buttons to order the entries. Click OK when the list is complete. 9 Repeat for additional envelope fields as needed. 10 Click OK. User Guide 33

40 Additional envelope options Add envelope field data A sender adds the data for an envelope field during the envelope creation process. 1 Open or create an envelope. 2 Select Edit > Document > Manage. The Document Properties dialog box appears. 3 Click the Envelope Fields tab. You can customize the labels which appear on this dialog box. For more information, see Configure an envelope field on page Enter the envelope field values in the appropriate location. Click Done. Selectively display documents to recipients When you send a group of documents in a single envelope to multiple recipients, you may need to restrict access on a document by document basis to only those recipients who are signers of the document. The document visibility feature controls whether individual documents within the same envelope can be seen by all recipients or just signer recipients. The document visibility feature must be enabled at the account level before the option appears in the DocuSign Desktop Client user interface. The DocuSign Professional account administrator has three options: No Document Visibility Restrictions The document visibility feature is not available to members of the account. You can not see the check box in the Envelope Properties dialog box. Must Sign to View Unless Sender Account The document visibility feature is available to members of the account. When the feature is enabled for an envelope, a document is visible to a recipient only if a signature or initial tab for that recipient is placed on the document or the recipient is a member of the same account as the sender. Must Sign to View Unless Sender The document visibility feature is available to members of the account. When the feature is enabled for an envelope, a document is visible to a recipient only if a signature or initial tab for that recipient is placed on the document or the recipient is the sender of the envelope. By default, the sender of the envelope can choose whether to enable the document visibility option. However, the DocuSign account administrator also has the option of making the restrictions mandatory for all members of the account. Note For envelopes with no signer recipient, DocuSign Desktop Client displays all the documents to all the recipients. 1 Create a new envelope or open an existing envelope. 2 From the Envelope window, select View > Envelope Properties. The Envelope Properties dialog box appears. 34

41 3 Enable the Document visibility (must be a signer to view signed documents) check box. By default, all documents are visible to all recipients. Contact your DocuSign Professional account administrator to determine how the DocuSign Professional document visibility is applied for your account. 4 Complete and send the envelope. Allow signers to sign on paper Some companies and signers prefer to sign on paper rather than using a purely electronic signature service. You can use DocuSign Desktop Client to electronically send the signature request and documents, view delivery and signing status, and then retrieve the signed documents electronically. The Sign on Paper feature must be enabled at the account level before the option appears in the DocuSign Desktop Client user interface. When the envelope arrives, the recipient is prompted to complete the signing process by either: Electronic Signature This is the default option and involves the normal electronic signature signing process. Even when you enable the Signing on Paper option, participants can use the standard signing service process. Print and Fax The recipient prints the document, completes the form including signatures, and then prints a fax cover sheet. The cover sheet includes instructions on how and where to fax the signed document. It is imprinted with a unique identification number for the envelope. Print, Scan, and Upload the File The recipient prints the document, completes the form including signatures, and then scans the document. The recipient must then upload the scanned file into the DocuSign client and send it electronically. 1 Open or create an envelope. 2 Form the Envelope window, select View > Envelope Properties. The Envelope Properties dialog box appears. User Guide 35

42 Additional envelope options 3 Enable the Signing on Paper check box. By default, the Signing on Paper option is not available. Contact your DocuSign account administrator to enable this option for your account. 4 Complete and send the envelope. Control the addition of contacts When you manually enter a recipient not already on in your Contacts list to an envelope, DocuSign Desktop Client automatically adds the name and address as a verified Contact when you send the envelope. You can disable this feature. 1 From DocuSign Desktop Client, select Tools > Options. The Options dialog box appears. 2 Click the Contacts tab. 3 Clear the Save recipients to the List of Contacts check box. Vault envelopes to eoriginal vaulting service eoriginal is a web service that offers secure vaulting of documents. DocuSign partnered with eoriginal to integrate our signature service with the eoriginal On Demand (EOD) vaulting service to provide our customers with an end to end electronic signature, vaulting, and contract management system. DocuSign Desktop Client automatically deposits completed envelopes in the eoriginal vault after gathering all signatures and data. To use this service you must: 36

43 Get your account administrator set your DocuSign Member Console account to use eoriginal Configure the DocuSign Desktop Client to use eoriginal vaulting Administer an eoriginal account To use the eoriginal vaulting services, you must have a DocuSign corporate account. The manager of the corporate account configures access to eoriginal products on a member by member basis. Configure the client to use vaulting services You can configure the default setting for use of eoriginal vaulting services. There are three settings: None Envelopes created by the user are not submitted to the eoriginal On Demand (EOD) Vault. EOD estore Envelopes sent by the user are submitted to the eoriginal On Demand vault as a reference copy. EOD Authoritative Copy Envelopes sent by the user are submitted to the eoriginal On Demand vault as an authoritative copy. This option is available only if you have already configured your DocuSign Service account to use eoriginal vaulting services. You can override the default setting on an envelope by envelope basis. 1 From the main window, select Tools > Options. The Options dialog box appears. There is an evault tab if your account is configured to use the eoriginal vaulting services. 2 Click the evaulting tab. 3 Use the drop down list to select either evault or estore. Send an envelope to a vault When you create an envelope, you can override the default setting for whether or not the resulting completed envelope is sent to eoriginal vaulting services. 1 Open or create an envelope. 2 Use the evaulting drop down list to select evault or estore. User Guide 37

44 Additional envelope options 3 Complete and send the envelope. When the envelope is complete with all required signatures and acknowledgements, DocuSign Desktop Client automatically forwards the envelope to the eoriginal vault. Use reminders and expirations At times, you may need to encourage your recipients to complete an envelope more rapidly. To do this, you can use two tools: Reminder An message sent to the recipients the envelope to remind them to review and complete the document(s). These are sent periodically to recipients who have not yet completed the envelope. Expiration notice An message to alert recipients that a deadline approaches for completing an envelope. This is sent only to recipients who have not yet completed the envelope. After an envelope expires, DocuSign Desktop Client voids the envelope and sends a notification to both sender and recipient. Reminders and expiration notice defaults are set by the system administrator of your DocuSign Service account. You can override these defaults when you prepare an envelope. 1 Open or create an envelope. 2 Select Edit > Documents > Manage. Click the Reminders & Expirations tab. 3 Click the Configure for envelope option. This enables the controls to override the default settings. 4 To set a Reminder, enable the Send Reminder check box. Use the first scroll to set the number of days until the first reminder. Use the second scroll to set the frequency the reminder repeats. 5 To set an expiration date, enable the Expire/Void Envelope check box. Use the first scroll to set the number of days until the envelope expires. Use the second scroll to set the number of days prior to expiration that a warning message is sent to the recipient(s). 38

45 Sending envelopes to a large group of recipients There are situations which require a sender to send the same document to many recipients at the same time. A typical example is a Human Resource policy statement which must go to every employee. For legal reasons each employee must review, sign, and return the signed document. For these types of situations, you can use the Bulk Recipients feature. With Bulk Recipients, you create a file which contains a list of up to 1,000 names and addresses. Within the file, you can customize fields such as envelope subject, message, and the number and order of recipients. You then select the Bulk Recipient file when you build an envelope. You can then place signature and initial tabs for the Bulk Recipient as you would any other type of recipient. When you send the envelope, Docu- Sign Desktop Client validates the Bulk Recipient information and then sends a copy to each entry in the file. Build a Bulk Recipient file The Bulk Recipient must be formatted as a text file with comma separated values (CSV). You can build a Bulk Recipient file using most word processing, database, spreadsheet or text edit applications. The most common method is to use a spreadsheet such as Microsoft Excel. Use the first row for field names. Each row thereafter represents a unique combination of envelope and recipient. Field names must exactly match the text strings used to define form fields.we recommend that you label your columns as displayed in the image below: EnvelopeNumber When you use bulk files, you can send a single envelope to many individuals, or many envelopes to many recipients. Use the EnvelopeNumber column to uniquely number each separate envelope. RecipientNumber You can also send a single envelope to more than one recipient. Use this column to uniquely identify multiple individuals who will receive the same envelope. Routing Order Use this column to recursively route an envelope to the same person more than once. Name Use this column for the recipient name. Use this column for the recipient address. AccessCode If blank, the envelope does not require the recipient to enter an access code before viewing envelope contents. If a value provided, the recipient must enter the access code to view and sign the envelope. IDCheck If blank, the envelope does not require an ID check. If an X appears in this column, an ID check is required before the recipient can sign the envelope. Note Enter a message which is sent only to the single recipient. Subject Enter a subject if you wish to override the subject configured for the bulk file as a whole. Message Enter a message if you wish to override the message configured for the bulk file as a whole. EnvelopeField The envelope field label appears in the Envelope Properties dialog box when viewed by the sender or the recipient. It also appears in folder displays as a separate column heading. Use Envelope Field 1, Envelope Field 2, etc. for envelope fields even if you configured custom envelope field labels. User Guide 39

46 Sending envelopes to a large group of recipients The many to many relationship between envelopes and recipients in a bulk recipient file can initially be hard to understand. You can use a single bulk recipient file to send one envelope to many recipients or many envelopes to multiple recipients. For example, an HR department must send a new telecommute policy to all employees. Each envelope must go first to the employee and then to the employee s supervisor before returning to the send. Using the same bulk recipient file, the sender configures each envelope to go to two individuals. In our sample, Stephanie Brown manages three employees: Joe, David, and Joanne. The bulk recipient file would be organized as follows: EnvelopeNumber RecipientNumber Name 1 1 Joe Bangles 1 2 Stephanie Brown 2 1 David Hall 2 2 Stephanie Brown 3 1 Joanne Hudson 3 2 Stephanie Brown The first column, EnvelopeNumber, uses a unique number for each envelop. The second column, RecipientNumber, defines a unique individual who will receive the envelop. Joe, David, and Joanne each receive a single envelope. Stephanie, however, receives all three. When you complete the file, save the file to a local or network drive connected to the computer from which you plan to send the bulk envelope. DocuSign Desktop Client can parse the file with or without quotes. If you were to build or open the file in a text application, it would appear like the image to the right. Add a Bulk Recipient to an envelope When you add a Bulk Recipient, you replace a single recipient entry with a file. An envelope with a Bulk Recipient can also contain individual recipients. In our HR policy example, we might need the signature of a company executive in addition to each employee and their manager. You place Bulk Recipient tabs into the document just as you would individual tabs. When the individuals in the Bulk Recipient file receive the 40

47 envelope, it appears with only their name and that of any other individual recipients identified for the document. Note When you add a Signer recipient to an envelope that has a Bulk Recipient, the Signer receives a copy of the envelope for each name and address combination in the Bulk Recipient file. 1 Create or open an envelope. 2 From the Recipients toolbar, click Add a Recipient. The Recipient dialog box appears. 3 Click Bulk Recipient. An information dialog box appears describing the process to create a Bulk Recipient file. At least one of the recipients in a bulk recipient file must be a signer recipient. 4 Click OK. The Recipient dialog box appears. The Identity section contains a text box for the Bulk Recipient file name. 5 To the right of the Bulk Recipient File text box, click the Browse button. Browse to the Bulk Recipient file. Click Open. The file name appears in the Bulk Recipient file text box. 6 Click Add. The Bulk Recipient appears in the Recipients list. 7 If the bulk file contains multiple recipients per envelope, you must repeat steps 2 to 6 for that same file up to the maximum number of recipients. In other words, identify the envelope in your bulk file which goes to the maximum number of recipients. Add the file using steps 2 to 6 for that number. 8 To add a second bulk recipient file, repeat steps 2 to 6. Again, you must add the second bulk file the same number of times as the maximum number of recipients for any single envelope within the file. 9 Place signature and initial tabs into the document as you would for an individual recipient. For more information on placing tabs, see Place a signature tab on page 25. User Guide 41

48 Sending envelopes to a large group of recipients Send an envelope to a Bulk Recipient The process to send an envelope which contains a Bulk Recipient is similar to a regular envelope. However, because the envelope must be sent to many individuals at the same time, DocuSign Desktop Client provides additional error checking as well as progress dialog boxes. The application verifies that the Bulk Recipient file exists and is a valid file, checks the syntax of the file, and confirms that your computer is connected to the Internet. It then resolves each address against our database of known names and addresses. If there is a different name associated with an address in the DocuSign system, you are prompted to select the correct name or confirm that you do not want to correct the name. Finally, DocuSign Desktop Client displays a progress bar as it sends the envelope. Depending on the size of the documents in the envelope, it can send envelopes at a rate of one envelope every 3-5 seconds. Do not interrupt the sending process once it has started. If you cancel sending or sending gets interrupted before all envelopes have been sent, the dialog box displays the total number of envelopes successfully sent, the number that were not sent, and the name and address of the first recipient in the file who did not receive the message. 42

49 Chapter 4: Designing and Using a Template Build Templates for Envelopes Sent Many Times Another key feature of the DocuSign Desktop Client is the ability to create templates for a document that you send frequently or to many recipients. In a template, you select a source document, define recipients, place stick-etabs, and set security properties. You store these templates on your local drive for later, repeat use or synchronize templates with the DocuSign Member Console. You can also forward the template to others in your organization who need to send similar documents. A sender completes a template document by adding recipient names and addresses to the roles. Alternatively, when a sender creates an envelope and adds documents, DocuSign Desktop Client uses a feature called Intelligent Document Recognition to compare and match a source document to existing templates. A sender can also add more stick-etabs to the envelope's contents. Each template includes a single PDF document. The text and graphics of the documents are included in every envelope sent using the template. You can use multiple templates in a single envelope. Creating a new template There are two methods to use a DocuSign Desktop Client templates: add the template to an envelope or apply the template to a document. Add the template to an envelope You can create a template complete with roles, permanent recipients, and stick-etabs and combine it with a document. A sender then adds the template to an envelope and completes the document by adding the recipient names and addresses to the roles. A sender can also add more stick-etabs to the envelope's contents. This usage includes a single PDF document. The text and graphics of the documents are included in every envelope sent using the template. Using a template this way is common when the underlying document never changes. For example, a federal employment form, loan application form, or human resource policy. Apply the template to a document in an envelope There are instances where the underlying document changes but the tabs, recipients and roles remain the same. Examples of this include a seller disclosure form or product release cover page. This usage uses a set of roles, permanent recipients and stick-etabs without a permanent PDF document. A sender applies these to a document during the process of building an envelope. The sender then completes the document by adding recipient names and address to the roles. A sender can also add more stick-etabs to the envelope s contents. Because this usage does not include a document, it is used when there are underlying document elements that change from sender to sender or envelope to envelope. The physical layout of the document must remain constant but the text or graphics presented 43

50 Creating a new template are determined during the send process. You include a sample document to assist both the sender and the template author with placing tabs. That sample document, however, is not included in envelopes based on this template. The steps used to create a new template are: Set the global properties for the template Select a document or sample source file Set security requirements Add recipients Apply tabs Save to a local drive Note DocuSign Desktop Client installs samples to help you get started using and creating templates. Create a new template When you create a new template, you start with a name and description used to identify the template to senders. You must also select a source document. A source document is the underlying document that requires authorization. It can be an existing portable document format file (PDF) or any document that can be printed. If the latter, DocuSign Desktop Client automatically converts the document to a PDF. You can also add a signer Attachment Request. When you do, you must add a description, instructions, and a signer attachment tab associated with a specific role or recipient. To make a new template: 1 From DocuSign Desktop Client, select File > New > Template. You can also select New > Template on the tool bar. 2 In the Name box, type a short phrase to identify the template. This phrase is used both as the name of the template in the application as well as the file name for the template. 44

51 3 In the Description box, type a short statement. The description appears when a sender clicks the item in the template list. It is used to summarize the purpose of the template and provide instructions on its use. 4 Select Edit > Documents > Add. You can also click the Add a Document the Document tool bar or click either location on the pane that says Click here to add a document. If the signer attachments feature is enabled for your account, you are prompted to select either a source or signer attachment. For more information, see Request an attachment, in Chapter 3 on page 20. When you select Browse to a document, the Open dialog box appears. 5 Locate the source document. Click Open. If the document is not a PDF, DocuSign Desktop Client uses its print driver to convert the file to a PDF. The file name appears in the Name field. DocuSign Professional also identifies the document path and page count. You can also print directly to a template if you open the template file first. Add an subject and message You can also add text for the subject and message used for envelopes created with the template. The sender can either use the text provided or override with their own text. 1 From the template window, select Edit > Documents > Manage. The Template Properties dialog box appears. 2 In the upper panel, click the General tab. 3 In the Subject text box, type a short phrase to identify the envelope. This phrase is used as a subject line for the message sent to recipients. 4 In the Message, type a short statement. The message appears in the body of the sent by DocuSign Professional to recipients. It is commonly used to introduce the documents and provide instructions. It can also provide User Guide 45

52 Creating a new template information that will reassure recipients that the enclosed document is safe to open.the message can contain up to 2,000 characters. 5 Click Done to close the Template Properties dialog box. Add envelope field data to a template A template author adds the data for a custom envelope field during the template creation process. 1 Open or create an template. 2 Select Edit > Document > Manage. The Document Properties dialog box appears. 3 Click the Envelope Fields tab. You can customize the labels which appear on this dialog box. For more information, see Enhance envelope tracking with custom envelope fields, in Chapter 3 on page Enter the envelope field values in the appropriate location. Click Done. Add a security password to the template The template password prevents a sender from making changes to a template. As a template author, you might choose to lock a template if you do not want anyone to modify the template by changing the source document, roles, recipients or tab placement. To prevent another template author or sender from changing the template, add a security password to the template. 1 Open or create a template. 2 Select Edit > Documents > Manage. You can also click the Manage Documents button on the Document tool bar. The Template Properties dialog box appears. 46

53 3 Click the Security tab of the lower panel. In the Password text box, type a secure password. 4 Click Done. Saving and editing templates By default, DocuSign Desktop Client saves templates to your local hard drive in My Documents\DocuSign Professional\Templates with the file extension DPD. You can change this to another location such as your My Documents folder or a network drive. For more information, see Assign paths for application files, in Chapter 2 on page 10. Note When you change the application file path, the Navigation pane does not change. 1 From the template window, select File > Save. You can also click the Save button on the tool bar. DocuSign Desktop Client saves templates in the Templates folder. By default, this is found at My Documents\DocuSign Professional\Templates. 2 To close the template window, select File > Close. You can also click the Close button or press Alt+F4. Edit an existing template You can change the properties of a template such as name and description. From DocuSign Desktop Client: 1 In the Navigation pane, click the folder that contains the template. In the list to the right, select the template you need to edit. 2 Select File > Open > Selected Items. The template window opens with the selected template. 3 Change the name, description, roles, recipients, template properties or source document. 4 Select File > Save. You can also click the Save button on the Tool bar. Delete a template When you delete a template, the file moves into the Deleted Items folder. To delete a file completely from your local drives, you must delete it from the Deleted Items folder as well. User Guide 47

54 Creating a new template Note When you delete a template from DocuSign Desktop Client, there is no prompt to verify the deletion. The template moves to the Deleted Items folder. To delete a template in DocuSign Desktop Client: 1 From the Navigation pane, select the Templates folder. In the Item List pane, click the template. 2 Select Edit > Delete. You can also right-click the item and select Delete or click the Delete icon on the Tool bar. The template moves into the Deleted Items folder. To remove the template entirely from your drive, see Empty the Deleted Items folder, in Chapter 1 on page 7. Recover a deleted template Because a deleted template is only moved from its current folder into the Deleted Items folder, you can recover the file. 1 In the Navigation pane, select the Deleted Items folder. 2 From the list on the right, right-click the item you want to recover. Select Move to Folder. 3 From the navigation tree, click the folder where you would like the template to go. Click OK. Synchronize offline and online templates You create and manage templates both in the DocuSign Desktop Client desktop client as well as your online DocuSign Member Console. When you connect to the Internet, you can upload templates to the DocuSign Member Console or download templates you created online. You must be connected to the Internet and logged in your DocuSign Service account to complete these actions. The Templates On Web feature must be enabled at the account level before the feature appears in the DocuSign Desktop Client user interface. The DocuSign Professional account administrator has three options: None The Templates On Web folder does not appear in the Navigation tree. You can not upload or download templates. Use You can download templates from the web, but you can not upload files to the web. Create You can download templates from the web. You can also create new templates and upload them to the web, or you modify existing templates stored on the web. Share In addition to the privileges of the Create option, you can also make templates on the web available to other members of your account. Note Only a DocuSign Service account administrator can remove templates from the account template directory. Upload a template 1 In the Navigation pane, select the Templates folder. 2 From the list on the right, right-click the item you want to upload to the DocuSign Member Console. Select Copy to Folder. 48

55 3 From the navigation tree, click Templates on Web. Click OK. The template is copied from your local desktop to the DocuSign Professional server and appears in the DocuSign Member Console. Download a template 1 In the Navigation pane, select the Templates on Web folder. A list of templates stored on your DocuSign Member Console appears. 2 From the list on the right, right-click the item you want to upload to the DocuSign Member Console. Select Copy to Folder. 3 From the navigation tree, click Templates. Click OK. The template is copied from your DocuSign Member Console to the local desktop and appears in the Templates folder. Change automatic template creation settings DocuSign Desktop Client enables you to create templates with documents you build during the normal envelope sending process. The default settings prompt you to create a new template each time you send a document not already used by an existing template. DocuSign Desktop Client also automatically tries to match a document against the templates stored in your Templates folder. You can turn off these features as well as change the matching sensitivity. 1 From DocuSign Desktop Client, select Tools > Options. The DocuSign Professional Options dialog box appears. 2 Click the IDR tab. 3 Modify the settings as required: When you enable Turn on Automatic Template Matching to apply templates automatically, DocuSign Desktop Client checks each document against the templates stored in your Templates folder.if a match is found, it automatically applies the template.if more than one match is found, you are prompted to select from a list of possible matches in order of most probable. Use the slide to set the template matching sensitivity. The higher the value, the more closely the document you attach must match a document for an existing template. At 100%, the document must be identical to one already used in a template. When you enable Turn on Active Template Creation to create new templates as you work, DocuSign Desktop Client prompts you to save a template for each document you send. User Guide 49

56 Managing roles and recipients on a template When you enable Turn on Page Level Auto Template Matching, DocuSign Desktop Client checks the document against templates in much greater detail looking at the contents of each page. This can slow match time considerably but provides a greater degree of accuracy in matches. Set the text used by IDR to match a template By default, DocuSign Desktop Client uses the first and last 25 words of a document to match the template with a document you add to an envelope. You can, however, select any region of text within a document for intelligent document recognition (IDR). There is no functional limit to the maximum or minimum volume of text you can select to define a match. However, the less text you select, the more false positive matches DocuSign Desktop Client is likely to find. The more text you select, the longer it will take for DocuSign Desktop Client to complete the IDR process. From the Template window: Open a template or create a new one. Add a document or scroll to an existing document within the template. 1 On the toolbar, click the IDR Regions button. The cursor changes to text selection. 2 Click and drag over the region of text that must match when DocuSign Desktop Client applies Intelligent Document Recognition. A dashed line appears around the selected text. 3 Complete and save the template. Managing roles and recipients on a template A recipient is a person who must view or sign documents in an envelope. Each document and template includes a definition for one or more recipients. You can identify a permanent recipient by and name. In templates, you can also use a role as a placeholder instead of a specific name. This lets the sender identify recipients by their role and have tabs automatically placed in the correct locations within the document. For example, in a employment form, you could make the roles Employee and Manager. A sender then adds the and name for for each role and the document is ready to send. When you define a recipient in a template, you also set the authentication requirements such as an ID check or access code. Finally, you set whether or not the sender can change recipients during the send process. Note While you can not assign a bulk recipient to a template, you can create a role for this purpose in the template. Then, when you send an envelope using the template, you can assign a bulk recipient file to the role. 50

57 Add a recipient to a template Use a recipient for a template when all envelopes sent using this template require the signature of a specific individual. For example, all loan applications may require the approval of a single, upper level manager. You select a recipient in a template using the same procedures used to add a recipient to an envelope. In the Recipient dialog box, type the title of the individual in the Role text box. For more information, see Selecting recipients, in Chapter 3 on page 21. Add a role to a template When you define a role, you set the recipient type. The recipient type describes what actions the recipient must take to complete the envelope. There are three recipient types based on the required actions to complete an envelope: Signer A recipient that must sign or initial a document before the envelope is complete. Certified Delivery A recipient that must view the contents of an envelope but who is not required to either sign or initial the document for the envelope to be complete. Carbon Copy A recipient that gets a copy of the completed envelope. In Person A recipient with a valid DocuSign Service account who signs the document in the presence of a proctor who also has a DocuSign Service account. This is similar to a notary service. To add a role to a DocuSign Desktop Client template: 1 Open an existing template or start a new template. For more information, see Creating a new template on page 43 2 In the Template window, select Edit > Recipients > Add. You can also click the Add a Recipient icon on the Recipients tool bar. 3 In the Role text box, type a role name. Use a text string that uniquely identifies the role to senders of the document. User Guide 51

58 Managing roles and recipients on a template 4 Use the Type drop list to select the role type. The type can be: Signer (must sign or initial the document), Certified Delivery (must view the document), or Carbon Copy (receives a copy but no action required). 5 Leave the recipient and name blank. A sender completes this information during the creation of an envelope that uses this template. Role indicates category of signer Leave and name blank Sequential order recipients must sign document 6 You can enable authentication features: When you type an Access Code, the recipient must enter the access code before viewing the envelope that includes this template. The access code is a word or phrase you agree to with the recipient beforehand. When you enable the ID Check ($) checkbox, the recipient must pass an identification check before viewing the envelope that includes this template. The ID check asks the recipient questions that only they know the answers to. This increases the cost of sending the envelope but provides greater security. 7 As a template author, you can restrict changes made to the recipient and roles by a sender using the template: When you enable the Locked checkbox, the sender cannot make any changes to the recipient/role properties such as authentication requirements. When you enable the Required checkbox, the sender cannot remove the recipient or role from the document when they use it in an envelope. 52

59 8 Click Add. If you need to add more recipients or roles, you can click Add + New. Otherwise, the template window appears and recipients and roles appear in the upper right pane. Set the role order The routing order is the sequential order in which recipients receive, sign and forward an envelope. Envelopes created using a template use the routing order set in the template. You can use either a role or a permanent recipient to define the template routing order. By default, envelopes are sent to all signer and certified delivery recipients at the same time. Then the envelope is sent to all carbon copy recipients. The routing order appears next to the name in the Recipients list. Just as with recipients for an envelope, you can route to a single role more than once. For more information, see Add a recipient multiple times, in Chapter 3 on page From the Recipients list, double-click a signer or certified deliver role or recipient. The Recipients dialog box appears. 2 Use the Routing Order drop list to select a new order. For example, to set a role to second in the signing sequence, select 2. 3 Click OK. The Recipient list automatically updates the routing order numbers. Add a bulk recipient role You can add a bulk recipient role to a template. When an envelope is sent using the template, the sender is prompted to add a bulk recipient file. For more information, see Build a Bulk Recipient file, in Chapter 3 on page In the Template window, select Edit > Recipients > Add. You can also click the Add a Recipient icon on the Recipients tool bar. User Guide 53

60 Managing roles and recipients on a template 2 Click Bulk Recipient. An information dialog box appears describing the process to create a Bulk Recipient file. 3 Click OK. The Recipient dialog box appears. 4 If necessary, set the Bulk Recipient Number. The Bulk Recipient Number enables recursive routing to a bulk recipient file. In the example below, the sender will be prompted to add the Bulk Recipient 1 file only once. However, the file will be used as both the first and last recipient when the envelope is sent. 5 Use the Type drop list to select the role type. The type can be: Signer (must sign or initial the document), Certified Delivery (must view the document), or Carbon Copy (receives a copy but no action required). 6 Click Add. The Bulk Recipient appears in the Recipients list. Modify role properties You may need to change the properties of an existing role or recipient for a template. For example, you might need to change the authentication requirements. Note When you change a signer recipient or role to a carbon copy or certified delivery recipient type, all tabs placed for that recipient are automatically removed from the document. From the template window: 1 Double-click the name of the role or recipient you need to change. The Recipient dialog box appears. 2 Change the role name, authentication requirements, or other recipient properties. 3 Click OK. Remove a role You may need to remove a role or recipient from a template. For example, you may have added an applicant category that no longer exists. When you remove the role, DocuSign Desktop Client automatically removes all tabs for that role from the template. 54

61 Note When you remove a role or recipient from a DocuSign Desktop Client template, there is no prompt to verify the deletion. Check your selection before you complete this procedure. If you remove a recipient who is a contact in your Contacts list, the contact remains in the list but not in the template. From the template window: 1 Select Edit > Recipients > Manage. You can also click the Manage Recipients button on the Recipients tool bar or select the recipient/role and click X on the Recipients tool bar. The Properties dialog box appears with the Recipients tab on top. 2 Select the recipient or role you need to delete. 3 Click Remove. Restrict sender privileges There are four restrictions you can place on a sender using the template you create: Password protection To prevent a user from modifying any property of the template, add a security password. To enable this feature, select Edit > Documents > Manage. In the Security section on the Document tab, type a password. Disable changes to recipients or roles You can prevent the sender from making any changes to recipients or roles. To enable this feature, select Edit > Recipients > Manage. Double-click each recipient and enable the Locked checkbox. Disable removal of recipients or roles You can block the sender from removing a role or recipient. To enable this feature, select Edit > Recipients > Manage. Double-click each recipient and enable the Required checkbox. Applying tabs to a template DocuSign Desktop Client uses stick-etabs to provide signing instructions for the recipients. There are three categories of tabs: Signing tab A tab that the recipient either signs or initials. Data tab A tab that the sender can use to stamp system provided data on a document. There are four data tabs: Name, Company, Title, and Date Signed. Form Field tab A tab that prompts the recipient to enter text, select an option, or enable a checkbox. As a template author, you can restrict changes made to a tab by the sender using the template: When you enable the Locked checkbox, the sender cannot move the tab nor can the sender change the role or recipient associated with the tab. When you enable the Required checkbox, the sender cannot remove the tab. The method to apply a fixed tab to a template is identical to that used for envelopes. For detailed instructions, see Applying tabs to a document, in Chapter 3 on page 25. User Guide 55

62 Applying tabs to a template Set an anchor-based tab in a template Anchor-based tagging enables a sender to gather data and signatures for documents which do not have a fixed layout or format. In these documents, you can not anticipate the absolute location of the tabs when you design your template because the tab must move with the text. As an alternative to an exact location, you can configure DocuSign Desktop Client to search for a text string and anchor the tab. For example, you may create a template for a contract which varies in length depending on the clauses you include. As a result, the location of the signature and date moves based on the length of the text. You can set the template to place a Signature tab wherever the text string Signature: appears. The text string must be 100 or less characters. You can use punctuation or spaces, and the match is case sensitive. Note The text string must be unique. The tab will appear every place the text string appears in the source document. With a template, you can add an anchor-based tag to a text string which does not appear in the source document but might appear in envelopes created using the template. A conditional anchor tag enables a template designer increased flexibility to allow for options and additions to the document. For example, consider a rental agreement with optional provisions for pets. The source document used for the template does not include these provisions. However, when you add the document to an envelope, you want DocuSign Desktop Client to automatically add an initial tag to the provision. In this case, you could use a conditional anchor tag in the template to ensure an initial tag appears next to unique text such as Pet Agreement. 1 Open an existing envelope or template. 2 In the Tabs pane, select the tab type: Signature, Form, Data, or Custom. 3 Drag the selected tab type on to the document. Placement is not important as the tab will move based on the anchor. 4 Double-click the new tab. The Tab Properties dialog box appears. 5 In the Tab Attributes section, enable the Anchor checkbox. 6 In the Anchor Word text box, type text string used as an anchor. The text string must be unique and can include punctuation and spaces. 7 Click OK. DocuSign Desktop Client searches the document for the anchor text string. A dialog box appears with the number of occurrences in the document. If the text is not in the document, you are presented with the option to place a conditional anchor tag. 8 Click OK again. A tab with an anchor icon appears next to each occurrence of the anchor text string. 56

63 9 To move the position of the tab relative to the anchor text, click and drag the tab. A leash appears as a line drawn between the anchor text string and the tab. All occurrences of the tab change position. Using templates in envelopes A template is a set of roles, permanent recipients, and stick-etabs combined with a document. A sender completes a template by adding recipient names and addresses to the roles. A sender can also add more stick-etabs to the envelope's contents. A template includes a single PDF document. The text and graphics of the documents are included in every envelope sent using the template. This type of template is useful when the underlying document never changes. For example, a federal employment form, loan application form, or human resource policy. Add a template to an envelope When you add a template to an envelope, the source document is added to the envelope. In addition, roles and recipients defined in the template appear in the list of Recipients for the envelope. You must assign a name and address to each role before you can send the envelope. 1 Open an existing envelope or create a new one. For more information, see Creating and modifying envelopes, in Chapter 3 on page If necessary, add the Subject and Message. 3 Select Edit > Documents > Add. You can also click the Add a Document button on the Documents tool bar. The Add Document dialog box appears. 4 Click the Select a Docusign Template option. Click Next. The Select dialog box appears. 5 Browse to the template. Click OK. The first time you add a template to an envelope, a reminder appears to add recipients. You can enable the checkbox to prevent the reminder from appearing each time you add a User Guide 57

64 Using templates in envelopes template. The document appears in the Documents panel. Recipients and roles defined for the template appear in the Recipients panel. 6 Under the first unassigned role, click the click to assign recipient link. The Envelope Recipient dialog box appears. Role and Type are already complete. 7 In the text box, type the recipient s address. In the Name text box, type the recipients first and last name. You can also use the Lookup in Contacts button to add a recipient from your Contacts list. 8 Save and send the envelope. Apply a template to a document in an envelope To apply a template to a document in an envelope: 1 Open an existing envelope or create a new one. 2 If necessary, add the Subject and Message. 3 If necessary, add the underlying document. Select Edit > Documents > Add. You can also click the Add a Document button on the Documents tool bar. The Add Document dialog box appears. 4 Click Edit > Documents > Manage or click the Manage Documents icon on the toolbar above the document thumbnails. The Envelope Properties dialog box appears. 5 Select the document to which you want to apply a template. 6 Click Apply Template. You can also right-click a document, and select Intelligent Document Recognition > Recognize Document Now. A list of available templates appears. 7 Select the template you wish to apply to this document. 8 Click OK. The Apply Template dialog box appears which would enable you to restrict the application of the template to only certain pages of the document. 9 Click OK again to select the default options. 58

65 10 Add and assign recipients to each role in the template. Then save and send the envelope. Replace or remove an applied template If either automatic template recognition fails or you incorrectly apply a template to a document, you can remove or replace it. 1 Open an envelope and move to the document with the incorrect template. 2 Click Edit > Documents > Manage or click the Manage Documents icon on the toolbar above the document thumbnails. The Envelope Properties dialog box appears. 3 Select the document with the incorrect template. 4 Click Apply Template. Because the document already has a template, the Change Template dialog box appears. 5 You can replace the template with another one or remove it. - To replace the template, click Replace. Select from the list of available templates. Click OK. - To remove the template, Click Remove. 6 Complete and send the envelope. Apply multiple templates to a single document Some documents are made of component parts, each of which requires the use of a different template. You can apply more than one template to a single document. You must apply it on a page by page basis. DocuSign Desktop Client merges the roles when the name, , role, and routing order are identical. 1 Open an envelope and add a document. When prompted to do so, select and apply the first template. The Apply Template dialog box appears. 2 Change the values in the Beginning and Ending fields to the page numbers of the document which match the template you are applying. 3 Click OK. DocuSign Desktop Client applies the template to the selected page numbers. User Guide 59

66 Using templates in envelopes 4 Click Edit > Documents > Manage. Select the document. Click Apply Template. Because the document already has a template, the Change Template dialog box appears. 5 Click Add. 6 Select the next template. The Apply Template dialog box appears. Notice the page range changes to pages within the document which do not already have a template applied. 7 Change the values in the Beginning and Ending fields to the page numbers of the document which match the template you are applying. Click OK. 8 Repeat steps 4 through 7 until all templates are applied. 60

67 Chapter 5: Building a List of Contacts Add frequently used contacts to DocuSign Destop Client When you build an envelope, DocuSign Desktop Client prompts you to add recipient names and addresses. You can type this information into the envelope manually or you can select a contact from the list stored in the application itself. A contact is a recipient whose address is stored in DocuSign Professional along with other identifying information such as company and job title. DocuSign Destop Client includes tools to build and manage your contact list. You can import your contact list from Microsoft Outlook or copy contacts from any application that exports to a vcard file. Using DocuSign Desktop Client Contacts list DocuSign Desktop Client includes tools to create and manage a contact list. There are three types of contacts: Personal Contacts which you create and manage on your local computer using DocuSign Destop Client. To view Personal contacts, click Contacts in the Navigation pane. Contacts pane sorted in alphabetical order by last name Shared Contacts which you create and manage online using DocuSign Member Console. You must be connected to the Internet and logged in to you account to view or manage Shared contacts. To view Shared contacts, click Contacts on Web in the Navigation pane. Account Contacts which are members of your shared DocuSign Service company account. 61

68 Using DocuSign Desktop Client Contacts list The default sort order for Contacts is by last name. You can click on any column head to sort the entries alphabetically by that field. Add a new contact You can manually add a single contact to your DocuSign Destop Client contact list. When you add a contact, you can verify their address and name with the DocuSign Service. A verified user is a recipient whose address and name match an established account with DocuSign Service. The principle benefit of verifying a contact is it ensures that you have the contact's correct name and address. It also reduces the number of duplicate accounts and improves the signing experience for your recipients. When you attempt to a verify an account: DocuSign Destop Client contacts the DocuSign Service and sends the contact s address and name. The DocuSign Service compares the contact's name and address against the list of all existing accounts. If there is an exact match including first, middle and last names as well as address, then the contact is marked as verified. If there is an address match but the other information is different, DocuSign Destop Client displays a list of all names that exist for the address from which you can select a name or choose to keep the name you originally entered. If you choose one of the names on the list, the contact is marked as verified. Whenever possible, you should use an existing name. Note When you manually enter a recipient not already on your Contacts list to an envelope, DocuSign Destop Client automatically adds the name and address as a verified Contact when you send the envelope. To add and verify a new contact: 1 Select File > New > Contact. The Contact dialog box appears. 2 Complete the fields with the contact information. The fields required to use the contact for a DocuSign Destop Client envelope or template include the first name, last name and address. All other fields are optional. 62

69 3 Click Verify at DocuSign. To verify a contact, you must complete the DocuSign Destop Client setup process and be connected to the Internet. The contact information is sent to the DocuSign Service. It checks for an address and name match and verifies the contact. If not, the verification status remains No. 4 Click OK. Edit a contact There is no synchronization between your DocuSign Destop Client contact list and any other client installed on your desktop. If you change the address in one, you should change the address in both locations. To edit a contact in the DocuSign Destop Client contact list: 1 From the Navigation pane, click Contacts. In the list to the right, click the contact you need to edit. 2 Select File > Open > Selected Items. You can also press Ctrl+O or double-click the entry to open the Contact dialog box. 3 Make the changes required. Click OK to save the contact entry. Click Cancel to close the dialog box and not save changes to the contact entry. If you change any of the required information (last name, first name or address), DocuSign Destop Client changes the contact s status to Unverified. You should attempt to verify the contact with the DocuSign Service again. Delete a contact There is no synchronization between your DocuSign Destop Client contact list and any other client installed on your desktop. If you delete a contact in one, you should delete the contact in both locations. Note When you delete a contact from DocuSign Destop Client, there is no prompt to verify the deletion. The contact moves to the Deleted Items folder. To remove a contact from the DocuSign Destop Client contact list: 1 From the Navigation pane, click Contacts. In the list to the right, click the contact you need to delete. 2 Select Edit > Delete. You can also press Ctrl+D or click the Delete icon on the tool bar. Synchronize offline and online contacts You create and manage contacts both in the DocuSign Destop Client desktop client as well as your online DocuSign Member Console. When you connect to the Internet, you can upload contacts to the DocuSign Member Console or download contacts you created online. You must be connected to the Internet and logged in your DocuSign Service account to complete these actions. Upload a contact 1 In the Navigation pane, select the Contacts folder. 2 From the list on the right, right-click the item you want to upload to the DocuSign Member Console. Select Copy to Folder. 3 From the navigation tree, click Contacts on Web. Click OK. The contact is copied from your local desktop to the DocuSign Professional server and appears in the DocuSign Member Console. User Guide 63

70 Using contacts from other applications Download a contact 1 In the Navigation pane, select the Contacts on Web folder. A list of templates stored on your DocuSign Member Console appears. 2 From the list on the right, right-click the item you want to upload to the DocuSign Member Console. Select Copy to Folder. 3 From the navigation tree, click Contacts. Click OK. The template is copied from your DocuSign Member Console to the local desktop and appears in the Templates folder. Using contacts from other applications The DocuSign Destop Client stores contacts as individual files in a Contacts folder. You can not synchronize DocuSign Destop Client contacts with any other application. You can, however, import contacts from other applications. Import contacts from Microsoft Outlook A quick method for many users to build a contact list is to import their contacts from Microsoft Outlook. 1 From DocuSign Destop Client, select Tools > Import Contacts From Outlook. DocuSign Destop Client connects to Microsoft Outlook. Outlook automatically displays a prompt to allow the connection. 2 Enable the Allow access for checkbox. Click Yes. DocuSign Destop Client imports the contacts in Outlook and displays the results in the Import Contacts From Outlook dialog box.v 3 By default, all contacts are selected for import. Hold down the Ctrl key and click to deselect a contact. Standard Windows Shift-Click and Ctrl-Click selection methods function in this dialog box. 4 Click Import Selected Contacts. Click OK. The imported contacts appear in the Contacts folder. Integrate with SalesForce.com A partnership between DocuSign, Inc. and SalesForce.com, Inc. makes it possible to use your SalesForce.com contacts as DocuSign Destop Client recipients. To use this feature, you must enable Salesforce integration on the DocuSign Destop Client as well as have a SalesForce.com account. 64

71 Enabling the Salesforce integration To make Salesforce features appear in DocuSign Destop Client, you must enable the Salesforce option. At the same time, you can associate Salesforce objects with DocuSign Professional contacts. 1 From DocuSign Destop Client, select Tools > Options. The Options dialog box appears. 2 Select the Contacts tab. 3 Enable the Show Salesforce Contacts button in the Address Book drop down list and Salesforce API location in the User & Login tab check box. This option reveals the Salesforce API URL configuration on the Options > Advanced tab. 4 Click to associate one or more Salesforce objects with DocuSign Professional contacts. Objects enabled in this dialog box are available when you search for a contact or when you address an envelope. 5 Click OK to close the Options dialog box. Adding the Salesforce security token to DocuSign Desktop Client SalesForce.com requires a security token in addition to the user name and password whenever a client application such as DocuSign Destop Client or Microsoft Outlook attempt to connect. To configure DocuSign Destop Client, you must reset the Salesforce token, then provide the new token when prompted to do so. You should only have to do this procedure once. Note If you already have a Salesforce security token in use, you must either use the same token or update the token in all client applications. 1 From your web browser, connect to Log in to your account or create a new one. 2 Click the Setup link. The Personal Setup page appears. 3 Click the Reset Your Security Token link.click the Reset Security Token button to confirm. SalesForce.com sends message to your account with the new token. User Guide 65

72 Using contacts from other applications 4 The first time you try to add a Salesforce contact as a recipient, you will be prompted for your user name and password.paste the security token to the end of your password. Click Login. Salesforce password New security token Using a Salesforce contact as a recipient 1 Open or create an envelope or template. 2 Click the Click to add recipient link. Click the Address Book button. You can also click the Add a recipient button. With the Salesforce option enabled, a Salesforce Contacts selection appears in the Address Book dialog box. 3 Use the Address Book drop list, to select Salesforce Contacts. The first time you are prompted to log in with the Salesforce user name, password, and security token. For more information, see Using DocuSign Desktop Client Contacts list on page 61. Thereafter, the Lookup Contacts dialog box appears immediately. 4 Type the contact name in the Search text box. Click Go. DocuSign Destop Client contacts Salesforce.com, searches for contacts that match the search string, and then displays a list of matches. 5 Select the contact from the displayed list. Click OK. The contact appears in the text box. The contact name appears in the Name text box. 6 Complete and send the envelope. Add contacts from other applications DocuSign Destop Client stores contacts as vcards in the Contacts folder. The default location of this folder is My Documents\DocuSign Professional\Contacts. Any vcard file (.VCF) you save into this folder appears in the DocuSign Destop Client contact list. Refer to the online help for your application for instructions on how to save a contact as a vcard. 66

73 Chapter 6: Building Form Fields Collect Data from Recipients DocuSign Desktop Client uses stick-etabs to indicate where a recipient must add information or indicate their approval with a signature or initial. In addition to signature and data tabs, you can use DocuSign Desktop Client to build forms. Form Field tabs prompt the recipient to enter text, select from a list of options, or enable a check box. By placing custom form field tabs on top of the underlying document, you make your envelope interactive. For example, you could send an employment form such as a W-9 to a recipient who would then complete and sign the form before returning it. Note Custom form fields created in DocuSign Desktop Client do not sync with custom form fields created within the DocuSign Service. In this section, we describe the use and management of form field tabs. For more information about signature and data tabs, see Applying tabs to a document, in Chapter 3 on page

74 Adding Form Fields Adding Form Fields There are two ways to build a form field: create a custom form field from the main window for use in all envelopes or add a new form field during the creation of an envelope. Because the configuration steps are identical, we describe here the way to create any type of form field: Create a custom form field From the DocuSign Desktop Client main window, select File > New > Form Field. Select the form field type. Click OK. Proceed with the configuration steps described below for the form field type selected. Add a new form field while building an envelope or template Open or create an envelope or template. In the Tabs pane, expand Form Field Tabs. Select the form field type and drag it into your document in the appropriate location. Double-click the tab to open the Tab Properties dialog box. Enable the Save to Custom Form Fields check box. Proceed with configuration steps described below for the form field type selected. As you add form fields, you can restrict changes made to a form field by the recipient: When you enable the Locked checkbox, the recipient cannot edit the Data value. When you enable the Required checkbox, the recipient must complete the tab. Data, Radio Button, and Drop Down tabs are required by default. When you enable the Fixed Length checkbox, the recipient is restricted to a single line of characters. You can use the Tab Properties dialog box to vary the length of the field. This option is only available for Data form fields. Configure a Check Box form field A Check Box tab prompts the recipient to answer a binary, yes/no type of question. The check box can be enabled indicating yes or disabled indicating no. For example, a form might include a check box for Tax Exempt. When the check box is enabled, the recipient response indicates that he or she is tax exempt. When the check box is clear, the recipient must pay taxes. Check boxes are always optional for the recipient to complete. 1 Open the Tab Properties dialog box. 2 In the Label field, type the text that identifies a tab to a sender or template author. This text is never seen by the recipient. 3 In the Tool Tip field, type the text for the prompt that the recipient sees in the DocuSign Service. Often, this is the same text as the Label. 68

75 4 If the default option is to enable the check box, click the Checked box. 5 Click OK. Configure a Radio Button form field A Radio Button form field prompts the recipient to select from a series of options, all of which are visible on the source form. For example, a document might require a recipient to select their gender by selecting from two boxes. The Radio Button forces the recipient to select one or the other rather than enabling both check boxes. 1 Open the Tab Properties dialog box. 2 In the Group field, type a name for the Radio Button series. In the example above, we might name the group Gender. 3 In the Return Value field, type the value that should be returned to the sender if the recipient selects this option. While this text is never seen by the recipient, it does appear to the sender when the envelope is complete. User Guide 69

76 Adding Form Fields 4 If this option is the default for the group, click the Checked box. 5 Click OK. 6 Repeat steps 1-5 for each option in the radio button series. Be careful to type the Group value exactly the same. This is the value that ties the radio button tabs together as a single entry. Configure a Data Field A Data Field prompts the recipient to enter one or more lines of text. In a Locked data field, the sender supplies the data and the recipient can not change the field. In an editable data field, a recipient can type an entry. The maximum length of a data field is 4,000 characters. To improve entry accuracy for commonly used data fields, DocuSign Professional desktop client includes text masks. A mask sets the character length. It can also force the entry of certain types of strings. There are six Data Field masks: Date Requires an exact date entry in the format MM/DD/YYYY. Number Only numbers allowed. Prevents the entry of punctuation or text characters. It does accept a period as a decimal point. SSN Nine numbers which automatically format in three, two, four grouping separated by dashes (e.g converts to ). Zip5 Five numbers, no spaces or punctuation. Zip5Dash4 Nine numbers entered in the format for a United States postal zip plus 4. This is a group of five numbers then a dash followed by four numbers. A string of alpha numeric characters with no spaces, symbol somewhere in the middle, and a valid domain format for the text after symbol (e.g., joebennett@producutioncap.com). 1 Open the Tab Properties dialog box. 2 In the Label field, type the text that identifies a tab to a sender or template author. This text is never seen by the recipient. 3 In the Tool Tip field, type the text for the prompt that the recipient sees in the DocuSign Service. Often, this is the same text as the Label. 70

77 4 If the data for this field is known, you can use the Data field to type the value. This field is optional. 5 To change the length of the data field, type a new value in the Length text box. You can also set the number of lines which appear when the tab is placed by changing the value in the Lines text box. 6 To restrict the field length to a specific characters, enable the Fixed Length checkbox. Type the number characters in the Length field. 7 Click OK. Create a custom text mask for data fields In addition to the predefined text masks, you can create a custom mask for data fields. For example, if you routinely request a purchase order number in a specific format, you can create and reuse a custom data field mask. Use Regular Expressions syntax to format the custom text mask. For more information on how to build a regular expression, we recommend the following resources: Regular-Expressions.info Wikipedia RegExLib.com 1 Create a new data field tab or double-click an existing field to open the Tab Properties dialog box. 2 Use the Mask drop down list to select Text. Only a data field of the Text mask type can have a custom text mask. 3 In the Regex Pattern text box, type the regular expression to define the custom text mask. 4 In the Validation Error Message, type a short message which appears when a recipient incorrectly completes the data field. It is helpful to provide a sample of how to correctly enter the required information. 5 To save the custom mask for reuse, enable the Save to Custom Form Fields checkbox. User Guide 71

78 Adding Form Fields Configure a Drop Down form field A Drop Down form field prompts the recipient to select from a pre-defined list which does not appear on the source document. For example, a sender might be gathering personal information from all employees in a company and use a Drop Down tab to prompt recipients to select their department. A Drop Down can be optional or required for the recipient. Note The maximum length of a single data field is 4,000 characters. The combined total maximum length of drop down field values is limited to 2,000 characters including the semi-colon separators. 1 Open the Tab Properties dialog box. 2 In the Label field, type the text that identifies a tab to a sender or template author. This text is never seen by the recipient. 3 In the Default field, type the entry that the recipient sees in the DocuSign Service in the drop down list. The default entry should be the one most commonly selected. It must also appear in the List. 4 Click Edit List. The Drop Down labels dialog box appears. 5 Type a field value. Press the [Enter] key. Repeat until all values for the drop down list are entered. Click a value and use the Up and Down buttons to change the order values appear in the list. 72

79 6 Click OK. The list appears in the Drop Down Values text box separated by semi-colons.you can also type the value list, separated by semi-colons, directly into the Drop Down Values text box. 7 Click OK again to close the Tab Properties dialog box and place the tab. Changing form fields When you add a new form field to an envelope, you have the option to create a custom form field to the DocuSign Desktop Client. The custom form field is then available to use later in envelopes or templates. After you create a custom form field, you can modify or remove it. Edit a custom form field You can change the properties of custom form fields at any time. When you change these properties, templates and envelopes that use the custom form field are not updated with the new values. To edit a custom form field: 1 In the Navigation pane, click Custom Form Field. Double-click the tab to edit. 2 Change the form field properties as required. For definitions of these fields, see Adding Form Fields on page Click OK. Delete a custom form field You can delete custom form fields to remove it from the list of available fields. When you delete a custom form fields, templates and envelopes that use the custom form field continue to have the field. You must open each template or envelope and remove the field manually. Note When you delete a custom form field from DocuSign Desktop Client, there is no prompt to verify the deletion. The form field moves to the Deleted Items folder. User Guide 73