Becoming a Departmental Administrator questions
- Who is a Departmental Administrator (Admin) and what do they do?
- What is a Departmental Data Proprietor and what do they do?
- How do I get a DocuSign account for my Department to use?
- How do Account Administrators add a User?
- How can Account Administrators change user permissions (roles) for more functionality in DocuSign?
- Where can I find User or Administrator DocuSign Training?
- Which roles in DocuSign have access to which functionalities?
- How are User accounts moved between Departments?
DocuSign Technical Support questions
How Do I... Where do I? questions
- How do I get access to DocuSign at Berkeley?
- I need help logging in, or, I can't log into DocuSign
- How do I access the DocuSign documents I have signed?
- How long does DocuSign store my envelopes?
- I want to do more in DocuSign, like send an Envelope or create a Template or PowerForm
- How can I transfer Template or Envelope ownership?
- How can I choose which of my DocuSign accounts is my default account?
- How to download data from multiple PowerForm envelopes in a single report?
- How do I access the DocuSign documents that I signed?
- What can I do with my DocuSign account when I leave?
- All about using SPA accounts in DocuSign
- How Can I Share a PowerForm or Change the Owner of a PowerForm?
Becoming a Departmental Administrator answers
- 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
- Read the Memorandum of Understanding to learn about the responsibilities an Account Administrator accepts(link is external) responsibility for
- 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(link is external). They advise on appropriate storage of that data(link is external). 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(link is external) responsibility for
DocuSign is available to all campus L4 Departments and Regional Service Teams (at the L4 level).
Users access their account through the Department or Region’s account. Users not in the Same L4 should be provisioned access to DocuSign in their own home L4 department, even if functionally, they work with another group or work for another L4.
For Each campus L4 Department or Regional Service team that uses DocuSign, a Department Administrator will configure the departments User permissions and roles. This is an active role, it requires active hands on support of department staff. The DocuSign Department Account Administrator is NOT an executive role, it is a task-based, administrative role that executes the work of account management.
To learn more about Departmental Accounts, visit the Department Administrator Support page.
The Account Administrator should ask the New User to log into DocuSign in Production using the link here: DocuSign: https://docusign.berkeley.edu/.
As the User is logging in, CalNet will sync with DocuSign and add the User ID into DocuSign carrying with it a "Federated ID" field. This is critical to making sure the DocuSign account created is for the correct individual.
Then, the Account Administrator should navigate to and bookmark and watch this short video on how to Add Users and Close User accounts. It's only 2 minutes.
If the Account administrator is sure the New User is in the same L4 department, they can proceed to the next step. If not, please look up the New User by email address in CalGroups to determine the Users L4 department: https://calgroups.berkeley.edu (Scroll down to see the folder for "L4" and be sure the L4 code matches your account.)
The Admin should log into DocuSign to Add their New User. Go to Settings > choose Users > choose Add User, enter the User's email and choose an appropriate permission profile (role) for them. This update ties the New User to their home L4 dept account and the Admin can add the New Users role or Template Manager or Powerform Manager or whatever role best suits the users needs
An account Administrator will log into DocuSign. In DocuSign, navigate to Settings, click Users. Locate the user whose permission profile (role) you want to edit. In the ACTION drop down on the right for the selected user, select Edit. Choose the Permission Profile from the drop down menu and click Save.
We have a whole page of resources! Please refer to our Training and Accessibility page on this website for Introductory training, Advanced training and Administrator training. https://esignatures.berkeley.edu/training-accessibility
DocuSign Roles for Users
include DS Viewer, Sender, Bulk sender, Power User and DS Admin. Berkeley also has custsom roles like Template Manager, Powerform Manager, and Powerform Administrator. In addition, Departments can add their own custom roles, but are not required to.
Here's a chart that refers to some of the existing roles in DocuSign, but does not include Berkeley's custom roles.
DocuSign User accounts are placed within their home L4 Department(PDF file)(link is external) 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 firstname.lastname@example.org(link sends e-mail) 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(link is external).
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(link is external).
DocuSign Technical Support answers
Log into your DocuSign account.
In the top right corner, click the grey circle with your initials.
Scroll down to My Preferences > click Signing and Sending > click Notifications.
All notifications are pre-set to ON CLEAR the check box for any notification that you do NOT want to receive.
Your notification preferences are updated and the changes apply to all future envelopes.
Open DocuSign Demo, on the home page, click Templates.
Select the template you want to move and from the dropdown menu on the right, choose Download.
Download the Template to a place you can retrieve it easily (e.g. your desktop) and DO NOT OPEN THE TEMPLATE file.
Open DocuSign Production, click Templates, click the yellow box New, and from the pulldown menu choose Upload.
The Template and it's fields you have input will be uploaded and ready to use.
It is important that your documents are accessible to those with different abilities. Refer to our page on Training and Accessibility. On this page, scroll down to Accessibility to learn more https://esignatures.berkeley.edu/training-accessibility
- Log in to your DocuSign eSignature account and go to My Preferences > Signing and Sending > Delegation
- Select 'Add Delegation' and complete the following:
- Select a user from the list of users on your account.
- Select a start date. Delegation activates at midnight on the start date, based on your account's timezone.
- (Optional) Select an end date.
- Review the delegate status information:
- •Active. The delegation is in effect. The start date has passed and if there is an end date, it is in the future.
- •Scheduled. The start date for the delegate is in the future; delegation is not yet in effect. When the Delegation start date is in effect, the delegate will then receive email notifications for envelopes to sign on behalf of the Manager, Chair, Dean etc.
- Where to see the status that you have been added as a Delegate: Navigate to My Preferences, Delegates, then click to the tab next to My Delegates: Delegated To Me.
- Notifications: Delegates should receive an email when an envelope is routed to to sign. That won't happen until it's their turn to sign, so if an envelope is sent that includes several signers and the person you're signing for, you should receive an email only when it's their turn to sign. You can test this by sending a test envelope (anything at all that requires a signature) to two people, yourself, then the person you're signing for. If you need to review or update your email notifications, follow these DocuSign instructions to update your email Notifications.
When the Delegate applies a signature, all recipients will see the Delegates signature, NOT the signature of the Manager, Chair, or Dean. See this link about setting up Delegation, and about Signing as a Delegate.
How Do I... Where do I? answers
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.
Users must find their L4 Department (i.e. VRIST, AACHN, BSHUM) by using their email@example.com email address and looking it up in CalGroups. (Note: Users in a Department must use their Berkeley domain email address firstname.lastname@example.org for all DocuSign use.)
Next, look in the Active Accounts spreadsheet to find the account Administrators for that L4, and check for the names of the Administrators listed. Email your Administrator directly to request access to your department’s DocuSign account.
Users should bookmark UC Berkeley DocuSign websites:
https://docusign-demo.berkeley.edu this is the Demo environment
https://docusign.berkeley.edu this is the Production environment
Note: Students who are not Student workers do not have access to Berkeley’s enterprise DocuSign license because DS is managed at the department level, and, students should not use their @berkeley.edu address to sign up for a private personal account with DocuSign. Student workers should contact their supervisor to request an account. Alumni do not have access to use Berkeley’s enterprise DocuSign account, and should not use their @berkeley.edu address to sign up for a private personal account with DocuSign.
Be sure you are logging into DocuSign with your @berkeley email address.
Check your CalNet directory listing to be sure the primary email has the suffix @berkeley.edu Please do NOT use email addresses such as @law.berkeley.edu, @haas.berkeley.edu or @calperformances.berkeley.edu or any other subdomain.
Check with your Departmental Account Administrator to make sure you have an active account. If you need to look up your Administrator, check the Active Accounts sheet. If you are still not able to log into DocuSign, ask your Administrator for help, then email email@example.com.
Log into DocuSign and navigate to Manage and look in your Inbox.
If the envelope has been completed by all the other recipients you will find it there. Search envelopes by name and status Completed. If you are not receiving email notifications, Notification Settings for emails can be adjusted in My Preferences.
Log into My Preferences by clicking on your initials in they grey circle located the upper right corner of any DocuSign page.
Click the grey circle then navigate to My Preferences, then on the left hand menu scroll down to Notifications.
Envelopes containing P1, P2 and P3 data can be stored indefinitely in DocuSign. DocuSign is approved for P4 data collection, but envelopes containing P4 data may NOT live in DocuSign for more than 30 days.
A Berkeley Security reviewed plan is required to collect P4 Data and a storage solution (Perceptive Content, Terra Dotta, Ellusian or SharePoint) and must be used to store Envelopes with P4 Data.
Your department should have or implement a retention policy that complies with your department's/unit's regulatory requirements, policies and IT security guidelines.
Ask your Department's Data Proprietor about your Department's guidelines, and how to securely collect and manage the data you're collecting. Your Data Proprietor can be found on the Active Account sheet.
Ask your DocuSign Department Account Administrator give you a new permission profile (role) in DocuSign. Look up your Departmental Account Administrators for your corresponding L4 on the Active Account sheet.
Each DocuSign User at Berkeley can have only one default account, with an @berkeley.edu email addrss. This should be their home L4 Departmental account. Occasionally, a Departmental Administrator may provision a user an account in another department for a specific purposes (pulling reports) for a set period of time.
The User can select any one of their accounts as a default account for the Admin to set as the Default. When a default account is set, the User will always start in that account when logging in, and may switch after logging in.
If a user has multiple accounts, and an envelope is sent, it will send and return to the default account. This is not something that the sender can control or set in preferences, at the envelope level or departmental account level. If you have multiple accounts here are instructions on how to switch between accounts.
This works if the envelopes come from a PowerForm link or URL (versus a Template).
The sender or the Department Account Administrator should navigate to Manage, select the PowerForm, select Download and DocuSign will generate a csv file with all the raw data. This can be exported to an Excel Spreadsheet. Here is Detailed information on how to do this. Note that this is a snapshot of data at a specific point in time. Dynamic monitoring of downloaded data would have to happen in another program that DocuSign is configured to send data to.
Caution: If a PowerForm Sender's account is closed (e.g because they left your Department) the PowerForm will no longer work. If you still can, and need to change the Sender, see Change a DocuSign PowerForm's Sender for instructions.
- Log into your UC Berkeley DocuSign account at https://docusign.berkeley.edu/.
- Navigate to the Manage section using the Manage menu item at the top of the Home page.
- From the left menu choose Inbox to show a list of the documents you received.
Discuss with your Department Account Administrators that you are leaving and what remaining work you own/access in DocuSign.
If you do not know who your Department Account Administrators are, you can look them up on the Active Account sheet.
Ask your Dept Admin to: Transfer ownership of your envelopes, templates and PowerForms to someone else in your Department. Here's how an Administrator can transfer ownership.
If you are moving to another DocuSign Departmental Account while still at Berkeley, and want to take your envelopes and templates with you, ask your Department Account Administrators to send a request to firstname.lastname@example.org requesting that the DocuSign team uses the “Custody Transfer” feature to transfer Envelopes & Templates to the new department.
Open an incognito browser window. Log into DocuSign production, use CalNet, but! add a + before your login, for example +javierbardem or +aiweiwei. On the next screen review the drop down list presented, and choose the SPA. This way you're logged into the SPA's DocuSign account.
The best approach is to create a PowerForm as a Template in your personal DocuSign account, then, change the Sender of the PowerForm to another User or SPA account (the role PowerForm manager should not be required for the SPA account to send (or host) the PowerForm link, once created).