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How to Use DocuSign’s Extended Signature Actions

by Mihaela Bulacu on June 2, 2020

6 minute read

Business agreements are rarely reviewed and signed by single individuals, and the larger your organization, the more people have to be involved in the signing process. Usually, this would involve many calls and clarifications, but DocuSign allows you to manage this without leaving your office. This tool's signature actions enable you to streamline the document signature process and ensure that the final signed version of your business agreements meets all the requirements of such documents.

Below we will detail how to set multiple signers of a single document, their signing order, and different scenarios of DocuSign’s extended workflow capabilities.

Setting Multiple Signers with DocuSign

While there are a few cases when you want to send a document for review and signature to a single recipient, many documents require the approval and signature of multiple recipients. DocuSign supports multiple signatures on a single business document by pressing the Add Recipient button.

Doing so will add the corresponding fields for another recipient. Keep adding fields until you reach the desired number of recipients.

DocuSign supports multiple signatures on a single business document by pressing the Add Recipient button

Setting Recipient Signing Oder

Make sure to decide which recipients should sign the document first, depending on their responsibilities and attributes within the organization. For this, tick the Set Signing Order checkbox.

Tick the Set Signing Oder to decide which recipient should sign the document first.

DocuSign Workflow Capabilities

DocuSign has extended workflow capabilities and allows you to set different actions for each recipient. By default, the action next to each recipient is set to Needs to Sign. However, you have many other action choices, especially if you are not familiar with the signer recipients that should be added to the document:

Although the default action is set to Needs to Sign, DocuSign offers multiple other actions.

With the In Person Signer option, you can meet all the signers and ask them for signatures on your mobile device. According to the workflow below, this will not include paper or pens, as the capability name might hint, but using a mobile device during the meeting. However, you will have to give your signers control of the in-person signing session and regain it after finishing the session.

The In Person Signer workflow in DocuSign.

Once the document is signed in person, the signer will receive a copy of the signed agreement via email.

The signer will receive a copy of the document via email.

Choosing the Receives a Copy action for a recipient will only send them a signed copy of the agreement. This option is more suitable for recipients with no decisional power, but who must be informed on the agreed terms of the contract.

The Needs to View action does not allow the recipient to sign the document; it offers the recipient access to the agreement during the entire signature process.

When accessing the document before the signer parties complete their duties, the “In Progress” message will be displayed on the agreement. After the signer recipients sign the agreement, the message will change to “This document is now complete”:

The message displayed will change to This Document is Now Complete.

For more complex signature scenarios, you can use the Specify Recipient action. Imagine that you don’t know precisely the signing recipients of the agreement. The Specify Recipient action will send the document to someone else, a manager, for example, who will provide the information after reviewing the document submitted for signature. In this case, your business agreement will be signed by the recipients specified by the manager, who will provide their full name and email addresses.

You will only have to specify the roles of the other signers.

Although you want to fill in the name and email address fields for the manager that needs to specify the signer recipients, leave these fields empty for the other recipients, and fill in their roles. The name and email address will be provided by the manager once the document is reviewed and agreed upon.

The name and email address will be provided by the manager once the document is reviewed and agreed upon.

The Update Recipients and Allow Edit actions meet a similar purpose, but they follow a different workflow. 

With the Update Recipients action, you will have to add a manager and one or more signers to the recipient list. However, the manager designated to update recipients can change the recipient name and email address after reviewing the business agreement. 

Let’s say that you have a contract or business agreement ready for signature, but you’re not certain if the signer party agrees with the document's stated conditions. The Allow Edit action gives them correcting rights for the document. By choosing this action, you also offer them the right to edit and change the recipients of the envelope.

Wrapping it Up

Regardless of your needs in terms of document and signature management, DocuSign offers a wide range of capabilities, suitable for different departments, from accounting to legal, sales, and more.

Interested in seeing more DocuSign capabilities? Get in touch with us; we have more insights to share!