SPA accounts can have DocuSign accounts! This is a great way to use a single DocuSign account for multiple people to manage a business process. We recommend it.
Set up and Configure the SPA email to have access by a select group of Users who require the information that the SPA account will collect. A SPA account with more than 5 users is not recommended for this purpose. If you need, you could create a new SPA just for the purposes of using your workflow in DocuSign.
What to name or call your SPA account? Give your SPA a name like ChemForm@berkeley.edu or DeptOfferLetters@berkeley.edu. Describe the work that will happen in the SPA account. Do NOT use names like docusign@berkeley.edu or esignatures@berkeley.edu or email addresses containing "docusign" or "esignatures". We do not permit SPA accounts with either "docusign"or "esignature" in the name of the account. SPA accounts used in Docusign should reflect the work that is happening, not the service being used. What is the work that you're doing in DocuSign? What data are you capturing and What is your business process? Note that 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 any questions about workflow or account creation by emailing esignatures-support@berkeley.edu.
Remember, SPA accounts are not people and cannot sign documents, only a person can sign.
Ask your DocuSign dept Admin to provision this SPA it's own DocuSign account in Production. Give it the role DS Sender or Template Manager.
Note that the SPA's DocuSign account should be configured in the DocuSign Departmental account where all users can access it. That means as part of this process you should check your L4 in CalGroups. Be sure the SPA is given a DocuSign account in that same L4. Be sure all other users are ALSO in that same L4 account, too.
How do I log into a DocuSign SPA account?
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.
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.
How do I use a DocuSign SPA account?
Build the Template in your personal DocuSign Demo account, test it in DocuSign Demo, and when you're ready to go live, download the Template, log into the SPA's DS account, and navigate to Template, New, Upload Template. (Don't open what you download, just leave it in the JSON file format.)
The envelopes then send from a SPA's DocuSign account. The SPA will receive envelopes from the SPA's DocuSign account. Remember, SPA accounts are not people and cannot sign documents, only a person can sign. Best practice is to use a Signing Group in DocuSign to apply a signature.
How do I store data in a DocuSign SPA account?
Depending on the type of data you're collecting: if your form collects P1-P3 data, it can be stored in DocuSign indefinitely with no storage limits, and anyone with access to the SPA can access the envelopes. If it collects P4 data, please email security@berkeley.edu with the details of what you're collecting, your business process and a request for review and recommendation of best practices for storage for your P4 data.
Folders can also be created to file Envelopes in the SPA's DocuSign account (in Manage, bottom left, Folders, triple dots, create new).
They could be labeled 2023, 2024, or Fall, Winter, Spring, Summer, etc.