As millions of senders and signers have discovered, DocuSign’s Electronic Signature Service saves its users a significant amount of time. The more signatures you need, the more time you can potentially save by using electronic signature instead of print-sign-copy-scan-fax or sending documents for overnight delivery.

1. Just Use It! DocuSign can only save you time if you use it. If you’re on the fence about trying it, DocuSign Lite is one way to try electronic signature. It’s free and you can use it from LOOP to PDF, iGoogle gadget, Mozilla Firefox plug-in, or the DocuSign home page. If you’re ready for more features, you can sign up for DocuSign – there’s a 30 day free trial, so you can try the more robust features, receive the DocuSign Certificate of Signing and all the other benefits at no risk to you.

2. Take advantage of workflow. Workflow rules are one of the greatest time saving benefits of DocuSign. For example, if you need to get your clients’ signatures before sending the documents on to the other agent, your process looks like this:

1. Upload documents to DocuSign.
2. Tag the documents for signatures and initials with stick-e-tabs, which ensure that no signatures or initials will be missing.
3. Use Sequential Signing to make sure that your clients eSign in the order you want them to eSign in.
4. CC the other agent on the transaction so that he or she will automatically get the signed and completed documents once your clients have all signed.

If you were using a non-eSign process, your process might look like this:

1. Email the documents to your clients.
2. Your clients have to print and sign the documents.
3. Your clients have to fax the documents back to you.
4. You wait for the documents until they come through the fax machine.
5. You double check to make sure all the signatures and initials are there. If any are missing, you contact your client to get the signatures or initials.
6. You wait for those pages to come back.
7. You scan the signed documents or make copies for your files.
8. You fax the papers to the other agent in the transaction to move the deal along.

With DocuSign’s workflow capabilities, you don’t have to wait near a fax machine. You can set up DocuSign to notify your clients to eSign in the order you want them signed and once your clients have signed, DocuSign will even get the documents to the other agent in the transaction, so you don’t have to!

3. Upgrade from DocuSign Professional Standard to DocuSign Professional Advanced. If you tend to create a lot of the same types of documents for your clients to sign, an upgrade to the advanced version can cut your document creation time down to as little as two minutes.

Why? DocuSign Professional Advanced has additional functionality such as templates and Intelligent Document Recognition (IDR) which enables you to save pretagged documents so you don’t have to place the stick-e-tabs every single time you create a set of documents for your clients.

IDR simplifies it further by learning the documents you use and applying pre-defined custom document workflows, signature and initial locations to your contracts, even if they are complex, multipart contracts. This is based on your document signing workflow and business rules.

If you’re ready to save some serious time, I encourage you to check out DocuSign. If you’ve been using DocuSign, what are some time saving tips you’ve discovered? Please do share them with us in the comments!

Last week, Coachella Valley Escrow’s weekly Tech Tuesday post featured a video discussing DocuSign and electronic signature. Did you know that DocuSign is compatible with zipForms, WINForms, TrueForms, Realfast, DocCentral and Transaction Point? If you want to learn more about using DocuSign with your current forms creation software, take a look at this How-To.

In addition to the video interview conducted at the CAR 2009 Conference & EXPO earlier this month in San Jose, Coachella Valley Escrow also highlighted some of our more popular blog posts, including: “The Legality of Electronic Signatures”, “Why DocuSign Electronic Signature Might be a Realtor’s Best Friend”, and “The DocuSign ESIGNControl App by Smart Mobile Solutions”.

Want to Learn More about DocuSign Electronic Signature?

Other popular posts from the DocuSign blog include:

Want Free Electronic Signature? Try DocuSign Lite: With DocuSign lite, you can get a document eSigned with no paper, no account and no cost. You can also try the Mozilla Firefox plugin, LOOP to PDF tool, or iGoogle Gadget.

FHA and Lender Acceptance: With background information about the federal ESIGN Act, HUD and FHA policy, and frequently asked questions (FAQ’s) about electronic signatures in real estate transactions, this post is a valuable resource for those who have questions about electronic signatures, the FHA and lender acceptance.

How-To ESIGN: In-Person Signing with DocuSign: If you want to leverage the power of DocuSign electronic signature and preserve the face-to-face interaction with your clients, you can use DocuSign’s in-person signing feature. This means you can keep all of your files DocuSigned and consistent! You no longer have to keep track of paper copies, and your clients can download their signed, easy-to-read copy.

If you missed meeting us at CAR EXPO in San Jose, the DocuSign team will be at REBar Camp San Diego November 12, 2009 and NAR EXPO in San Diego November 13-16, 2009. Stop by and say hi!

Michael LaPeter of The GeekEstate Blog asked Should You Switch to Electronic Signatures?

YES.

I know I’m biased, but with so many benefits including time savings, document storage and management, and increased customer or client satisfaction, I think businesses and professionals should strongly consider going paperless and adopting electronic signature technology.

Benefits of DocuSign Electronic Signature Service:

• Removes pen and paper from the paperwork process
• Eliminates print-sign-scan-fax process
• No need to shred physical documents once you’ve digitized them – they’ve been electronic records the entire time
• Document content is clear and easy to read – no more fax distortion
• Integration with forms creation software such as WINForms, zipForms, IRES, and others maintains the integrity of the paperless process
• Contracts and extensions can be signed and returned by out-of-town or traveling clients in fewer than 10 minutes
• No more missed signatures or initials due to DocuSign’s yellow stick-e-tabs
• 100% audit trail and three levels of authentication available: Email, PIN number and ID Check

Additional Information:

• Cost: Pricing starts at $15.95/month with a pre-paid, annual plan. With a DocuSign Free Trial, you can try DocuSign risk-free for 30 days. The Free Trial pricing starts automatically at the basic month to month rate, with an option to upgrade to an Advanced plan or switch to annual pricing. This provides subscribers with a high level of flexibility.
• Electronic signature acceptance: DocuSign has teamed up with the Electronic Signature and Records Association (ESRA) to have productive discussions with the FHA regarding electronic signatures on real estate contracts and they are working together to come up with a rapid solution.

If you have any questions or comments, please leave us a comment. If you’re interested in connecting in real life, DocuSign will be in San Diego at RE Bar Camp San Diego on November 12th, and at NAR EXPO November 13th – 16th.

I am on the plane coming back from discussing application development and electronic signature with an independent software vendor in Florida. Recently, DocuSign has been collaborating more often with companies that use DocuSign electronic signature services to extend their vertical applications. This particular partner specializes in form generation for credit unions and county governments.

During design sessions and analysis of the credit union and county government, we realized that many of the forms for county are self-service forms.

License renewals and various applications used to sit in the office. One had to stop by to fill them out. Recently, things have changed a little bit. Many of these paper processes went to “half paper,” meaning that a PDF was available on a publicly facing website. One can print out the necessary form, fill it out and then mail or fax it in.

To be fair, some of these processes went to full web-based applications with web forms. Unfortunately, changing one of these applications or updating the forms requires that the county work with the IT department and change the relevant web pages. After some software development, testing the new process, and deploying the updated web app, the county now has two radically different processes. One is the “half paper” process, or a form with pages. The web-based application usually looks like a web interview.

Fortunately, DocuSign integration gives you the best of both worlds! Here is the self-service pattern when you have DocuSign electronic signature integrated into the forms process:

1. The county stands up a self-service web page with a list of self service forms, and these minimum three elements: name input, e-mail input and “Send me forms” button.
2. Behind the scenes, DocuSign templates have a “Signer” role and a “Processor” role with a defined recipient.
3. The self-service web page has a form post handler that takes the information about which form was selected and the recipient information. The form post handler makes a call to CreateEnvelopesFromTemplates

What does the user experience look like?

1. A user goes to the self-service webpage and selects the appropriate form.
2. After filling out the requested information, the user clicks on “Send me forms”
3. The form handler directs the user to check their e-mail.
4. The e-mail contains a DocuSign envelope activation link.
5. The user clicks the link, taking them to an electronic form that looks just like the familiar paper form.
6. The user e-signs the form to complete the process.

With DocuSign’s carbon copy feature, the processor gets a fully completed form with all the form field validation and a complete electronic signature.

All the automation and filing possibilities can take place from here. For example, if someone gets a large number of forms – you can leverage e-mail rules or web services to file the forms where appropriate.

The DocuSign API allows one to take the data fields and through web services, populate databases or kick off other workflow processes.

One of the common questions I get is: “How do I know that people are not just sending forms and signing using a fake e-mail?”

DocuSign’s integration with RSA ID Verification technology enables you to set up ID Verification. The ID Verification can be set up on a per role basis and it can be dependent on a form.

In short, I’m seeing this very powerful, yet simple pattern starting to emerge. You can implement this solution for any organization with downloadable PDFs or a stack of forms waiting for customers to sign.
–mb

PS: For IT folks – there is just one web service call to learn.

This is a story of how DocuSign’s e-signature technology working with Salesforce helped Yamaha cut $10,000 a month in costs and accelerate its workflow.

Yamaha Corporation of America distributes and sells musical instruments via its nationwide network of 7,000 retail stores. For years, Yamaha’s contract process included courier costs, human errors and missing pages. Yamaha’s systems specialist, Mike Machado shares: “We depended on a lengthy signature process… Sometimes the forms weren’t signed in the right places and folks would strike things out. We often received incomplete agreements.”

So what’s an enterprise company to do when it comes time to update its master agreement with 7,000 retail stores?

Could it ask its sales reps to stuff over 5,000 envelopes and spend nearly $15,000 in courier charges? Of course, this course of action doesn’t account for time spent waiting for the documents to be returned as well as time spent following up and following up on the follow up.

Instead, Yamaha’s Machado spent three months researching various Web-based products that would preserve “the look and feel of a paper-based experience,” while cutting costs and expediting the process.

Yamaha chose DocuSign for its user-friendly interface and low cost. The DocuSign electronic signature service and workflow solution was implemented in a 30-day deployment across three of Yamaha’s sales divisions.

Before Yamaha signed the electronic signature line with DocuSign, Yamaha’s in-house legal counsel spent 30-days extensively researching the processes involved with e-signature capture, data storage as well as the electronic signatures themselves to ensure that electronic signatures captured via DocuSign would be legally binding.

Now, Yamaha’s dealers log on to a secure site and review a contract. The program automatically generates an e-signature that can be modified with different fonts or including a middle initial. Each electronic signature that is generated is also unique to each signer. Yellow “Sign Here” tabs instruct dealers where to eSign by clicking to place their signatures. Because only properly signed contracts can be routed further, this process ensures no more missing signatures or initials. For record keeping, completed documents can be downloaded and saved as a PDF.

Because Yamaha was both a DocuSign and Salesforce customer, they were able to use DocuSign Connect for Salesforce. This gave Yamaha the ability to track the status of the documents in Salesforce so they know when each document was delivered, opened and signed.

With Salesforce integration, they can also collect the data from the electronic contracts and automatically update Salesforce when contracts are completed.

So where did the $10,000 monthly savings come from? Yamaha did not have to send multiple contracts via courier. DocuSign’s software-as-a-service, or SaaS, electronic signature technology meant that no additional IT infrastructure investment was necessary to implement this solution.

So how long does it take to complete a formerly month-long, labor intensive contract signing process that includes approximately half-dozen approvals? “[It] can now be completed in minutes” according to Machado.

With visibility into where a contract is in the process, Yamaha’s sales representatives can address bottlenecks, so they can move deals forward.

So what are the primary benefits of electronic signature technology?

…turn-around time, cost savings and an improved regulatory posture – all of which benefit from economies of scale.” – Bill Nagel, Forrester Research

To learn more about how DocuSign electronic signature can benefit your company, take a look at the DocuSign web site and try DocuSign Lite for free. DocuSign will also be at Salesforce Dreamforce, November 17-20, 2009, in San Francisco – connect with us there!

A major theme I’ve noticed lately is the concept of going paperless. Digital documents from creation to electronic signature and document storage have enabled people to reduce clutter. Those who scan, email and share documents online can access the information they need as long as they can log into their email or document management system.

What do you need to know to go paperless?

1. Back Up All of Your Documents!

In the traditional paper process, you photocopy documents, put them in a labeled folder and filed them in a filing cabinet so you can retrieve the document as needed.

In the paperless process, you need to back up your documents. You may decide to copy all of your files on a regular basis to an external drive. You may choose to store your documents using a hosting service. DocuSign provides its customers with document storage when they upload documents for electronic signature. Additionally, both senders and signers can download copies of completed documents for their own records.

2. Going Paperless is a Process

Going paperless takes time – you might start with using DocuSign Electronic Signature Service for your sales process and implement for your vendor purchase orders a week later. You may choose to digitize your old records as well and scanning your old documents will take time.

3. Over Time, You’ll Save Space

Given the amount of paper you currently have filed in filing cabinets and whether you choose to digitize your older paper documents, you may find that you can get rid of some of your filing cabinets. DocuSign has customers like Jay Thompson:

Thanks to DocuSign, I can keep an entire filing cabinet’s worth of stuff on a thumb drive.

Fewer cabinets mean more office space. A thumb drive means you can easily keep and access the documents you need, without having to return to the office before reviewing some papers.

4. More Benefits Than Less Paper

While going paperless often means less paper, not no paper, you’ll be able to see other benefits as well. Not only will you see a cost savings because you’ll stop printing, mailing, shipping and storing paper, you’ll also start to see time savings.

With DocuSign’s Electronic Signature:

• No more driving across town to a client for a signature
• No more following up because a line wasn’t signed or initialed
• No more difficult to read faxes
• Automatic reminder capabilities enabling you to set DocuSign to remind your clients to sign, so you don’t have to
• Workflow capabilities that mean you get the signatures you need in the order you need them, so you can set it and know DocuSign is taking care of the process for you

What else do you need to know to go paperless, especially in real estate? Let me know in the comments or write a post on your blog and leave me a pingback – I’ll take a look and leave a comment!

Are you using DocuSign Electronic Signature Service with another forms creation tool, such as zipForms, WINForms, Word, Excel, Adobe, etc.? If you’re a Mac user, take a look at “How-To Use DocuSign on Your Mac”

For Windows:

For purposes of this discussion, I’ll use WINForms in this example. However, the steps are similar for the other forms creation software tools.

The virtual print driver allows DocuSign to communicate directly with WINForms.

To download the virtual print driver:

1. Go to the sender download page on the DocuSign web site
2. Click on the blue Download button underneath the top option, Download DocuSign Professional Standard
3. Select “Run” when prompted to save or run
4. After the driver completes its download, it will automatically launch the installer

Once the installer is finished installing the DocuSign virtual print driver, you’ll be able to upload documents directly from WINForms into a DocuSign Envelope.

To use the print driver:

1. Open the document you want to send for esignature via DocuSign
2. Go to File
3. Select Print
4. Select the printer: “Send in DocuSign Envelope”

If your computer gives you a message indicating that your .NET framework needs to be upgraded before the driver can be properly installed, here’s what you do:

1. Click here to download the necessary .NET framework
2. Click download
3. .NET framework downloads and launches an installer that automatically replaces the older version on your computer

You can now download the DocuSign virtual print driver properly. If you’re using Firefox, you can download the .exe file and then open it directly from your computer.

Want to see how to use zipForm 6 / WINForms with DocuSign? Click this link to see more training videos.

Last week, DocuSign attended CAR EXPO, and what an exciting event! From “The Legality of Electronic Signature for Real Estate” Tech Tuesday talk, given by Ken Moyle, DocuSign’s Chief Legal Officer, to conversations about eSign on the EXPO floor, we were busy from start to finish.

The Legality of Electronic Signature for Real Estate

We started the event off with a session at Tech Tuesday, with a presentation by Ken Moyle. With a discussion on the Legality of eSignatures in real estate, over 70 attendees were able to voice their questions about electronic signature. Ken captivated an audience of over 70 attendees in the one-hour session, which was especially important and relevant in today’s real estate market. With a special guest in attendance, Ken’s mom, we also captured a picture for posterity! Click for more information about Ken’s talk, “The Legality of Electronic Signature for Real Estate.”

EXPO: Discussing Electronic Signature

We also had a number of interested real estate professionals stop by to ask us questions about DocuSign, electronic signature and discuss their questions and concerns. We also ran a special $500 Visa Gift Card promotion for those who stopped by and left us their contact information.

We’re pleased to announce the winner – congratulations to Geri Murphy of J. Rockcliff Realtors!

Of course, we can’t forget about our great customers who stopped by the booth to tell us how much they love DocuSign! We got some great pictures, available by clicking the link, as well as some video. Check back soon, as we’ll let you know when they’re posted to the DocuSign YouTube channel!

Next month, DocuSign will be at the National Association of Realtors EXPO, or NAR EXPO, in San Diego from November 13 -16, 2009. We’ll also be at RE BarCamp San Diego November 12, 2009. Keep an eye out for more details, and let us know if you’ll be going too!

Our customers often share technology tips with each other. Recently, one of our customers blogged about DocuSign electronic signature as “one of the biggest game changers.”

He pointed out that DocuSign not only saves its subscribers time, effort and gas, it also helps keep you sane! He also included a helpful video tutorial.

Why is DocuSign and electronic signature such a game changer? Because real estate professionals are becoming more mobile, with laptops, portable scanners / printers, and mobile broadband, the ability to have documents signed anytime and anywhere helps real estate professionals save time and get offers in as soon as possible. With DocuSign electronic signature, you don’t have to use faxes, scanners or overnight mail. Remote signing means scheduling conflicts have minimal impact, if any.

From a customer story:

Recently I had some Clients that were purchasing their first home. He was in San Diego,while his wife was out of state. His job had long hours where he could not be reached, she did not have access to a fax machine and would have to drive for miles to the nearest office depot. The price range they were in required writing multiple offers and being able to present them quickly as new inventory came on the market. Time was of the essence.

Using DocuSign solved our problem. Anyone with an active e-mail address can opt for this quick, legal, accurate, and safe way to obtain signatures and initials. Documents can be sent out for signature and returned quickly for presentation in moments vs. hours.

The signed results come back via e-mail in a clean, easy to read, secure package in Adobe PDF. These documents can then be forwarded to other agents, escrow companies, lenders, or for archived document storage.

DocuSign Electronic Signature Advantages:

• Passes the “Can my Mom use it?” test
• Reduces operational costs by reducing or eliminating the use of paper, printing, ink, and overnight or same day courier charges
• Gets all of the signatures and initials you need, the first time
• Helps you get your offers in as quickly as possible

With integration in all of the major forms providers and a 30-day free trial, you can add another tool to your toolbox with DocuSign electronic signature.

We think everyone should be able to get a document eSigned with no paper, no account and no cost – that’s why we created DocuSign Lite. You can access DocuSign Lite from the DocuSign home page and DocuSign Lite does not require account registration or credit card information – it’s FREE e-signature!

To use DocuSign Lite:

1. Go to the DocuSign home page



2. Enter your email and name as well as the person you are sending to
3. Upload your document for signature by clicking on the “Browse” Button
4. Click “Send Now”



5. Signers open their email from DocuSign to click to esign

DocuSign Everywhere

Today, thousands of companies utilize the DocuSign on-demand electronic signature service as a standalone web application or as an integrated part of business critical applications such as zipLogix, Salesforce.com and Ariba. In addition, DocuSign is the only electronic signature service that enables access to the sending and esigning experience via options that include a DocuSign Desktop Client, a broad range of Blackberrys and the iPhone, in addition to the web browser experience.

More Choices!

Most recently, DocuSign with partner Smart Mobile Solutions announced the availability of the ESignControl iPhone App in the iTunes App Store. Another example of a business partner integration resulted in DocuSign Express For Drawloop.

DocuSign and Drawloop Technologies, Inc. offers a free esign experience as part of Drawloop’s free PDF conversion tool. You can access DocuSign for Drawloop via web, as a Mozilla Firefox add-on, or as an iGoogle Gadget. Take a look at these instructions for using DocuSign Express for Drawloop via web. You can download the Mozilla Firefox add-on or embed the DocuSign Express / LOOP to PDF iGoogle Gadget.