DocuSign user guide

Our integration with DocuSign allows online signing of documents directly from CFPwinMan via the DocuSign website.

With DocuSign, you're able to:

• Prepare your document with DocuSign merge codes
• Add a tick box and text box to your document
• Save your document in the Letters tab to merge and send
• Produce your DocuSign document from a Tenancy Information record
• Sign the document on behalf of the Landlord
• Schedule an order for the delivery of a document to each recipient  
• Customise your message when sending a document
• Manage a documents status to see if it's Sent, Delivered, Completed or Declined
• Add a hyperlink into the DocuSign letter
• Set up default settings

This article includes: 

• Set up a letter template
• Select Email for DocuSign
• Merge and send your template
• Recipients signatures, initials and tick box
• Manage the status of documents
• Cancel, edit and decline a document
• User Defaults settings

Set up a letter template

The first steps to sending a DocuSign letter or document is to create a letter template with the DocuSign merge codes. This enables the recipient to sign at a predetermined place as set by yourself.

1. Create a letter template
   • If you are not sure how to create a letter or document in CFPwinMan, click here for more information on How do I create a letter
2. Add signature and initials merge codes
   
   • Special DocuSign merge codes are placed on the letter template in the position where you want the recipients to sign or initial
     For more information on How do I add merge codes to a DocuSign letter, click here
3. Add a tick box merge code
   
   • You can add a tick box merge code for a recipient to tick when they electronically sign the letter
     For more information on How do I add merge codes to a DocuSign letter, click here
4. Add a free text box
   
   • You can add a text box merge code which appears in your document for the recipient to add their own text, when they electronically sign the letter
     For more information on How do I add merge codes to a DocuSign letter, click here
5. Add a hyperlink
   
   • You can add a clickable URL or a hyperlink to a DocuSign letter
     For more information on Can I add hyperlinks to letters, click here
6. Save the template
   
   • Once your letter has been created, it needs to be saved on the Tenancy Information, Letters tab
     For more information on How do I add a letter template to a quick letter button, click here

You can turn off the Fully Automatic printing tick box in User Defaults.
For more information on Default settings for DocuSign, click here

Select Email for DocuSign

Once the DocuSign feature is switched on, each Landlord and Tenant Information record will have an additional column in the Email tab, titled DocuSign. 

Before sending a Landlord or Tenant a DocuSign document, the DocuSign column in the Email tab must be ticked.

Merge and send your template

Once you have created your new letter template, added all DocuSign merge codes and created a new tab and button on the Tenancy Information for your new DocuSign template, it is ready to use.

If you want to test your template, when in the Send Envelope via DocuSign view, you can change the email address' to yours before you click Post Envelope.

1. Choose a Tenancy Information record from which to merge your document
2. Click the Letters tab
3. Click on the new DocuSign tab or the tab where you created a new DocuSign button
4. Click the new DocuSign button that holds your document 
5. Once the document has merged, check all the information in the document is correct
6. Click the DS merge icon on the toolbar
7. Send envelope via DocuSign displays
   1. Envelope reference -
      1. Type a brief description that explains what document you are sending, i.e. if you are sending a renewal document, type Renewal Invitation
      2. When you are managing the status of documents sent, you can search by the reference
   2. Email Subject - Edit if required
      For more information on Default settings for DocuSign, click here
   3. Email Body - Edit if required
      For more information on Default settings for DocuSign, click here
   4. Documents - This is the attached document which you are sending for a signature 
   5. Email Address -
      1. If you want to test your document, change the email address' to your office emails
      2. If an email address is incorrect, you can overtype it here with the correct one
      3. If an email address has not been added, you can type it into the blank space
      4. If your office signs Tenancy agreements on behalf of the Landlord and a users password settings have DocuSign Signatory ticked, click on the dropdown arrow of the Landlords email address and select the user who will sign on the Landlords behalf
         For more information on Default settings for DocuSign, click here
   6. Routing Order - The document will be sent in order of the numbers selected
      1. If you prefer to send your document to the Landlord first, they should have number 1
      2. After the Landlord has signed, all Tenants with 2 selected will be sent the document
      3. You can stagger the sending further by numbering each recipient 1, 2 and 3
   7. Incl - Tick all boxes who need to be sent the document for signing
   8. Reminder Delay - Period in days before the first reminder email is sent. Edit if required
   9. Reminder Frequency - How many days will elapse before subsequent reminder emails are sent. Edit if required
      For more information on Default settings for DocuSign, click here
   10. Click Post Envelope
   11. If a tick box or free text box merge code is in your template and there is more than one recipient, e.g. in a Joint Tenancy, when you click Post Envelope, you will be prompted to select a Primary recipient
       1. You must tick the Primary box for ONE of the recipients
       2. They will be the person who can modify the boxes
   12. Click OK to confirm Envelope Sent

Recipients signatures, initials and tick box

Each recipient you included will receive an email from DocuSign.

1. Each recipient will need to click on the Review Document link. This opens DocuSign
2. They are prompted to read the Electronic Record and Signature Disclosure and tick to agree to use electronic records and signatures. The Continue button appears
3. Once they click Continue, the document opens for them to review
4. In More Options, the dropdown menu gives them an option to:
   1. Finish Later
   2. Sign on Paper
   3. Decline to Sign
5. If they agree to sign, they will click Start
6. The document will locate the first signing point, this is indicated with either Sign or Initial
7. They can choose whether to Select Style, Draw or Upload, then click Adopt and Sign
8. They will continue to click on Sign and Initial until the document signing is complete
9. Click Finish
10. They have an option to create a DocuSign account or decline

• If you have a tick box merge code included in the document:
  • The tick box appears on the first recipients document for them to tick or leave
  • The second recipient, also has a tick box with the first recipients box indicated with an X
    
    
• If you have a free type text box merge code included in the document:
  • A box with a black border appears on the document in the position you placed the text box merge code
  • The recipient can add their text into the box
    
    
• Recipients incorrect email:
  
  • If a document is sent to an incorrect email address, you will receive an email notification

Manage the status of documents

After a document has been sent for signing, you can manage the status of each document and see whether individual recipients have either opened, viewed or signed their document request.

1. Click Reporting on the main toolbar
2. Click DocuSign Envelope Status in the dropdown menu
   1. Alternatively you can click on any of the Information records whom you sent a DocuSign
   2. Click on the History Log icon
   3. Click on the DocuSign entry, then click Information 
3. The DocuSign Status opens
   1. Envelopes - You can select different filter options to display a list of documents
   2. Click on a document in the list to view its Envelope Details 
   3. Double click on the document name to view the original document. If the document Status is Completed, the signatures will be included
   4. For Completed documents, click View Certificate for a full audit trail of signing

The Recipients Status Key provides an explanation of each Status and action taken.

Cancel, edit and decline a document

• Cancel Envelope
  • If none of the recipients have signed the document, you can click Cancel Envelope
    
    
• Edit Envelope
  
  • If a recipient notifies you of a change of email address, you can correct it and send the envelope again
    
    
• Decline to Sign
  
  • If the recipient clicks Decline to Sign in the Manage Options, they can add a note to indicate why they don't want to sign
  • In the Envelope Status, you can double click to view the note
  • A declined document cannot be resent, a new one will need to be raised 

User Defaults settings

In User Defaults, there are default settings available. If you're setting up a default for any of the items listed below, they can still be edited at the time of producing an envelope to send.
For more information on Default settings for DocuSign, click here

• If your agency signs on behalf of their Landlord, a user with the DocuSign licence can become a DocuSign Signatory
• Both the Email Subject and Email Body have default settings where you can permanently change the standard text 
• Both the Reminder Delay - Period in days before the first reminder email is sent, and, Reminder Frequency - How many days will elapse before subsequent reminder emails are sent, can be set in User Defaults