!------> GT eSignature

Georgia Tech

eSignature

SUPPORT

FAQ

Table of Contents


What are the components of a transaction?Go to top

Similar to a paper signature transaction, eSignature transactions can have one or many documents to be signed. An envelope is a container that holds the documents in a single transaction together through the eSignature process. Documents can contain common user input fields such as: initials, signatures, date and textboxes.

How do I know my data is secure in DocuSign?Go to top

DocuSign has been approved by Georgia Tech CyberSecurity for eSignature use. DocuSign was chosen due to its prioritization of security: https://www.docusign.com/trust/security/esignature. All Georgia Tech data classifications as defined by CyberSecurity are allowable however how public and protected data should be sent varies. Documents uploaded and routed through DocuSign are not permanently stored in DocuSign. All envelopes are purged after 6 months therefore retain copies of your DocuSign documents in approved Georgia Tech storage solutions.

Working with protected data in DocuSign?Go to top

Most digital signature transactions covering the majority of the Institute's business and academic forms can be completed securely in the Georgia Tech DocuSign main tenant without utilizing the restricted tenant. Choose LOGIN on the eSignature home page.

Protected Data requiring signatures such as but not exclusively: FERPA, HIPPA and ITAR are required to be sent using the restricted tenant. The restricted tenant has added layers of security that (1) do not include document attachments in emails and (2) requires all recipients to additionally validate their identity via mobile SMS text authentication for document signature and viewing.

If protected data is included in your documents, please follow the steps below to utilize the restricted tenant.

Steps to Send Protected Data in DocuSign:
  1. red number 1Request access to a restricted tenant.
  2. yellow number 2 Activate your account in the restricted tenant using the emailed link.
  3. green number 3 Log into DocuSign, switch to the restricted tenant and send protected documents.

Step 1: Complete the Georgia Tech DocuSign Restricted Tenant Access Request form. Click the form link to complete in DocuSign. Use your gtAccount@gatech.edu email address to log into DocuSign. You will be asked to provide the following information:

  • Sending account information
  • Department information
  • Contact information
  • Protected data type(s) to be sent
  • Audience

The restricted tenant works in a similar fashion to the main Georgia Tech DocuSign tenant with a few key differences:

  • Email communications regarding completed transactions will not contain the signed document(s) or certificate of authenticity attachments. The email will contain a link to the completed document(s). Recipients can access the completed documents in their DocuSign account.
  • The DocuSign document retention policy for completed envelopes is set to 365 days.

Step 2: Activate your account in the restricted tenant using the emailed link.

After activation, your gtAccount@gatech.edu account will have access to the default main Georgia Tech DocuSign account (not secure for protected data) AND the secure restricted tenant account. You will switch between the two accounts depending on your needs. Click on Activate in the email received from DocuSign:

email of an activation request with docusign

Log into DocuSign using your gtAccount@gatech.edu credentials and click CONTINUE.

login in with docusign

Step 3: Log into DocuSign and switch to the restricted tenant account.

You can switch to the restricted tenant account under your account settings.

  • Click on your login avatar in the upper right corner.
  • Choose 'Switch Account' and select the 'GA Tech - Secure Documents Sub Account'. You can switch back to the main account using this same procedure. You can set the restricted tenant account as your default using this DocuSign guide.
  • switch account to subaccount in docusign

Step 4: Use this restricted tenant account to send protected data documents.

The process and options to send envelopes as well as create templates is primarily the same as in the main account with a few key differences:

  • Signed documents are not attached to emails sent to all recipients at the completion of the signature transaction. Instead a secure link is provided in email for recipients to access the document in DocuSign.
  • Transactions have an additional layer of security requiring recipient authentication via SMS. At the time when recipients choose to sign (via email link or in DocuSign) they will be prompted to provide a verification code. As the sender, you are required to enter each recipient's mobile number as you create the routing order.
  • When adding recipients, you will need to know the recipients' name and email address. For Georgia Tech recipients, use their name and gtAccount@gatech.edu email. The address book does not contain all Georgia Tech members.
Who can use Georgia Tech eSignature? Go to top

Georgia Tech eSignature is available for use by the entire campus community. Staff, faculty, and students will be able to create, send, and sign envelopes.

Can I send documents to external emails? Go to top

Yes! Georgia Tech's agreement with DocuSign allows sending documents to external emails. In the DocuSign routing section, type a valid name and email in the Name and Email recipient fields. External users will receive an email with an embedded link to securely review and sign your documents. If external recipients have a personal or business account associated with the email domain you provide, they may also be able to open your request in their external DocuSign account. For internal recipients within Georgia Tech, use the DocuSign Address Book.

How to use the DocuSign Address Book? Go to top

While adding recipients to your document in DocuSign, use the DocuSign Address Book to search for and choose the appropriately formatted GT email address (i.e. gtacct@gatech.edu). This ensures your documents will be routed correctly.

Benefits of using gtAccount emails easily found in the DocuSign Address Book:
  • gtAccount email recipients sent requests for signature receive an email link to sign AND can access these envelopes in their GT DocuSign account AFTER they have activated their DocuSign account. Activation is completed during a user's first login to GT DocuSign.
  • Senders and activated recipients can monitor and track an envelope's routing progress while in flight.
  • Activated recipients can access and download completed transactions for up to 180 days from within their DocuSign account.

Georgia Tech's DocuSign license allows sending to external emails. DocuSign transactions can be sent to any valid name and email that is internal or external to Georgia Tech. Georgia Tech department and alias emails are not recognized by our tenant as internal emails.

How will I know when a document is finished in the signature process? Go to top

Requests for signatures as well as transaction updates are delivered to recipients via email. After documents are sent for signature, the sender will receive updates during the signing process when recipients view and sign. Once everyone in the signing distribution completes their signatures, everyone in the group receives an email that the signing process has been completed.

How do I download completed documents and certificates of authenticity in my DocuSign account? Go to top
  1. Select Completed items
  2. Select the desired document title from your list of documents
  3. Select the download icon
  4. Choose download options
  5. Click DOWNLOAD
graphic for how to download document sin DocuSign
How long will my documents be available in DocuSign? Go to top

Documents 'in process' and completed will be accessible within DocuSign for six months from the send date. DocuSign is not a document repository. Signed documents that need to be saved should be kept in a secure local location or department shared location. Please adhere to university and departmental record retention policies.

How do I contact the sender if I have questions about the document before I sign? Go to top

To contact the sender, you can simply reply to the email requesting your signature.

What devices can be used for eSignatures? Go to top

On any device where you have access to your email, you can complete an eSignature transaction- web browser on a computer, tablet or mobile phone.

How can my department maximize DocuSign? Go to top

Georgia Tech's implementation of DocuSign is an excellent way to re-engineer certain departmental business processes to be more effective, efficient, transparent and digital. Faculty, staff and students can send and receive documents using their Georgia Tech provisioned DocuSign account (log in with gtAccount@gatech.edu). Departments interested increasing their understanding and usage of DocuSign can contact the EIS Distributed Applications team for more information.

What are DocuSign signing groups? Go to top

DocuSign signing groups address cases where one individual in a collection of people can sign on behalf of the group. An example would be a review committee where each member has equal signing authority and one member's signature can serve as approval for all members in the group. Each member of the group is simultaneously sent the DocuSign request to sign. The first group member to open the document can sign/approve for the group. A DocuSign signing group can only be created by DocuSign admins. If a signing group is required in your digital signature business flow contact the DocuSign admins to share your information and request.

Our department wants to use DocuSign templates. How do we get started? Go to top

Departments should review their business processes and paper forms to determine what can be digitized and put in a DocuSign signature flow. Departments should identify one or a few personnel to develop and maintain department owned forms (templates) in DocuSign. There are training videos to review as well as guides and responsibilities when a user takes on enhanced privileges of a GT Admin in DocuSign.

Please visit eSignature Basics to learn how to obtain elevated DocuSign privileges needed to create department templates as well as information on the template review and approval process. Check the Functional Leads list available on the Support > GT Templates and Forms section to determine if your department already has a contact that may be able to assist with your department template needs.

Why is it important to use gtAccount@gatech.edu for GT email addresses when sending documents for signature? Can I use my departmental email address or aliased email address? Go to top

A user's Georgia Tech DocuSign account is associated with their gtAccount@gatech.edu email address. DocuSign can send to any valid email address within or outside of Georgia Tech, however users' gtAccount@gatech.edu DocuSign account provides more functionality including unlimited sending and tracking of documents in a signing transaction. External emails, department emails and aliased GT emails do not have these benefits.

Where can I learn more about eSignatures and DocuSign? Go to top

DocuSign's support site has more information for document senders as well as signers. There are written explanations, guided steps and training videos.