DocuSign Quick Start Guide
Document Visibility Overview There might be times when you need to send an envelope to several recipients, but you only want each recipient to see the documents they must sign, not all the documents in the envelope. This can be accomplished using the DocuSign® Document Visibility feature. Document Visibility controls document access by limiting who can view documents in an envelope. When Document Visibility is enabled, documents with DocuSign tags can only be viewed by signers that have a tag on that document. Recipients that have an administrative role (recipients with an Action of Manage envelopes, Address recipients, Manage recipients, Receive a copy or Acknowledge receipt) can always see all the documents in an envelope, unless they are excluded when an envelope is sent. Documents that do not have tags are always visible to all recipients, unless they are excluded when an envelope is sent. Note: The Document Visibility feature is only supported in certain DocuSign plans. Your account might not support this feature. For more information about which options are available for your account, check your account plan or contact your Account Manager. This guide provides information on: •
How Document Visibility works in the envelope life-cycle,
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the Document Visibility options available for accounts,
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how to use Document Visibility in an envelope,
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how to use Document Visibility in a template.
The procedures in this guide assume that you have a DocuSign account and are logged on to the console. For more information and details on any of these subjects, see the Classic DocuSign Experience User Guide.
Table of Contents How Document Visibility Works ........................................................................................................... 2 Document Visibility Options ................................................................................................................. 3 Using Document Visibility in an Envelope ............................................................................................ 3 Using Document Visibility in a Template .............................................................................................. 5 For More Information ........................................................................................................................... 6
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Document Visibility Quick Start Guide
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How Document Visibility Works Document Visibility allows the sender to create an envelope with multiple documents and limit the documents recipients can see. This way the sender only has to send one envelope with all the documents, rather than sending multiple envelopes with only a few documents. For example, a sender needs to send three documents for signing. One document needs to be signed by both signers, while the other two just need to be signed by each of the signers. Instead of sending three envelopes, each with one document, the sender can send all of the documents in one Smart Envelope. The figure below provides an illustration of a simple Smart Envelope usage. In this example Signer 1 needs to sign Document A and B, while Signer 2 needs to sign Document B and C. The sender does not want Signer 1 to see Document C and Signer 2 does not need to see Document A.
To accomplish this Document Visibility is enabled for the account, the sender creates an envelope with all three documents, places signature tags for Signer 1 on Document A and B, places signature tags for Signer 2 on Document B and C, and then sends the envelope. When Signer 1 receives the envelope, only Document A and B are visible and can be signed. When Signer 2 receives the envelope, only Document B and C are visible and can be signed. Recipients that have an administrative role (recipients with an Action of Manage envelopes, Address recipients, Manage recipients, Receive a copy or Acknowledge receipt) can always see all the documents in an envelope, unless they are excluded when an envelope is sent. Documents that do not have tags are always visible to all recipients, unless they are excluded when an envelope is sent.
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Document Visibility Quick Start Guide
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Document Visibility Options If Document Visibility is enabled for your account by DocuSign, customer administrators can set the Document Visibility option for the account by going to the Preferences, clicking Features and adjusting the Document Visibility option. An account can be set to use one of the five Document Visibility options. The option selected for an account determines if Document Visibility is enabled for all envelopes or just those selected by the sender and the document viewing rights for other account users. Additionally, when Document Visibility is enabled for an envelope, the Document Visibility grid is available to senders when creating an envelope or template. The five Document Visibility options are: •
Off: Document Visibility and the Document Visibility grid are not active for the account.
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Must Sign To View Unless Sender Account: With this option, Document Visibility is enabled for all envelopes sent from the account and any member of the sending account can view all the documents in an envelope.
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Must Sign To View Unless Sender: With this option, Document Visibility is enabled for all envelopes sent from the account and only the sender can view all the documents in an envelope.
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Sender Can Set Must Sign To View Unless Sender Account: With this option, the sender has the option of enabling Document Visibility for the envelope. When enabled for an envelope, all the documents in an envelope are still visible to any member of the sending account.
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Sender Can Set Must Sign To View Unless Sender: With this option, the sender has the option of enabling Document Visibility for the envelope. When enabled for an envelope, all the documents in the envelope are only visible to the sender.
Important: Documents that do not have tags are always visible to all recipients, unless they are excluded in the Document Visibility grid when an envelope is sent. Recipients that have an administrative role (recipients with an Action of Manage envelopes, Address recipients, Manage recipients, Receive a copy or Acknowledge receipt) can always see all the documents in an envelope, unless they are excluded in the Document Visibility grid when an envelope is sent. In some cases, recipients with administrative roles cannot be excluded. After a Document Visibility option is enabled for your account, it is applied to envelopes sent by the account. Because this could change the behavior of envelopes sent by the account, you should ensure that all your users are informed of the account change.
Using Document Visibility in an Envelope The process for using Document Visibility is similar to the normal process for creating and sending an envelope. The changes to the normal process are described in the following procedure. 1. Create a new envelope. Add documents, recipients, Email Subject and Email messages normally. 2. Optionally, in the Envelope Settings section, select Must be a signer to view signed documents, to enable Document Visibility for the envelope. Note: This action is only available if one of the “Sender Can Set …” Document Visibility options is selected for your account. If Document Visibility is enabled for your account but one of those options is not selected, Document Visibility is automatically used for any envelopes you send. 221 Main Street, Suite 1000, San Francisco, CA 94105 Ι Tel. 866.219.4318 Ι www.docusign.com Ι © DocuSign, Inc.
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Document Visibility Quick Start Guide
Enable Document Visibility
3. Click Next to go to the Add Tags page. Add DocuSign tags to the envelope normally. Note: If Document Visibility is enabled, all Signers must have a tag assigned. Free-Form signing is not allowed. 4. If Document Visibility is enabled for the envelope, click the View/Modify Document Visibility link at the bottom center of the console to adjust recipient document visibility.
The Document Visibility grid shows the documents in the envelope across the top of the grid and the envelope recipients on the left side of the grid. The row for each recipient shows if the document is visible to the recipient or hidden from the recipient. If the listed visibility (Visible or Hidden) has a block around it, the visibility status can be changed by clicking on the status. Note: If a Signer has a tag on a document, that document is always visible for that Signer and the document visibility is locked and cannot be changed. If there are tags on a document and none of the tags are associated with a Signer, that document is hidden for that Signer and the document visibility is locked and cannot be changed. Recipients
Documents
Locked Visibility
Adjustable Visibility
Example: in the figure above, Signer Dave Dollar has tags on Document 1 and 2, but not on Document 3. So, when signing, Dave Dollar will see Document 1 and 2, but not Document 3. Document 4 does not have any tags, so the visibility can be adjusted for all recipients. Click Done to close the Document Visibility grid and save any visibility changes. 221 Main Street, Suite 1000, San Francisco, CA 94105 Ι Tel. 866.219.4318 Ι www.docusign.com Ι © DocuSign, Inc.
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Document Visibility Quick Start Guide 5. Complete sending the envelope normally.
Your recipients receive email invitations normally. However, they will only be able to see documents that have tags assigned to them or that do not have any tags and are set to be visible.
Using Document Visibility in a Template The process for using Document Visibility in a template is similar to the normal process for creating a template. The changes to the normal process are described in the following procedure. Note: Document Visibility is not supported in PowerForms, even if it is enabled in the template. 1. Create a new template. Name the template and share as needed. Add documents, recipient roles, Email Subject and Email messages normally. Important: If you replace documents in a template that has Document Visibility enabled, you must reset all the visibility settings for the documents. 2. Optionally, in the Envelope Settings section, select Must be a signer to view signed documents, to enable Document Visibility for the template. Note: This action is only available if one of the “Sender Can Set …” Document Visibility options is selected for your account. If Document Visibility is enabled for your account but one of those options is not selected, Document Visibility is automatically used for any templates you create.
Enable Document Visibility
3. Click Next to go to the Add Tags page. Add DocuSign tags to the template normally. Note: If Document Visibility is enabled, all Signers must have a tag assigned. Free-Form signing is not allowed. 4. If Document Visibility is enabled for the template, click the View/Modify Document Visibility link at the bottom center of the console to adjust recipient document visibility.
The Document Visibility grid shows the documents in the template across the top of the grid and the recipient roles on the left side of the grid. The row for each recipient role shows if the document is visible to the role or hidden from the role. If the listed visibility (Visible or Hidden) has a block around it, the visibility status can be changed by clicking on the status. Note: If a Signer has a tag on a document, that document is always visible for that Signer and the document visibility is locked and cannot be changed. If there are tags on a document and none of the tags are associated with a Signer, that document is hidden for that Signer and the document visibility is locked and cannot be changed.
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Document Visibility Quick Start Guide
Recipient
Documents
Locked Visibility
Adjustable Visibility
Example: in the figure above, the first signer has tags on Document 1 and 2, but not on Document 3. So, when signing, that signer will see Document 1 and 2, but not Document 3. Document 4 does not have any tags, so the visibility can be adjusted for all recipients. Click Done to close the Document Visibility grid and save any visibility changes. 5. Complete the template normally.
For More Information For more information about additional DocuSign features, go to the DocuSign Support Site.
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Document Visibility Quick Start Guide
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Copyright, Trademark and Patent Information Copyright ©2003-2016 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: May 2016 If you have any comments or feedback on our documentation, please send them to us at:
[email protected].
Summary of changes for this version: •
Updated plan information note.
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