Department Administrator Support

Accounts and Group Management

Who is a Department Admin and what do they do? 

  • DocuSign Department Account Administrators (Department Admins) will be responsible for provisioning their Department’s users and permission profiles (roles), provide DocuSign training, and offer ongoing support to all their Departmental users. This is an active role.
  • The DocuSign Department Account Administrator is NOT an executive role, it is a task-based administrative role that executes the work of account management. Executive management of DocuSign happens at the Organizational level in bIT Productivity and Collaboration
  • DocuSign Department Account Administrators (Department Admins) understand that DocuSign access is a service that is granted conditionally upon adherence to the MOU and UC's Privacy, Security and Data protection policies. A breach of the MOU or UC policy regarding data collection or management puts a department at risk of losing access to DocuSign. Adhering to MSSEI, MSSND, and Data Classification standards is required at all times
  • All Admins must be in the same L4 department as the Department they are mangaging
  • No Admin can be a DocuSign Account Administrator in more than one account
  • Read the Memorandum of Understanding to learn about the responsibilities an Account Administrator accepts responsibility for

Who is a Department Data Proprietor and what do they do? 

  • A Data Proprietor is a person in your L4 Department who also has a DocuSign User account. They could be an Administrator but they don't have to be. Their role is to advise anyone using your DocuSign departmental account about HOW to collect, store, and save or purge data. They advise on aspects of collecting any data but especially P3 and P4 data. They advise on appropriate storage of that data. Note that Box and Google Drive are NOT P4 Compliant storage options.
  • How do I know if I would be a good Data proprietor? A data proprietor should be able to answer the question: How do I identify PII and how do I know what to do with it? If they cannot answer this question, that's a good sign they may not be a good fit to be a Data Proprietor
  • A Data Proprietor is usually someone in an IT role, preferably someone who has a high level understanding of Secure Data management. They  advise on retention policy as it relates to the data your department collects, and on best practices of recommending an API integration for storage in a suitable secure database. If Box, Google Drive or Perceptive Content are chosen, they would work with any team Users and Admins along with the Imagine/DocuSign team to set up that integration. Depending on that project's simplicity or complexity, that could take a month or year
  • Read the Memorandum of Understanding to learn about the responsibilities a Data Proprietor accepts responsibility for

How are User accounts set up? 

  • Faculty and Staff may be provisioned a DocuSign account by their Departmental Account Administrator for the express purpose of conducting business on behalf of the University. On occasion, Student workers, working in a specific department, may be provisioned a DocuSign account but only for the purpose of conducting business on behalf of the University
  • User accounts are provisioned by Department Admins and managed at the L4 Department level. Users must be in the same L4 department as their DocuSign account to gain access to that account
  • Users in a Department must only use their Berkeley domain email address name@berkeley.edu. Emails including @lists.berkeley.edu or any other extension such as @haas.berkeley.edu, @calperformances.berkeley.edu, @eecs.berkeley.edu, etc. may not be used. Please reach out with questions about workflow or account creation by emailing esignatures-support@berkeley.edu. 
  • Admins should instruct the User to bookmark and login to DocuSign at https://docusign-demo.berkeley.edu, for the Demo environment,   and https://docusign.berkeley.edu-for the Production environment and to bookmark these links. These are the only links that should be used to access DocuSign
  • The User will be auto-provisioned into a default DocuSign account and the users UID will be pulled into DocuSign. Their account will be synced with their L4 department. They will receive a confirmation email. Once confirmed, they will be active with the DocuSign role of "DS Viewer" in a holding account

The Department Administrator may then log into DocuSign, navigate to Settings, Users, Add a User, add the user's email address, and assign the user a Permission Profile (Role) appropriate to the work the User is doing.

Note that Department Accounts may also set up separate DocuSign Groups which can separate User workflows, Templates and permissions (roles).

How are User Accounts moved between Department Accounts? 

DocuSign User accounts are placed within their home L4 Department DocuSign account.

If the User moves to another UC Department, the former and future Department Administrators must make some changes.

Envelopes and templates/PowerForms

The employee changing departments should first consult with the Department Admin in their original department about what Templates or completed Envelopes they are allowed to take with them. Once a defined scope of work is approved, send a request to esignatures-support@berkeley.edu requesting that the DocuSign team uses the “Custody Transfer” feature to transfer Envelopes & Templates to the user’s new department.  While PowerForm data can be downloaded from the old account, and uploaded into the new account, the user must re-create Powerform url (link) in the new account.  Templates can be downloaded, saved (unopened) and re-uploaded into the new account. Do not open Template downloads before uploading in your new account. 

Closing the Old Account

The Department Account Administrator for the former account should close the user account. See this video here to close a user account. 

Accessing and Using the New Account

When the user who has moved departments logs into DocuSign again, upon logging into DocuSign, they will automatically be provisioned an account in their new department, and assume the role of "DS Viewer" in their new department account. To update the users permission profile (role) the User should request that the Department Admin in the new department update their permission profile to a role that suits the Department needs.  See this video here to update a user permission profile. 

Detailed Department Admin Training 

DocuSign training for Department Administrators happens after they have signed the  MOU and have been provisioned as an Account Administrator on the UCB DocuSign campus Demo account.

Here are those training materials, if the Administrator is new to DocuSign, begin with the User Training and Guide materials below first:

DocuSign User Training & Guide 

DocuSign has excellent support and training materials that are expanded updated regularly. Bookmark these to refer back to them regularly. 

DocuSign Introductory User Training from Berkeley (optional)

Topics

Account Set up and Administration topic page