What is DocuSign?
DocuSign is the City and County of San Francisco’s preferred method for signing contracts. The Supplier Contracts module utilizes DocuSign from the Document Management (contains contract documents, approvals, signatures) page, which is the counterpart to the Contract Entry (transactional, contains releases) page.
How do I get to Document Management?
- Go to Supplier Contracts > Create Contracts and Documents > Document Management.
- Select “Purchasing Contracts” under Source Transaction and click Find an Existing Document.
- Enter a valid Contract ID and click Search.
- Under Search Results click on the link that includes the contract ID.
The Document Management page also can be accessed from the Contract Entry page, by clicking “Add a Document” or “Edit Document”.
How do I set up signatures for DocuSign? The recommended approach for setting up signatures is after approvals are complete.
- The Status should say “Approved”.
- Under Other Document Actions, click Prepare and Route for e-Signature.
- Fill in the fields as follows:
- Enter a valid email address for the supplier signer
- Recipient’s (signer) full name
- “1” for the signing order (suppliers are always first in the signing order)
- Check “external signer” for all suppliers
- Multi-factor user authentication (MFA) is required for all suppliers. Select Phone or Text Message. Enter “1” at Country Code and the area code plus phone number.
- Enter the remaining signers’ information, including signing order and telephone number if MFA is required.
- Edit the default Subject and Message and include your contact information.
- Click Send. The supplier will be the first to receive a DocuSign email. Once the supplier has entered the MFA code and signed the contract, the next signer will be notified by email, and so on, until the contract is fully signed.
- To view the status of signatures, on the Document Management page click the arrow at Signing Details.
- Click Get e-Signature Status. This will enable you to view Sign Status.
What is Multi-Factor Authentication (MFA) and who needs to use this?
MFA is when a signer receives a code via text message or automated phone call and then enters the code upon prompting to access and sign the contract. MFA is required for ALL suppliers, as well as some City Departments that do not have Active Directory (AD, aka single sign-on):
- For internal City users on SFGOV (@sfgov.org)—AD
- For any other City Department not on SFGOV—MFA
- For CAT users (@sfcityatty.org)—MFA
- For SFPUC users (@sfwater.org)—MFA
- For MTA users (@sfmta.org)—MFA
How do I sign in DocuSign?
DocuSign is outside of PeopleSoft. You will receive an email from DocuSign that will inform you that there is a document to review and a link to the contract.
- In the email, click Review Document.
- For signers required to use Multi-Factor Authentication (MFA), depending on if you are authenticating by SMS or by voice message, click Send SMS to receive a code by text message or click Send Code to receive a code by phone.
- Once you receive the code, enter the code in the blank field and click Confirm Code.
- The next page contains DocuSign’s legal information that asks you to agree to use electronic records and signatures by selecting the checkbox. After checking the box, click Continue to review and sign the contract.
- When you are finished reviewing the document, click Start to begin the signature process. This will take you to the signature page.
- You should see a yellow “Next” tab to the left of the place where you are supposed to sign, and a yellow sign button on the line. Click Sign to view a pop-up “Adopt Your Signature”.
- You can either click the Select Style tab to select an automated signature or the Draw tab to draw your own (on a computer, draw with a mouse, on a mobile device such as a phone, use a stylus or a finger).
- Click Adopt and Sign. This returns you to the document, where you should see your signature.
- Click Finish.
- The next page allows you to create a DocuSign account. This is not a required step. You can click No Thanks and the document will still be brought into PeopleSoft, with all signatures.
You can cancel the signature process at any time by clicking Cancel Signature Process.
How do I execute the contract/document?
- The document must be in Dispatched status before a contract can be executed.
- Click Get e-Signature Status to get the final update. Once the signature status is signed for all signers, this button is disabled.
- Click Dispatch.
- On the Dispatch page, select Email at Delivery Method to dispatch the contract to a valid email address or select Manual if you do not want it sent to email.
- For email delivery, the external contact is automatically selected. To exclude the external contact, uncheck this box.
- If you want to include attachments with the contract, check Attachments.
- Click OK.
- The document is now dispatched. Click Execute Contract to approve and execute the contract.
On the Contract Entry page, the Status is now Approved and the Authored Status is Executed.
- On the signature setup page, do not check the Carbon Copy box. This feature does not work at this time.
- Signing order is based on the contract type and/or the specific agreement. Do not change the signing order option.
- On the signing order page, do not list an email more than once in the signer list.
- Do not click Get e-Signature status immediately after routing for signatures. Exit and refresh the page first.
- When clicking the Get e-Signature Status button, if you see an error message, this means the maximum number of requests to the DocuSign server has been reached. Try again 30-60 minutes later.
- See the SCM: DocuSign job aid for screenshots and detailed information on a range of different DocuSign topics.
Please see the full Job Aid: DocuSign Process