Ready for DocuSign?
FIU is thrilled to adopt DocuSign, a digital signature application that allows users to create and sign a variety of different documents with ease. In addition, DocuSign provides the means through which FIU can ensure secure storage, information efficiency, and optimized workflow. Adopting DocuSign is a huge step in FIU’s effort to operate on a completely paperless basis and exponentially reduce its ecological footprint
The DocuSign system is made of a few key roles. Identify which role applies to you by reviewing the following options:
Signer
By default, anyone can sign documents sent to them through DocuSign. But all FIU personnel with FIU Single Sign-On credentials will have access to an individualized DocuSign account for documents requiring additional authentication.
Sender
While having all the same privileges as signers, senders have the added ability to send documents that require signatures from persons both inside and outside FIU. This permission set has also been applied to all current and future FIU DocuSign accounts.
Template Creator
Template creators can draft templates for recurring documents that require signatures, operate bulk load automation tools, and produce and distribute Powerforms. These users also share the privileges of DocuSign signers and senders. Need template creator access? Contact us.
Note: All FIU personnel authenticated through FIU Single Sign-On already has an accounted created for DocuSign. However, each DocuSign role above depends on what you do at FIU and what is required from you during any given time of document processing.
Signers
By default, all FIU users authenticated through FIU Single Sign-On can sign documents, create and save signatures, and track the routing status of their workflows as Signers. Using your FIU credentials, you can sign in to DocuSign to set up signatures and sign documents. If you are unable to access your DocuSign account using FIU Single Sign-on, please contact us.
Be sure to read our DocuSign Basic Training Document and view the DocuSign Signer Training Video below for further information.
Senders
DocuSign senders are able to perform all the functions of a signer––create signatures, save, and track documents in the workflow.
But senders have the added ability to send envelopes to other users too. An envelope is a collection of files or documents sent out through DocuSign for signatures. Senders may also be designated as envelope managers. If so designated, senders can reroute a given envelope to different recipients at any point in the document workflow.
Be sure to read our DocuSign Sender Training Document and view the DocuSign Sender Training Video below for further information.
Template Creator
DocuSign template creators are users who can author envelope templates and powerforms while having access to the same functionalities as signers and senders.
Templates help streamline the sending process when the same kind of document or set of documents are sent with frequency to a group of recipients. In the template creator role, users can specify a signing order to documents and include signing instructions for the document. Template creators can also author PowerForms and have the entire DocuSign suite of automations at their disposal.
Please note: You must apply to become a template creator and by becoming a template creator, you accept the responsibility of correctly managing important confidential and legal documents, etc.
Be sure to read our DocuSign Template Creator Training Documentation on how to:
Additionally, below are some video tutorials about creating and implementing both DocuSign Templates and Powerforms:
Choosing the Right Solution
A premiere eSignature application, DocuSign provides numerous solutions to documents processing. This guide can help you determine which of the many available solutions DocuSign is the right one for your specific task.
Below is an overview of Docusign's many features and solutions:
Signing Documents
With DocuSign, you can digitally and safely sign any documents that require a signature.
Sending Envelopes
By sending envelopes through DocuSign, you can send multiple documents to as many recipients as needed to complete the process.
Creating Templates
Make a reusable envelope to send out to users. This feature is best for recurring types of documents or when you need to send out the same envelope to a different party at a later date.
Creating Powerforms
With PowerForms, you can enact a DocuSign transaction without having to send the documents from your DocuSign account. You can link PowerForms on a website or distribute the form as a secured link through email. Signers can access and sign PowerForms on demand. PowerForms are a sure way to capture signatures and data from persons whom you do not know beforehand.
Workflow Optimization
One of the great advantages of adopting DocuSign at FIU is the level of efficiency, ease, cost-effectiveness, and speed it provides to documents processing at so large an institution. In short, workflow optimization. Here we outline the variety of ways DocuSign will optimize workflow at FIU.
Digitizing the Workflow
One of the main elements of DocuSign is its ability to digitize the document-signing process. Digitizing the document signing process is a great step forward for process improvement, but it is even more effective if a paper process is improved (if necessary) as it goes digital.
But how? The process is pretty easy. To begin, first, think about a current document that you would like to digitize. Then, reflect on who needs to sign it, in what order, and what the goal of the document is. The “who”, “how”, and “what” is a great starting point.
A paper process that has been implemented may not be the most efficient solution in a digital setting. We’ve included a framework that covers each step in the process to assist in the analysis, along with an example.
- Step 1: Pick a document
During this stage, you will identify a physical document that you want to digitize and why you want to bring it into DocuSign.
Example:
Roary currently has a paper process for attendance at a field trip at the University. He has identified that he wants to bring the document into DocuSign because he feels that DocuSign’s automation tools could save time, resources, and reduce the environmental impact for the department.
- Step 2: Analyze as-is
During this step, you will map out the current document process without changing it, and therefore, identifying any issues or inefficiencies. Think about the 5 Ws (and 1 H): who, what, when, where, why, and how.
Example:
Roary performs an as-is analysis on the field trip form and documents the process as follows:
- Roary prints out multiple copies of the field trip form for an upcoming event.
- Roary gives the form to each person going on the trip.
- A recipient will sign the form.
- A recipient will return the signed form to Roary.
- Roary gives the form to his coworker for processing.
- Roary’s coworker will scan each field trip form and upload them for record keeping.
- Step 3: Identify Areas for improvement
During this step, you will take a critical look at the process generated by your as-is analysis and try to find any shortcomings in your current process.
Example:
Roary after looking at his current process notes the following:
- Printing out multiple copies of the form takes time and uses paper and ink. In addition, occasionally not every form is used.
- It takes time out of his day to hand each person a form. Also, the recipients are not always together at the same place so he has to spend even more time to ensure everybody has received a form.
- He has no way of confirming that a recipient still has a form, nor a method of knowing how much progress the recipient has made on the form.
- If the participants don’t give Roary the form in time to prepare for the event, the event might not be successful.
- When the forms are returned he has to then give them to his coworker which takes additional time out of his day.
- His coworker spends a good amount of time to scan each document and upload them for record-keeping. This takes even more time if not all of the forms come in at the same time.
- Step 4: Document to-be
During this step, you will map out a process similar to the process created with your as-is analysis. However, this time you want it to be a process that reflects how you imagine the future to be. This process should also include considerations that can solve as many of the areas for improvement that you’ve identified as possible or at least the ones that have the most impact.
Example:
Roary performs a to-be analysis and maps out the following process:
- Roary will create a digital version of the form in order to support the additional functions he will add to the document. This has the added benefit of saving his department paper and ink.
- Roary will distribute the digital field trips forms automatically upon request. This will save time in distribution and ensure that the exact amount of forms necessary are given out, no more no less. These field trip forms will also have a trackable status so that he can know for each form that has been sent out if it has been viewed, signed, or returned.
- The recipient will sign the form and confirm that they wish to submit the form. The form will then be returned automatically (which saves both the recipient and Roary time).
- The returned signed form will automatically be uploaded to a secure server for record keeping and notify Roary when this has occurred. This not only saves Roary time from when he would have to give his coworker forms to scan but completely frees his coworker from other work. Plus, Roary will have better information about how many people will be attending the event so that he can better prepare for it.
- Step 5: Implement in DocuSign
Once you’ve completed the previous steps, you’ll want to navigate to the DocuSign Solution Types page so that you can determine the kind of DocuSign role and training you’ll need to digitize your workflow.
Example:
Since Roary has identified that DocuSign is the tool he wants to use to transform his current process into the process to-be, he goes to the DocuSign Solution Types area. After comparing his needs with the solution types, he discovers he’ll need to become a DocuSign Template Creator, the most powerful DocuSign role, in order to create a PowerForm. To do so, he navigates his way through the Getting Started, Signers, Senders, and Template Creator areas on the docusign.fiu.edu website to view the appropriate learning materials. Then he applies for the Template Creator Role. Once he is approved, he takes his to-be process and creates it in DocuSign as a PowerForm using the training he has received.
- Step 6: Post-Implementation
After you have implemented your solution with DocuSign, it is a good idea to review what was implemented to see if there are further opportunities for process improvement. Often times you’ll be able to find additional enhancements that weren’t apparent when you first started working on the process. It’s also considered a good practice to revisit your implementation regularly over time as new tools can be introduced into the DocuSign environment.
