DocuSign
DocuSign is the institutional e-signature solution at Concordia.
This application allows users to electronically approve, send, receive, view, and sign documents (envelopes) such as contracts, forms, and agreements, quickly and securely while enhancing workflow through the reduction of paper waste and decreasing turn-around time.
DocuSign is the only electronic signature software approved and supported by IITS. DocuSign also complies with the E-Signature Framework approved by the University Secretariat and IITS. The E-Signature Framework outlines the process for using electronic signatures at the University for all employees.
Who can use it?
Faculty and Staff.
How much does it cost?
There is no cost associated for this service
How to get it:
To request access to DocuSign, submit a ticket to the Service Desk.
Service availability:
24/7
Documentation
The Framework outlines the process for using electronic signatures at the University for all employees. It indicates the cases and documents in which the electronic signature can be used, defines an electronic signature, and standardizes the methods used to electronically sign documents
Two training approaches are available:
1. Self-Service Training Videos from DocuSign Support Centre
- How to send an envelope: DocuSign eSignature: How to Send an Envelope
- How to sign a document: DocuSign eSignature: How to Sign a Document
2. Live Training Sessions offered by RMA
FAQ
DocuSign Term |
Definition |
Envelope |
An envelope is the term used for a signature request. Envelopes contain one or more documents to be signed electronically and information on the sender and recipient(s). |
Sender |
The sender is the electronic signature issuer responsible for sending and managing an envelope. |
Recipient |
The recipient is the signatory of an envelope. Recipients are required to act on an envelope, usually by adding their electronic signature. |
Fields |
Fields indicate where recipients must sign, initial, and/or add information within the document. Fields function like interactive electronic sticky notes.
|
An e-signature or electronic signature is a signature made electronically that has the same legal value as a handwritten signature. It includes a documented process and audit trail which has the same legal value as a handwritten signature.
DocuSign is the electronic signature solution at Concordia that allows users to approve, send, receive, and view documents (envelopes), such as contracts, forms, or agreements quickly and securely.
The Framework is a document that outlines the process for using electronic signatures at the University for all employees. It indicates the cases and documents in which electronic signatures can be used, defines electronic signature, and standardizes the methods used to electronically sign documents.
No. DocuSign is the only electronic signature software approved and supported by IITS.
A self-signed certificate issued by Acrobat products does not constitute a valid e-signature. This type of certificate does not comply with the E-Signature Framework because the integrity and authenticity of documents is not preserved in Acrobat.
DocuSign shall be used for documents listed in the Policy on Contract Review, Signing and Required Approvals (BD-1).
Please refer to the Framework to select the best type of approval for your case.
Yes. Note that DocuSign should be used primarily for documents listed in the Policy on Contract Review, Signing and Required Approvals (BD-1).
Email approvals will often be a more efficient alternative to e-signature as DocuSign does not automatically insert signatory information within documents. E-Signature issuers must consider the time and labour required to manually enter signatory contact information and signature lines.
Please refer to the Framework to select the best type of approval for your case.
Yes. Email approvals will often be a more efficient alternative to e-signature.
DocuSign shall be used primarily for documents listed in the Policy on Contract Review, Signing and Required Approvals (BD-1).
Please refer to the Framework to select the best type of approval for your case.
Please contact Records Management records.management@concordia.ca for assistance
Please contact Records Management records.management@concordia.ca for assistance
No. E-signature requests must be issued by the University and sent from an individual Concordia Email Account.
Requests from a role account or from personal email accounts are invalid.
No. Scanned images of handwritten signatures do not constitute valid e-signatures unless used within DocuSign.
Yes. E-Signature requests sent by DocuSign are valid when electronically signed outside of Canada.
If you are having issues with DocuSign, please visit DocuSign Support.
If you are unable to resolve the issue, please contact the Service Desk.
Please contact Records Management records.management@concordia.ca for assistance
Yes. DocuSign can be used both internally, within Concordia, and with third parties.
Signed documents are kept in DocuSign for 30 days following the signing. Documents will be deleted upon expiration of the delay. The sender will receive a notification prior to the deletion of documents.
It is recommended to save electronically signed documents in CONDOR, Concordia’s Document Repository, in accordance with the Records Classification and Retention Plan (RCRP).
Saving documents in online products not supported or approved by IITS, such as Google Drive or DropBox, is not permitted.
As with any document, electronically signed documents are retained according to retention policies set out in the RCRP, as required by the Archives Act (A-21.1, art. 8).
Please contact Records Management records.management@concordia.ca for assistance
See the DocuSign step-by-step guide: How do I manage my email notifications?
A video walk-through is also available: Making Changes to Notifications
By default, signature requests expire 10 days from the date an envelope is sent, and recipients receive a notification by email two days before expiration.
Envelopes will be voided if not completed before the expiration.
An expiration date can be modified by overriding the default date in Advanced Options, located in the upper-right corner of an envelope.
See the DocuSign step-by-step guide: How do I extend the expiration for an envelope?
For template creation instructions, see the DocuSign step-by-step guide: Create Templates
A video walk-through is also available: How to Create a Template
Please contact Records Management records.management@concordia.ca for assistance
Yes. Sharing envelopes enables users on the same account to view envelope status and details, as well as remind, correct, forward, create, and void a copy of an envelope.
See the DocuSign step-by-step guide: Shared Envelopes
Autoplace is a helpful tool for automatically adding fields near each occurrence of a given string in a template or document.
See the DocuSign article: Add fields to documents
See the DocuSign step-by-step guide: How to Sign a Document
Please contact the sender with your questions
Only the recipient can sign a document.
However, a recipient can reassign a document to another recipient.
See the DocuSign step-by-step guide: Change Signing Responsibility
See the DocuSign step-by-step guide: How to access the DocuSign documents that I signed
See the DocuSign step-by-step guide: System requirements for signing
Yes. Download the DocuSign application from the AppStore or Google Play.
No. DocuSign will automatically create an account upon signature.
No. For the e-signature to be valid, the document must be signed in DocuSign as DocuSign preserves the integrity and authenticity of the document.
Yes. Electronic signatures are valid when signed outside of Canada.