Create and Send an Envelope in DocuSign (Send Forms for Signatures)

Envelopes are what we use to send, sign, and complete forms in DocuSign. Envelopes contain important information about the recipient, documents, document fields, and timestamps to track the delivery progress. They also contain information about the sender, as well as security and authentication information, and more.

Use the resources below to learn how to navigate within a DocuSign Envelope:

Access

1. In the Opportunity, access the DocuSign Room that you will be creating the Envelope for.

• Click here to learn how to access the DocuSign room for an Opportunity.

 
2. Add all of the required forms to the Documents tab of the DocuSign Room.

• Click here to learn how to add forms/documents to a DocuSign Room.

3. From the Documents tab, select the form(s) you want to be completed and signed, then click the Create Envelope icon, .

• Check the box at the top left of a form to select it. You can select any number of forms in this way.

4. A pop-up will appear with a list of all possible roles that were detected on the selected forms. Select the recipient role(s) that will need to be added to the Envelope, then click Continue.

Add Documents to the Envelope

1. The forms you selected will appear at the top of the Envelope. From here, you can click on the three dots, at the bottom right of any added document, and you will see options for managing that document:

• Set as Supplement - you can use supplemental documents to provide additional information to recipients that does not require signature, such as legal disclosures, or terms and conditions.
• Apply Templates - if you have set up a template for this specific document, you can find and apply it here. See the note below for more information.
• Replace - this allows you to search your device for a different document to replace this one with. If you need to replace it with a document from a different source, delete this document, and use the workflow below to add a new one.
• Download Document - this triggers a download to your device with a PDF version of this document.
• Rename Document - this allows you to rename the document. The original will stay in the Documents tab of the Room, but will create a separate PDF version of this document, with the new name, also saved to the Room.
• Delete Document - this allows you to remove the document from the Envelope.
• View Document - this allows you to view the document, with any Room Details auto-filled.

2. You also have options to add additional forms or documents:

• Add Room Documents - add a form or document that has already been added to the Documents tab of the Room.
• Use a Template - if you have set up a template for this specific document, you can find and apply it here. See the note below for more information.
• Upload - this gives options to upload documents from your device, Box, Dropbox, Google Drive, or Microsoft OneDrive.

Add Recipients to the Envelope

You will see a recipient added for each role you selected when you created the Envelope. If you added or synced details for these specific roles in the Details Tab of the Room, their name and email will auto-populate here, and additional details you added will auto-populate corresponding fields in the documents added to the Envelope.

1. If you selected a role that has no information added to it in the Details tab of the Room, it will appear blank in the recipients list. From here you can click the Contacts icon, , in the Name field, where you have a few options for associating someone with this recipient role:

• Room Participants - select from a list of people added to the Room.
• Room Contacts - select from a list of people added to roles in the Details tab of the Room. You have the ability to save the Envelope for later, add the role details, then come back into the Envelope to use this option.
• Address Book - select from your DocuSign Address Book.
• Directory - select from the directory of KW Associates who have KW DocuSign accounts.

2. If you need to add additional people to the Envelope, click Add Recipient at the bottom of the list, and use the options shown in the previous step to choose who to add.

• You also have the ability to use DocuSign's Bulk Send feature, which allows senders to easily send a standardized document to many recipients at one time through a spreadsheet import process.

3. For each added recipient, click Needs To Sign and set the action you want the recipient to take:

• Needs to Sign - the recipient must complete the required fields assigned to them, such as, signature, initial, and date.
• In Person Signer - a DocuSign account holder will host the signing session for the recipient.
• Receives a Copy - the recipient receives a copy, with no further action required.
• Needs to View - recipient must open and view the document.
• Specify Recipients - the recipient can fill in the name and email address of the role recipients who are at their same position or later in the signing order.
• Allow to Edit - recipient can make recipient and document changes (correct) to an in process Envelope. This recipient must have a valid DocuSign account, so it is recommended to only use this option with an agent/associate who is collaborating on the transaction details.
• Update Recipients - the recipient can edit recipient details for any remaining recipients in the signing order.
• Signs with Notary - this will open up new fields for your notary's name and contact information. This sets up a signing step, between you and your notary, where signing and notarization take place with audio and video.

4. For each recipient, you can click Customize to access additional options for customization around sending the Envelope to this specific recipient:

• Add Access Code - using this allows you to create a custom access code for this recipient. You will then share the access code with the recipient, outside of the Envelope, and they will need to enter the code before being able to take action in the Envelope.
• Add Private Message - allows you to add a private message when sending to this recipient. There is a 1000 character limit for this message.

5. If your Envelope has more than one recipient, you can choose to set a signing order. The signing order lets you control the order in which your recipients receive and sign your documents. You can set up a simple sequential routing order, where each recipient receives the email notification once the previous recipient has completed their action. You can also have a mix of sequential and parallel routing (set multiple recipients to receive the email notification at the same time).

• Use the drag and drop functionality to click and move the recipients in the order you want them, or edit the number next to a recipient, where you can add the same signing order number to multiple recipients for parallel routing.
• At the top right of the recipients list, you can click the Signing Order button to view a diagram which allows you to see a visual representation of how your Envelope will be distributed to the recipients.
• If you need to add a delay between steps, click Add Delay, beneath the recipient list. This gives options for delaying based on an interval of days or hours (maximum of 30 days), or you can delay a step until a specific date/time.

Message to All Recipients and Advanced Options

1. At the bottom of the page, enter the Email Subject and Email Message that will be included in the email notification that goes out to recipients, when it is their turn to take action.

• If you want to customize the message for each recipient, check the box labeled Custom Email and Language for Each Recipient.
  
  
  • • This also opens up a drop-down to select an Email Language. For signing, when the recipient opens your document to sign, the menus and controls are all presented in the selected language, if they have not previously specified a display language selection.
      
      
      • • The language setting does not translate the email subject or message, which you provide in the Message to All Recipients. Whatever you enter in these fields is transmitted exactly as you type it. The setting also does not have any translation effect on the files you upload for your recipients.

2. At the top right of the page, you can click Advanced Options for more Envelope settings:

Recipient Privileges

• Allow Recipients to sign on paper (always set to on) - gives the recipient the option to use the Print and Sign feature, when it is their turn.
• Allow recipients to change signing responsibility or assign a delegated signer - this option gives recipients the option to assign signing responsibility to another person and enables Delegated Signing.

Reminders

• You can turn on reminders to send follow up emails to signers automatically. When you enable reminders, you specify when and how often to send notifications.

Expiration

• By default, Envelopes expire 120 days after sending. When an envelope expires, the status changes to Voided and it can no longer be viewed or signed by recipients. You can modify the default number of days before the Envelope expires. You can also add the option to send signers an expiration warning, which generates an expiration pending email to all outstanding signers.

Make Final Edits to Fields in the Documents

1. Once you have set up the details of the Envelope, you will have an opportunity to review the fields on each form included, where you can add or edit fields based on the needs of the transaction. Click Next, at the top right of the page.

2. You will now see the documents you added to the Envelope, with all of the labeled fields. The last step you will take is to make any final edits or additions to these documents. The edits you make to the documents here will not update the forms in the Room, they are only for this specific Envelope. 

3. Once you are ready, at the top right of the page you have two options for sending the Envelope:

• To send the Envelope immediately, click Send. The Envelope will be sent immediately, and once these forms have been signed, you will see them in your Room documents list with a Signed status.
• To schedule the Envelope to send at a later date, click the down arrow next to the Send button, and select Send Later. See the next step to continue.

4. If you selected the Send Later option, a pop-up will appear where you can select the date and time you want the Envelope to be sent. Once it is sent and these forms have been signed, you will see them in your Room documents list with a Signed status.