Docusign - Transferring Envelopes by Matthew Rathbun

DocuSign Quick Start Guide

Transferring Envelopes Overview There might be times when you need to transfer envelope ownership from one user to another due to changes for an account or in a user’s status, or for workflow when an envelope is sent or completed. Transferring envelopes from one user to another changes the ownership of the envelope. This guide provides an overview of how to transfer envelopes from one user to another and how to set up automatic transfer rules for envelopes. Important: You must be a DocuSign Customer Administrator with Account Wide Rights and the Transfer Envelope Custody option must be enabled for your account to be able to transfer envelope ownership. For more information about transferring envelopes or other account questions, contact your DocuSign Account Manager or DocuSign Service (service@docusign.com) for assistance. The procedures in this guide assume that you have a DocuSign account and are logged on to the console.

Table of Contents Transferring Your Envelopes or Shared Envelopes ............................................................................. 2 Transferring Other Envelopes .............................................................................................................. 3 Setting Up Automatic Envelope Transfer Rules ................................................................................... 4 Tracing Envelope Transfers ................................................................................................................. 6 Enabling the Transfer Envelopes to User Permission .......................................................................... 6 For More Information ........................................................................................................................... 7

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Transferring Envelopes Quick Start Guide

Transferring Your Envelopes or Shared Envelopes Use this procedure to transfer your envelopes or envelopes for a shared user to another user. Note: You must be a DocuSign Customer Administrator with Account Wide Rights and the Transfer Envelope Custody option must be enabled for your account to be able to transfer envelope ownership. You can also transfer template ownership using this procedure. 1. If you are transferring envelopes to a user in a different account, the Transfer Envelopes to User Permissions option must be enabled for the user. See Enabling the Transfer Envelopes to User Permission for more information. 2. In the DocuSign Console Mange tab, find the envelope(s) you want to transfer and select the envelope(s). The envelopes can be in any of your folders or shared folders. 3. Click the Actions button and select Transfer Selected Ownership.

The Transfer Envelopes page appears with the selected envelope IDs shown.

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Transferring Envelopes Quick Start Guide

4. Verify the Transfer Time Now option is selected. If transferring the envelopes to a different account, type the Account ID for the account to which the envelopes are being transferred. Select user the envelopes are being transferred to in the User list. 5. Click Transfer, the envelope(s) is transferred to the selected user.

The Transfer status and Transfer errors information is shown. If needed, review and correct any transfer errors.

Transferring Other Envelopes Use this procedure to transfer a large number of envelopes within the current account or to another account. Note: You must be a DocuSign Customer Administrator with Account Wide Rights and the Transfer Envelope Custody option must be enabled for your account to be able to transfer envelope ownership. 1. If you are transferring envelopes to a user in a different account, the Transfer Envelopes to User Permissions option must be enabled for the user. See Enabling the Transfer Envelopes to User Permission for more information. 2. From the DocuSign Console, click you profile image at the top of the console and select Preferences. The Account Preferences page is displayed. 3. In the navigation bar on the left side of the page, under the Account Administrations heading, click Envelope Report. The Envelope Report page appears with the search criteria shown at the top of the page.

4. Enter the selection criteria and run a report to select the envelopes that you want to transfer. Change the search criteria as needed to find the envelopes. Typically, you will limit your search to single user/sender. 5. Save the information as a comma separated value (CSV) file by clicking Save data as .CSV file. Click Done to return to close the report. 6. Open the CSV file with an application that can edit the file. Delete all columns except the EnvelopeID column, then delete the EnvelopeID column heading, and then save the file. This leaves the envelope IDs as the only information in the file and the file appearance should be similar to the figure below (this example shows the appearance in MS Excel).

Save the file changes. 221 Main Street, Suite 1000, San Francisco, CA 94105 Ι Tel. 866.219.4318 Ι www.docusign.com Ι © DocuSign, Inc.

Transferring Envelopes Quick Start Guide

7. In the navigation bar on the left side of the page, under the Account Administrations heading, click Features. 8. Under the Sending and Signing section, click the Transfer Envelope Custody link. The Transfer Envelopes page appears.

9. Verify the Transfer Time Now option is selected. Click Browse and select the CSV file saved in step 6. If transferring the envelopes to a different account, type the Account ID for the account to which the envelopes are being transferred. Select user the envelopes are being transferred to in the User list. 10. Click Transfer, the envelopes are transferred to the selected user.

The Transfer status and Transfer errors information is updated. If needed, review and correct any transfer errors. 11. Return to the DocuSign console and run an Envelope Report to verify that the envelopes were transferred to the new owner.

Setting Up Automatic Envelope Transfer Rules Use this procedure to set up automatic envelope custody transfer rules for your account. The rules can be set up to transfer envelopes from an individual user or group of users when the envelope 221 Main Street, Suite 1000, San Francisco, CA 94105 Ι Tel. 866.219.4318 Ι www.docusign.com Ι © DocuSign, Inc.

Transferring Envelopes Quick Start Guide

status changes to Sent or Completed. The envelopes can only be transferred to users in the same account. Note: You must be a DocuSign Customer Administrator with Account Wide Rights and the Transfer Envelope Custody option must be enabled for your account to be able to transfer envelope ownership. To set up an envelope transfer rule: 1. From the DocuSign Console, click you profile image at the top of the console and select Preferences. The Account Preferences page is displayed. 2. In the navigation bar on the left side of the page, under the Account Administrations heading, click Features. 3. Under the Sending and Signing section, click the Transfer Envelope Custody link. The Transfer Envelopes page appears. 4. Select if this rule will transfer the envelope On Send or On Complete. Note: For On Send transfer rules: 1) The original sender is changed to a “Receive a copy” recipient and receives the same notifications as other “Receive a copy” recipients. 2) If there are multiple recipients for an envelope, the first recipient(s) in the routing order receives the email invitation from the original sender, while subsequent recipients in the routing order receive the email invitation from the recipient to which the envelope was transferred.

5. Select if the envelope transfer will be from a single User or from all the users in a Group.

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Transferring Envelopes Quick Start Guide

6. In the From list, select the user or group that envelopes are transferred from. 7. In the Transfer To list, select the user the envelope will be transferred to and then select the destination folder for the envelopes in the Folder list. 8. Click Save. The rule is active and is added to the Current Transfer Rules list at the bottom of the page. This list can be sorted by clicking on the column header.

Note: If the transfer From User or Transfer To user is closed or the destination Folder is deleted, the transfer rule is automatically disabled and cannot be enabled until the error condition is corrected. A transfer rule can be disabled by clicking Disable in the Enabled column. If a rule is disabled, it can be enabled by clicking Enable in the Enabled column. A transfer rule can be deleted by clicking Remove by the rule.

Tracing Envelope Transfers When envelopes are transferred, this status is recorded in the envelope’s history and is noted in the record tracking section of the envelope certificate. To view the transfer history of an envelope: 1. Find the envelope you want to view the history of and select the envelope. 2. Click Actions and then select History. The envelope history is opened in a new browser window. Scroll through the envelope history view to see transfer information.

3. Click Certificate and look in the Record Tracking section to see the current holder (owner) of the envelope.

4. After you are done viewing the history, click Close to close the envelope history.

Enabling the Transfer Envelopes to User Permission Use this procedure to enable the Transfer Envelopes to User Permissions option for a user. Enabling this option allows envelopes from another account to be transferred to the user. It does not need to be enabled to transfer envelopes to users in the same account. 1. Log into the account with the user you want to enable.

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Transferring Envelopes Quick Start Guide 2. From the DocuSign Console, click you profile image at the top of the console and select Preferences. The Account Preferences page is displayed. 3. Check the Permissions for the user that you are transferring the envelopes to: •

Under the Account Administrations heading, click Users.

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Find the user the envelopes are being transferred to and click the Open link for the user. The account information for the user is shown.

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Click Permissions.

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Under the Advanced section, verify that Transfer Envelopes to User is selected. If it is not selected, select the option and click Save.

Enable envelope transfer

After verifying the permissions setting, return to the Account Preferences page. Envelopes from other accounts can be transferred to this user.

For More Information For more information about additional DocuSign features, go to the DocuSign Support Site.

Transferring Envelopes Quick Start Guide

Copyright, Trademark and Patent Information Copyright ©2003-2013 DocuSign, Inc. All rights reserved. For information about DocuSign trademarks, copyrights and patents refer to the DocuSign Intellectual Property page (https://www.docusign.com/IP) on the DocuSign website. All other trademarks and registered trademarks are the property of their respective holders. No part of this document may be reproduced or transmitted in any form or by any means, electronic or mechanical, for any purpose, without the express written permission of DocuSign, Inc. Under the law, reproducing includes translating into another language or format. Every effort has been made to ensure that the information in this manual is accurate. DocuSign, Inc. is not responsible for printing or clerical errors. Information in this document is subject to change without notice. Version: DocuSign Release (June 2013) If you have any comments or feedback on our documentation, please send them to us at: Documentation@DocuSign.com.

Summary of changes for this version: •

Added notes at the start of procedures explaining that users must be a DocuSign Customer Administrator with Account Wide Rights and the Transfer Envelope Custody option must be enabled for your account to be able to transfer envelope ownership.

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Updated office address and Copyright, Trademark and Patent information sections.