DocuSign Instructions for Asset Management Forms

Transcription

1 DocuSign Instructions for Asset Management Forms Table of Contents Role Responsibilities 1 How to become a Sender 1-2 Selecting a Shared Template 3-4 Completing Template 5-11 Role Responsibilities Signer Sender Author Ability to enter information into designated fields of Asset Management template forms and electronically sign (e.g. new asset). Available to all active OSU employees. Ability to enter information into designated fields of Asset Management template forms, electronically sign, and designate to other signers (e.g. SFO). Available to all active OSU employees that have completed the esignature Sender course in BuckeyeLearn. Ability to create and edit templates in DocuSign. Available to all active OSU employees that have completed the esignature Author course in BuckeyeLearn. Note: DO NOT upload and/or create new templates for the Add Asset to Inventory & Asset Maintenance Form. You must use the Shared Templates that are authorized by the Asset Management Office. How to become a Sender [Help] Before you can send (submit) Add Asset to Inventory & Asset Maintenance Form through DocuSign, you must take the esignature Sender course in BuckeyeLearn. After completing the course, you must log into my.osu.edu to accept the Electronic Signature Sender Terms and Conditions. Last revised: March

2 Click the esignature link from the menu on the left (see image below). Read the Terms and Conditions, then click Submit to accept the terms and conditions. After accepting the Terms and Conditions, you will receive an from OCIO stating that they have received your request to become an esignature Sender. You will receive a second from OCIO when your request has been completed (typically within 24 hours). Once you have received the confirmation , you will be able to send documents through DocuSign. Last revised: March

3 Selecting a Shared Template [Help] DO NOT create your own templates only Asset Management shared templates will be accepted by the Asset Management Office. Go to or click the link to the appropriate form on the Asset Management Webpage. This will direct you to the DocuSign login page. Enter your full OSU address (e.g. Buckeye.1@osu.edu), click Continue. You will be directed to the OSU login page, where you will be required to re-enter your OSU Username (name.#) and password. Click Login. On the OSU DocuSign Home page, click the New and then select Send an Envelope. o If the New button is not visible, then your Sender access was not setup correctly. Contact OCIO (8-HELP) for assistance. Last revised: March

4 To add the template, click Use a Template. This will prompt a popup window to appear (be sure Pop-up Blockers are turned off). Click the Shared with Me link to bring up a list of forms that have been uploaded to DocuSign. From this list, select the Asset Management Template that you would like to submit (AM Add Asset to Inventory, AM UNIV Asset Maintenance Form, AM OSP Asset Maintenance Form, or AM Asset Off-Campus Stewardship Form) and then click the Add Selected button. DO NOT create your own templates only Asset Management shared templates will be accepted by the Asset Management Office. Last revised: March

5 Completing Template [Help] Before starting the template, consider the following important items: Do I have all the critical information needed to complete and submit the form? o Click the Document template in image format to review instructions and required information. o Will I need to attach any additional information? o The Asset Maintenance Form template provides a limited number of fields for entry of assets. Additional assets must be added by attachment prior to hitting SEND. o Click the Upload button to select the appropriate document(s) to attach (e.g. List of Assets). o Do I know who the authorized recipients are for signature/approval for my area? o Check with your applicable Service Center. Last revised: March

6 Starting the Template Establish recipient and routing workflow for signature/approval by entering the addresses of the appropriate recipient for each line: o AM Add Asset to Inventory 1. Equipment Coordinator 2. Dean, VP, Senior Fiscal Officer, or Designee required 3. Asset Management Office o AM UNIV Asset Maintenance Form 1. Custodian 2. Equipment Coordinator 3. Dean, VP, SFO, or Designee required 4. New Dean, VP, SFO, or Designee required for Internal Transfer 5. New Custodian optional for Internal Transfer 6. Asset Management Department o AM OSP Asset Maintenance Form 1. Custodian/Principle Investigator 2. Equipment Coordinator 3. Dean, VP, SFO, or Designee required 4. New Dean, VP, SFO, or Designee required for Internal Transfer 5. New Custodian/Principle Investigator optional for Internal Transfer 6. Adam French Last revised: March

7 o AM Asset Off-Campus Stewardship Form 1. Asset Custodian/Principal Investigator 2. Equipment Coordinator 3. Dean, VP, Senior Fiscal Officer, or Designee required Note: If there is an X next to the recipient line, this signature is not required by the Asset Management Office. If you do not want the Custodian, Principle Investigator, or Equipment Coordinator signatures for your files, you can remove the signature fields from the routing workflow by clicking the X to the right of that line to delete the row (pop-up warning will validate). Likewise, if you are not internally transferring an asset, you can remove the signature fields for the New Dean, VP, SFO, or Designee and New Equipment Coordinator from the routing workflow by clicking the X to the right of that line to delete the row (pop-up warning will validate). If you want to add a message to the Recipients, you can do so in the Message to All Recipients section. Last revised: March

8 Click the Next button at the bottom of the page to proceed to the Add Asset to Inventory, Asset Maintenance Form, or Asset Off-Campus Stewardship Form. Complete the Add Asset to Inventory, Asset Maintenance Form, or Asset Off-Campus Stewardship Form in full as prompted or allow the next recipient to add/edit information. o If you wish to fill in the form prior to sending, select the field that you would like to fill in. This will cause a text box to pop-up in the right hand column, which is where you will fill in the information that you want to appear on the form. o Click any of the radio buttons and the Radio Group column will appear on the right hand column. Select the dropdown titled Radio Button Values, then check the appropriate maintenance option. Last revised: March

9 Helpful Tip: If you need to correct the recipients/message or add additional documents, you can do so before sending by clicking the Actions dropdown menu in the top right corner Submitting the Template When ready to route to next recipient, click Send. Receipting the Template Once all of the required recipients have electronically signed the template form, you will receive an notification stating that your document has been completed through the DocuSign process workflow. o This does not mean that the Asset Management Office has processed your request. Finding the Reason for Decline Asset Management reserves the right to decline forms that do not meet requirements (i.e., improper signatures, lack of supporting documentation, etc.). In the event that a form is declined, select Sent under Envelopes on the left side, and click on the document that was declined, which is noted under the Status column. Last revised: March

10 On this screen, you can view the decline reason. You can also select History in the More dropdown menu. Last revised: March

11 Scroll down the page to view the history of the document and find the decline reason. Last revised: March