DocuSign

Business owner: Information Technology Services

Introducing DocuSign

ANU now provides access to DocuSign to support remote working through the electronic signing of documents. The implementation of DocuSign supports sustainability initiatives by reducing the use of paper where possible and by digitising and streamlining manual paper based processes.


Overview

DocuSign is an online software tool, which enables organisations to sign documents electronically. It allows people to:

  • sign documents using electronic signatures
  • request signatures from others, including people outside your organisation
  • check the status of a document
  • send reminders, and
  • view audit trails.

It can be used for any document which requires a signature such as contracts, budgets, purchase orders and memos. It is the signatory's responsibility to ensure the document is able to be signed electronically, that their identity has been verified, and that they have the appropriate delegations to do so. Some documents are excluded from being electronically signed, please view the Electronics Signature Procedure to understand the appropriate use of DocuSign. 

How to use (basics)

Sign up

This software is available for the University community.

  1. Go to https://account.docusign.com
  2. Enter your ANU email address (e.g. john.smith@anu.edu.au or u1234567@anu.edu.au) and click ‘Continue’. You do not need to follow the prompt to ‘Sign up’.
  3. You will then be re-directed to the ANU single sign-on (SSO) Portal
  4. Click ‘Accept’ if you agree.
  5. Your account will automatically be created and you will be taken to the main dashboard.

Create a signature

  1. Click the ‘Create Your Signature’ box in the top left hand corner.
  2. Pick from Choose, Draw or Upload for the type of signature you want.
  3. Once selected, click ‘Create’.

Send documents for signature

  1. To get started, click the ‘New’ button next to ‘Sign or Get Signatures’.
  2. From the dropdown menu, select ‘Send an Envelope’.
  3. Under ‘Add Documents to the Envelope’, click ‘Upload’. Select the document/s you want signed.
  4. Enter details of the recipient/s you want to receive the document envelope. Please do not enter a group mailbox as a recipient, the signatory must be a specified individual. Select from the options available on whether or not each person needs sign, or they just need to be cc’d. You can also set the signing order by checking the tick box and dragging the recipients in the order that you would like them to sign.
  5. Enter the email subject and an optional message that you’d like to include with the document. Be aware the email is sent directly from the DocuSign system, so the sender will be dse@docusign.net.
  6. Once done, click Next.
  7. Pick a field from the ‘standard fields’ box on the left, go through the document and click where you want people to enter content in those fields. On the right hand side you can pick which recipient is to complete that field.
  8. After this is done, click Send.
  9. Once the document is signed, make sure it is saved as a record of the University in ERMS.

Self-sign a document

There are two ways to self-sign a document.

If you are the only one who needs to sign:

  1. In the main portal dashboard, at the top where it says ‘Sign or Get Signatures’ click ‘New’, then select ‘Sign a Document’.
  2. Upload the file you want to sign and click ‘Sign’.
  3. From the left hand side drag the signature field to where you want to sign. Drag and drop any other fields that are relevant such as Initial and Date Signed and click ‘Finish’.
  4. Enter details of any recipients you wish to send the signed document to and select ‘Send and Close’, if you do not wish to send to anyone click ‘No thanks’.
  5. Once the document is signed, make sure it is saved as a record of the University in ERMS.

If you and others need to sign:

  1. Follow all the same steps as you usually would for sending documents for signature.
  2. When you enter the details of the recipient/s you want to receive the envelope, enter your details as a part of the workflow. The DocuSign system will then send you an email asking for your signature.
  3. Once the document is signed, make sure it is saved as a record of the University in ERMS.

Common terms

E-signature

A visible representation of a person’s name or mark in digital form. An e-signature is attached to an electronically transmitted document, as verification of the sender’s intent to sign the document.

Envelope

A fundamental object used in DocuSign transactions to wrap the document. It contains recipient information, documents, document fields, and timestamps that indicate delivery progress. They also include information about the sender, security, authentication and more.

Further information

Please view the Electronic Signatures Procedure to understand the appropriate use of DocuSign.

Please view the Knowledge Base article for more help on using DocuSign.