With cool new mobile devices available, including iPhone 4 and Droid 2, I wanted to share how we can experience fast, complete and trusted electronic signature while we’re on the go!

Right after Apple released the iPad, Doug Rybacki, director of product management for DocuSign, confirmed that DocuSign subscribers can create DocuSign envelopes on the iPad and it works well for templates and sending for eSignature with Freeform signing.

Templates

Using Templates: Templates help streamline the sending process when you frequently send documents that are the same or similar. You can apply one or more templates to an uploaded document.
Uploading from a Template: To upload a document directly from an existing template, click the Add new document from a template link, select the template and click OK.

Working with Templates: To apply a template to a document, click the Apply a Template to this document link, select the template and click OK.
To apply another template to a document, click the Apply another Template to this document link, select the template, type the page of the document the new template will start on and click OK.
To remove a template from a document, click the Remove Template link. For more information about templates, check out this how-to blog post on creating a template in DocuSign electronic signature.

Freeform Signing

If the Freeform Signing feature is used, the signer sees the following items in the upper left corner of the documents window. The signer drags the appropriate item from the Click & Drag box to the appropriate place n the document. The signer clicks the Complete Signing button near the upper right corner of the screen to complete Freeform signing. For more on Freeform signing, take a look at this how-to blog post, How-To Use Free Form Signing From DocuSign.

Email to Electronic Signature

With the Spring ’10 release, you got another option for using DocuSign on iPad – with Email to Envelope, you can send in email attachments to start a draft envelope by emailing the attachment to drafts@docusign.net

1. Forward an existing email or create a new email. Fill out the Subject with the subject you want to use for the DocuSign envelope, add a message, and attach the document(s) to be signed. Send the email to DocuSign at: drafts@docusign.net.
2. DocuSign takes your email and creates a draft envelope with all the attachments added as the documents for the envelope, the email subject you sent becomes the envelope Subject, and message is added as the envelope message.
3. After creating the draft envelope, DocuSign sends an email to you with a link to the draft envelope.

DocuSign will send you an email with a link to your envelope, where you can then send the document for signature with Freeform signing after you log into your console!

Of course, I’ve also heard of other ways people are using DocuSign on the iPad – what are your favorite hacks to share?

I’ve gotten some questions lately about sending documents for electronic signature through zipForm 6. To help you with this process, take a look at the how-to video below, “How to send from zipForm 6 using templates.” I’m starting with templates, as that feature is included with DocuSign Standard.

To Send Documents for Electronic Signature from zipForm 6 Using Templates

To send documents for eSignature from zipForm 6, make sure you have a DocuSign account and that you’ve added your DocuSign credentials to your eSignature tab in your zipForm 6 account.

Select a document in zipForm 6 and fill out the form as you normally would. Once you’ve filled out the document, you’re ready to send the document for eSignature.

In the file tab, click on the menu button and select eSignature from the list. The eSignature window opens and you should make sure the document you want to send is checked, and that DocuSign is the selection in the drop down menu. Click the “Send to DocuSign” button.

A progress bar appears and when it reaches 100%, the DocuSign console opens in a new browser window and the document you chose from zipForm 6 is loaded in an electronic envelope.

From the envelope, we can easily apply a template, then add recipient information and a message.

To apply a template:

1. Click the “Documents” button. The documents window appears.
2. Click “Apply a Template” to this document and select a template. The apply template window appears.
3. Select the template you want to apply to the document.
4. Click “OK.”

You’re returned to the documents window. Click “Next” to continue.

In the recipients window, enter email addresses and names for the people you are sending the document to. Addresses will autofill, based on those in your address book. You can click on as many recipients as you need – just click the “New Recipients” button to add more recipients. If one recipient has to sign before another, just type the order in the order field to set when the recipient receives and eSigns the document. When you’re done, click “Next.”

In the message window, enter a subject and email text for the message. Type in the subject for the email to your recipients. A subject is required, but email text is not. You can also set reminders and other options and controls, but for now, let’s continue to the next step by clicking “Next.”

The template you selected earlier automatically places tabs and data fields. In some cases, you may need to modify or add more tabs or fields. Before you assign a tab to a recipient, make sure the recipient is highlighted orange. Scroll through the document to review the tab and field placements. Click the “Send” button.

The review and send window allows you to verify your recipients and the documents in your envelope. Click the “Send” button to send your envelope. The envelope sent screen confirms your envelope has been sent!

Thanks for using DocuSign – we have other videos, electronic signature tips and tricks, and eSignature tutorials – take a look!

Today brought several questions about using DocuSign’s electronic signature services on the Apple iPad. Doug Rybacki, director of product management for DocuSign, confirmed that DocuSign subscribers can create DocuSign envelopes on the iPad and it works well for templates and sending  for eSignature with Freeform signing.  So what are templates and Freeform signing, you ask?

Templates in DocuSign

Using Templates: Templates help streamline the sending process when you frequently send documents that are the same or similar. You can apply one or more templates to an uploaded document.

Uploading from a Template: To upload a document directly from an existing template, click the Add new document from a template link, select the template and click OK.

Working with Templates: To apply a template to a document, click the Apply a Template to this document link, select the template and click OK.

To apply another template to a document, click the Apply another Template to this document link, select the template, type the page of the document the new template will start on and click OK.

To remove a template from a document, click the Remove Template link. For more information about templates, check out this how-to blog post, How-To Create a Template in DocuSign Electronic Signature.

Freeform Signing

If the Freeform Signing feature is used, the signer sees the following items in the upper left corner of the documents window. The signer drags the appropriate item from the Click & Drag box to the appropriate place n the document. The signer clicks the Complete Signing button near the upper right corner of the screen to complete Freeform signing.  For more on Freeform signing, take a look at this how-to blog post, How-To Use Free Form Signing From DocuSign.

Have you used DocuSign on your iPad? Send in a story, picture or video of you using DocuSign on your iPad for us to share!

Reasons To Choose DocuSign
Among the top reasons to choose DocuSign for your Real Estate ESIGN provider is that NAR has named DocuSign the official and exclusive provider of eSign services through the NAR Member Benefits® Program!  This recognizes DocuSign as the best service for the complexities of Real Estate transactions.  What’s more, if you sign up for the DocuSign REALTOR® Edition, you’ll get the option to adopt an exclusive REALTOR® branded e-Signature, an intuitive, secure REALTOR® branded dashboard, with real-time document status updates, REALTOR® branded email communications templates, and a 20% savings over standard DocuSign rates on both editions – DocuSign REALTOR® Basic and DocuSign REALTOR® Standard.

In addition to DocuSign’s relationship with NAR, we also enable you to get your life back – you’ll no longer have to chase faxes, missed initials or signatures!

Personal Touch
Electronic signature from DocuSign doesn’t mean that you’re giving up the personal touch.  For busy buyers and sellers, using DocuSign’s electronic signature services demonstrates that you’re sensitive to their schedules. DocuSign also has an in-person signing feature, so that you can meet up with your clients, get their signatures and keep it in the DocuSign system. This eliminates the need to scan and upload!

DocuSign lets you focus on your most important value to your clients – the expert in Real Estate. Your knowledge of your area, the tools for the job, and the personal attention you provide are FAR MORE IMPORTANT than your role as a paper clerk!  Cut out the paper and focus on what you do best – you as the expert.

DocuSign Brings eSignature to your Mobile
DocuSign has “Designed for Mobile” functionality to allow anyone to sign on their phone in an interface specifically designed for smaller screens. There is no app to download, it runs in your mobile browser, and it works with Apple iPhone, Windows Mobile, Google Android and RIM Blackberry. It also enables your signers to eSign from the kids’ soccer game, in line at the grocery store, while pumping gas… anywhere they have access to their mobile email!

For those who DO have an iPhone, there is a really nifty application out there that allows you to do even more – review status, and even send from templates.  Yup, there’s an app for that.

DocuSign vs Tablet Screen
DocuSign can work on a PC, laptop or Tablet PC on both Windows and Mac. Did you know that if you want your handwritten signature to be your DocuSign signature, you can upload your custom signature?

With DocuSign, you don’t have to be face to face as you would need to be when capturing a digital signature via a tablet screen. This feature is very convenient when your signers are busy, traveling, or simply across town from each other!

Scan and Email vs DocuSign
It is possible to scan and email a document, but this process lacks the audit trail, encryption, and ESIGN compliant features that keeps your transactions safe and secure. Scanning a signature and emailing it takes more time and technology (scanners, etc) and has less legal evidence of who signed, etc.

With DocuSign, you’ll get an eSignature service that is ESIGN compliant as well as a Certificate of Completion and complete audit trail for each document, ESIGN Consumer Consent Manager, and integrated signer authentication. DocuSign is browser-based for Mac, PC & mobile devices and the only requirement is Internet connectivity.

DocuSign also provides reporting, custom storage folder structures, search and sort envelopes, and automated reminders/expirations, providing you with the utmost visibility into your transactions and saving you time from not having to print and scan!

Signer’s Learning Curve
DocuSign is incredibly easy for signers. All they have to do is log into their email, read the message, and click the link. Once they’re in the system, they simply have to check the ESIGN Consumer Consent, adopt a signature, and click the yellow stick-e-tabs to eSign or initial, placing their signature and initials wherever you instruct them in the document.

Once all the stick-e-tabs are clicked, they simply have to click the complete signing button.

Templates
Templates are available to new and recent subscribers with DocuSign Standard. You also have access to templates if you’re on the older DocuSign Professional Advanced plan. If you’re using DocuSign Basic or DocuSign Professional, you can always upgrade to DocuSign Standard if you want template functionality.

Templates allow you to place ALL the signature, initials, and other tabs for ALL your signers with ONLY ONE CLICK!  Yes, once you use templates you will never go back!  DocuSign is the ONLY service available that can automatically place tabs on all your documents automatically, no matter what documents you load.  (Probably one of the reasons NAR chose this service as the standard)

Banks, FHA and DocuSign

DocuSign has been working with the banks and FHA to get written documentation in place to enable the acceptance of electronic signature in real estate transactions.

Ken Moyle, DocuSign’s Chief Legal Officer, has written a blog post about the FHA and Electronic Signature Acceptance – the bottom line is that FHA does accept eSignature!

Identity theft, Security
How do you know who signed?  DocuSign provides a robust system with several tiers of security.  First, our data centers are hardened and comply with the strictest standards.  We actually run two separate data centers – one in Seattle and one in Chicago, hosted by Savvis, a worldwide infrastructure provider. In terms of signer authentication, DocuSign supports the following authentication methods:

1. Email – validate and record the signer had access to a known email address
2. Access code – A PIN or Password that is provided to each signer to access the document in order to sign
3. ID Check – a Knowledge Based Authentication (KBA) process provided through DocuSign from RSA.  This presents a set of questions only the signer could know.

In addition, we offer many other tools – OFAC, Age Verification, and STAN PIN for student lenders.   It is not required that you add additional layers of signer authentication to your process, but if you need it, it is there.

Each document deposited into the DocuSign system is individually encrypted with government standard encryption algorithms (AES 256 bit), and a digital fingerprint is created.   Every time the document is accessed, it is analyzed to be certain it has not been tampered or modified.  We also capture all aspects of signing in the audit trail, including email, IP address used, and exact time of signing. Any authentication methods requested are also captured.

All of this goes on behind the scenes, so you get the benefit of the most secure processing and handling, with the easiest and most familiar signing interface available. You get nothing like this from any other service or process on the market.

Other Questions about Using DocuSign’s eSignature Services
Can the other agent’s clients also sign or is just on your side?  If not, how does the other party sign and return?
This is a great question, and it has a few answers, all in the positive.  Yes, both sides can sign using DocuSign.  It depends on the situation:

A)   The other agent has DocuSign, and you don’t know the other agent’s signers.  – Simply tag up the document for your signers, add the other agent as a ‘CC’, and they will get a copy as soon as your signers complete signing.  The other agent can then also use the ‘Forward’ tool, and place tabs for their signers, and complete the transaction, adding you as the final ‘CC’.

B)   The other agent has DocuSign and you DO know the other agent’s signers – Simply tag up the document for all signers.  Put the other agent in sequenced AFTER your signers, and BEFORE the other signers so they can review it. Everyone gets a copy when the transaction is complete.

C)   The other agent does not use DocuSign – Simply tag up the document, get your signers to sign, and when done email (or forward) the signed document to the other agent. They can print it out and sign on paper.  Combined ESIGN and hand signed documents are fine.

I’m assuming the buyers/sellers sign then fax it to the system which puts it into the system in the sky making it available for you to obtain then resend via email?
No faxes required. Save your time and save a tree with DocuSign. Once you’ve set up a document for signature in the DocuSign system, DocuSign will send an email notification to your buyer / seller, notifying them that you have requested their signature via DocuSign.

They click the link which pops open a secure browser. They click on a consent notification, agreeing to do business electronically as well as adopt an electronic signature. Once they’ve signed and initialed where you’ve indicated with DocuSign’s stick-e-tabs and clicked the complete signing button, DocuSign will notify you that your signer has completed the signing process.

You can log into DocuSign and download a copy for your records. If you have DocuSign standard, you can set up DocuSign to automatically forward completed documents to the other agent on the transaction!

Thanks again for the questions and comments – if you have any further questions, please let me know!

We’re back for another exciting e-Signature developer workshop – thank you to everyone who attended the first two ESIGN Developer Workshops!

Mike Borozdin, Manager of Professional Services, will take you through a free electronic signature developer workshop so you can learn how to use templates in conjunction with API web service calls.

We will walk through a Java sample that shows how templates can be used via the API.

In one hour, you’ll learn how to leverage templates to automate the sending of documents through the DocuSign electronic signature system.

If you’re evaluating the DocuSign API to integrate electronic signature with your existing processes or technologies or you’ve heard about the DocuSign API but aren’t sure how to get started, you won’t want to miss this FREE eSignature workshop!

So when can you learn how to automate the sending of documents through DocuSign esignature?

Wednesday, March 17, 2010 1:00 PM – 2:00 PM PDT

Please register for this free eSignature developer workshop, get your free DocuSign Developer account and download the DocuSign SDK prior to the workshop.

Looking forward to seeing you there!

How-To Create A Template in DocuSign Electronic Signature:

1. Enter a name for your template
2. Browse for and upload documents

Click Next to create roles for your recipients. Using a role means you don’t have to enter the email address or the name of your recipients if they’ll change as you’ll send new documents.

You may specify:

• Type
• Email
• Name
• Note
• ID Check
• Access Code
• Routing Order

… for each recipient.

To set the routing order:

1. Select the appropriate order from the drop down list
2. Clicking the lock check box will prevent template users from editing the recipient information

Click Next to enter the subject, email text, any other preferences for expiration or reminders and click Next.

To tag the document for template:

1. Click on a recipient
2. Drag an electronic signature, initials, or data tab from the tagging palette from the right side of the screen to the document
3. Be sure the correct recipient is highlighted for each tab you drag on the document
4. When using radio buttons, remember to use the same group name to group the choices
5. You can adjust the size of text boxes to fit the blanks in the document

When you’ve completed adding tabs, click Save. Now you’ve created your own custom template in DocuSign to save you more time when you use DocuSign’s eSign services!

To catch up with us in person, stop by booth #456 at Keller Williams Family Reunion. To catch up with us online, become a Fan on Facebook or follow us on Twitter. Need to know how to do anything else in your DocuSign Dashboard? Leave a comment to let us know!

Templates: The ability to create pre-defined documents with all ‘sign-here’ electronic signature and initial tabs for users who often send the same contract or agreement to different signers provides a dramatic time savings by automating the repetitive task of placing electronic signature and initial tabs. Once you’ve created and saved a template, you never have to place the tabs when sending that same type of document.

Intelligent Document Recognition™  (IDR): This proprietary feature analyzes documents loaded into the DocuSign system and automatically applies all ‘sign-here’ and other data tabs based on pre-defined customer templates. This innovation provides a dramatic time savings for power users who often send the same contract or agreement for signature multiple times a day, or for complex contracts.

Electronic Signature Personalization: In 2009, DocuSign delivered the only online electronic signature experience that offers signers the ability to create and save their own unique electronic signature. Signers now have the ability to load an exact image of their handwritten signature for use as part of their DocuSign e-signature, creating an even more personalized electronic signing process.

Support for Additional Document Formats: For even more time savings, DocuSign saved its customers an extra step every time they upload documents because they do not have to convert documents to PDF. DocuSign automatically provides real-time conversion of a broad range of document formats to secure PDFs on the fly.

Improved In-person Signing Experience: Electronic contract execution is becoming more common during in-person signings with multiple signers – especially for real estate, insurance and financial services customers. Using the new in-person signing process, DocuSign introduces a ‘Signing Host’ who acts much like a notary, authenticating the signers and administering the process.

I know I said I’d share the Top 10 ESIGN features of 2009 and for those of you who are counting along, we’ve only covered five. Come back tomorrow for the final five ESIGN features of 2009… **Update** Click Here for the final five ESIGN features of 2009

By including paperless processes in your business, you can reduce, if not eliminate, the piles of paper generated from faxing documents back and forth. This is green and more importantly, it saves you TIME.

DocuSign electronic signature also offers features designed to save you even more time:

DocuSign integrates with all of the major forms providers, meaning that you can continue to create your documents using the software you’re already familiar with. For example, DocuSign is also fully integrated with zipForm 6 – take a look at the video below:

DocuSign will also send courtesy copies to anyone else who needs a copy of your signed documents. Simply include the name, email address and designate them as a “CC” recipient when you’re preparing your documents for signature. This saves you even more time, by eliminating the need to manually download signed documents, attach them to an email and forward them to the other agent on the transaction.

With DocuSign, you can take advantage of time saving features such as templates and Intelligent Document Recognition (IDR). Once you’ve created a template by marking your documents for e-signature and initials for a role recipient, the next time you need to send a the same type of document, IDR will propose a template if it detects a match. You select the template and the e-signature and initial tabs will be automatically applied.

During this busy holiday season as well as year round, these time-saving tips mean that you have more time to focus on what you want, instead of chasing paper back and forth.

Have other tips, tricks or questions? Let us know in the comments!

Templates and IDR

Templates enable you to save recipient, tab and message information for reuse on new DocuSign envelopes.

Steps for Creating a Electronic Contract Template:

1. Click the new template button
2. Enter a name for your template
3. Browse for and upload documents
4. Enter a role name (role recipient) so you do not have to enter the email address and name for your signers as they will change as you send new documents
5. Enter your signers’ information
6. Click the lock check box to prevent other template users from editing the recipient information
7. Enter your message
8. Tab the document and make sure that the correct signer is highlighted as you place the tabs
9. Use the radio buttons to group the choices for your signers
10. Adjust the size of the text boxes for the documents

Once you’re done, click save, and you have a template you can use when you send a standard form document.

When you upload a document, IDR will propose a template if it detects a match. Select the appropriate template and your signature and initial tabs will be automatically applied – no more manual tabbing for your clients’ signature or initials.

Template Authoring Tips

Interested in some tips to help you create your templates correctly?

Templates may only contain one role recipient: Templates may contain multiple permanent / named recipients (such as yourself, if you must sign each time) but may only contain one role recipient.

The role recipient must be sequenced first: Other permanent / named recipients in the template may also be sequenced first, but the role recipient must be sequenced first.

The role recipient must be a signer: Other permanent / named recipients in the template may be signers, certified delivery recipients or carbon copy recipients, but the role recipient must be a signer.

Name or email address: The role recipient must not have a name or email address specified in the template.

Authentication methods: The role recipient and permanent / named recipients may be assigned access code and / or ID check authentication methods.

Are you interested in templates and ready to save even more time with electronic signature from DocuSign? Click here for more information about DocuSign Professional and DocuSign Professional Advanced.

Do you have more questions about templates? Let us know in the comments!

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!