Docusign Help
Docusign in a website that allows you to get electronic signatures from clients and store files online. This page is meant to be a resource page for working in Docusign.
If you need help with Docusign and can't find an answer: DocuSign Support: [email protected], (800) 379-9973
What's the first step?
Check that your Docusign account (after you make one) is connected under settings in Command. Link it if it's not already connected (help video). If you are registered with NAR (or PAR), be sure your NRDS number is in your Docusign account settings to access the most up to date documents. There are templates that you can save and alter to save info into the document already. You start your Rooms FROM COMMAND in order to properly link them. There is a way to link them if you start the room in Docusign before the Opportunity, but it's easier to go from Opportunity to Docusign. It will pull info from the contact and the property info, if you filled that out in Command. New to Command? Start here: Command Help
How do I log into Docusign?
Log into realestate.docusign.com. If you already have a linked Opportunity and Room, you can go to the Opportunity, click the "Documents" tab, then click "go to Transaction" in the top right of the Opportunity to open that room directly. There are two sides of Docusign: Esignature and Rooms. Some features are only in one side, so you have to switch between them. Click your initials in the top right of the screen and on the drop down, you can switch between them.
What is a Room? How do I organize files?
A room is a space where you can keep all your documents for a transaction like a file folder in a cabinet. If you used Dotloop, this was like a loop. Within the room, you can create folders to organize the documents. You should create a "buyer docs" folder that will have signed documents that will be used for any buyer documents (BAC, CN, EPA brochure, KW disclosure, etc). Once a buyer has an offer in on a property, you can create another folder "For Closing" that will have all the paperwork for that specific property. It should be one Room per transaction. So if you have a client selling a property and buying a property, you need two Rooms for their paperwork. It needs to be named "5425 Baum Blvd - Smith - Listing" or "5425 Baum Blvd - Smith - Buyer" to easily identify the correct room. If it's an entity (LLC or company), then the name should be the company followed by the main contacts last name in parentheses such as "5425 Baum - 123 LLC (Smith) - Listing" in order to have it searchable. Make sure to add Dustin ([email protected]) to the Room so the admins can view the documents as needed.
How do I link a Room and an Opportunity?
You should be creating a Room through Command initially. You create the contact (or have an existing contact), then create the Opportunity (or have an existing Opportunity) for that contact. On the Opportunity, click "Documents" tab, then "Start a Transaction" on the top right to link it. It will have a little drop down to select either Dotloop or Docusign, and that is a FINAL decision. To properly link it, you'll have to achieve the Opportunity, then create a new one to choose Docusign. It won't link if you create it by logging into Docusign directly. Once the room is initially created through Command, you can go directly to Docusign to add or edit documents to that specific room.
What is an Envelope?
That what you are sending to your client to sign. Think of it like a package to send to your client. There is no Dotloop equivalent. While in the room, there is a tab for "envelopes" under the Room name. Click on that, then start new on the right side of that page.
As the agent, you fill out the paperwork with the correct information, then send it. Assign the information spots to you so that your client can't mistakenly change something when signing. Make sure you are the first on the list of people to have it go to by having a signing order. There is a spot to name the envelope at the top. It's easier to name it something useful such as "listing documents" or "offer for 123 Main St" so you can go back to it if necessary. At the bottom of the envelope page, there's a spot to edit what your client sees in their email. You can edit the email subject line, and write a message to everyone that will be seeing the envelope. Usually a short description of the documents is best. Once your documents are signed, they go to the "Room Docs" folder in the room so you'll have to search a bit to find it.
How Do I Pull Documents into an Envelope?
Depending on what documents you are filling out, you might be pulling from different places. Everything on the Initial Document checklist is in your templates, which can only be put into an envelope. If you are using a PAR form that isn't always used for every transaction (IE appraisal addendum, tenant addendum, etc), you should pull from the PAR documents into the room. Once it's in the room, you can pull it into the envelope. If it's a template or a DN Team document (Mold/KW disclosure), you can go directly to the envelope and add it. You can pull from multiple sources into one envelope to make filling things out and signing easy.
What is a Signing Order in an Envelope?
The order people sign in is important to whoever signs after them. If there is no signing order, then anyone can sign at any time. You as the agent, should sign first. If you select the check box to allow a signing order, put a "1" in the box next to your name, then a "2" next to the clients name. More than one person can have the same number. Think of it like tiers of people to sign. Everyone with a 1 signs, then it sends to everyone with a 2, and then once everyone with a 2 signs, it sends to everyone with a 3. If you need to deliver a signed document to someone (like the other agentS), put them last in the signing order ("add recipient" then "add by email", then switch "needs to sign" to "receives a copy" on the envelope page) with no assigned role or assigned text boxes to get a copy as soon as it's executed (hint: use this for the admins!!).
If you need help with Docusign and can't find an answer: DocuSign Support: [email protected], (800) 379-9973
What's the first step?
Check that your Docusign account (after you make one) is connected under settings in Command. Link it if it's not already connected (help video). If you are registered with NAR (or PAR), be sure your NRDS number is in your Docusign account settings to access the most up to date documents. There are templates that you can save and alter to save info into the document already. You start your Rooms FROM COMMAND in order to properly link them. There is a way to link them if you start the room in Docusign before the Opportunity, but it's easier to go from Opportunity to Docusign. It will pull info from the contact and the property info, if you filled that out in Command. New to Command? Start here: Command Help
How do I log into Docusign?
Log into realestate.docusign.com. If you already have a linked Opportunity and Room, you can go to the Opportunity, click the "Documents" tab, then click "go to Transaction" in the top right of the Opportunity to open that room directly. There are two sides of Docusign: Esignature and Rooms. Some features are only in one side, so you have to switch between them. Click your initials in the top right of the screen and on the drop down, you can switch between them.
What is a Room? How do I organize files?
A room is a space where you can keep all your documents for a transaction like a file folder in a cabinet. If you used Dotloop, this was like a loop. Within the room, you can create folders to organize the documents. You should create a "buyer docs" folder that will have signed documents that will be used for any buyer documents (BAC, CN, EPA brochure, KW disclosure, etc). Once a buyer has an offer in on a property, you can create another folder "For Closing" that will have all the paperwork for that specific property. It should be one Room per transaction. So if you have a client selling a property and buying a property, you need two Rooms for their paperwork. It needs to be named "5425 Baum Blvd - Smith - Listing" or "5425 Baum Blvd - Smith - Buyer" to easily identify the correct room. If it's an entity (LLC or company), then the name should be the company followed by the main contacts last name in parentheses such as "5425 Baum - 123 LLC (Smith) - Listing" in order to have it searchable. Make sure to add Dustin ([email protected]) to the Room so the admins can view the documents as needed.
How do I link a Room and an Opportunity?
You should be creating a Room through Command initially. You create the contact (or have an existing contact), then create the Opportunity (or have an existing Opportunity) for that contact. On the Opportunity, click "Documents" tab, then "Start a Transaction" on the top right to link it. It will have a little drop down to select either Dotloop or Docusign, and that is a FINAL decision. To properly link it, you'll have to achieve the Opportunity, then create a new one to choose Docusign. It won't link if you create it by logging into Docusign directly. Once the room is initially created through Command, you can go directly to Docusign to add or edit documents to that specific room.
What is an Envelope?
That what you are sending to your client to sign. Think of it like a package to send to your client. There is no Dotloop equivalent. While in the room, there is a tab for "envelopes" under the Room name. Click on that, then start new on the right side of that page.
As the agent, you fill out the paperwork with the correct information, then send it. Assign the information spots to you so that your client can't mistakenly change something when signing. Make sure you are the first on the list of people to have it go to by having a signing order. There is a spot to name the envelope at the top. It's easier to name it something useful such as "listing documents" or "offer for 123 Main St" so you can go back to it if necessary. At the bottom of the envelope page, there's a spot to edit what your client sees in their email. You can edit the email subject line, and write a message to everyone that will be seeing the envelope. Usually a short description of the documents is best. Once your documents are signed, they go to the "Room Docs" folder in the room so you'll have to search a bit to find it.
How Do I Pull Documents into an Envelope?
Depending on what documents you are filling out, you might be pulling from different places. Everything on the Initial Document checklist is in your templates, which can only be put into an envelope. If you are using a PAR form that isn't always used for every transaction (IE appraisal addendum, tenant addendum, etc), you should pull from the PAR documents into the room. Once it's in the room, you can pull it into the envelope. If it's a template or a DN Team document (Mold/KW disclosure), you can go directly to the envelope and add it. You can pull from multiple sources into one envelope to make filling things out and signing easy.
What is a Signing Order in an Envelope?
The order people sign in is important to whoever signs after them. If there is no signing order, then anyone can sign at any time. You as the agent, should sign first. If you select the check box to allow a signing order, put a "1" in the box next to your name, then a "2" next to the clients name. More than one person can have the same number. Think of it like tiers of people to sign. Everyone with a 1 signs, then it sends to everyone with a 2, and then once everyone with a 2 signs, it sends to everyone with a 3. If you need to deliver a signed document to someone (like the other agentS), put them last in the signing order ("add recipient" then "add by email", then switch "needs to sign" to "receives a copy" on the envelope page) with no assigned role or assigned text boxes to get a copy as soon as it's executed (hint: use this for the admins!!).
How do I add files to an Opportunity in Command for Compliance?
The most important part of linking an Opportunity and a Room is so that our MCA can check for compliance on every file. Our admins will do this, but if you want to link them, it's appreciated. The type of Opportunity dictates which documents are required, so be sure your Opportunities are set up correctly. At this point, you should have started the Opportunity in Command to properly link it and have sent the filled out documents for signatures. After it's signed by the client, go to the Opportunity, click the "Documents" tab, and you should see a list of documents you need. On the right, simply click "Add a File" for the particular document you want to upload. Help Video
Why are certain fields (text boxes, check marks, etc) different colors?
The color of the textbox refers to the person who needs to fill it out. You can switch that by selecting the field, then in the upper left hand corner, you should see who it's assigned to. Click the drop down to select the correct person to fill it out. Most of the boxes should be for the agent to fill out to prevent clients from filling out wrong info or moving things.
Why do I need to add a "Date Signed" field next to initials and signatures?
Docusign DOES NOT automatically put time stamps next to initials and signatures, for some dumb reason. It's SO IMPORTANT to have a time stamp because of the dates in the contract depend on the execution date of the agreement of sale. A seller signs off on an offer on 6/1 (no time stamp on this), with an inspection period of 10 days. Listing agent delivers the contract back to the buyer's agent on 6/2. They want to do a sewer camera test on 6/11. Is that still considered within the inspection period? When is the execution date of the contract? It leaves a big question mark on very important parts of the contract.
How do I Edit or Create Templates?
To access templates, you need to be on the "esignature" side of Docusign. You can switch from rooms to E Signature by clicking top right on your initials, then about half way down there's the option to switch. Once the E Signature page loads, the top task bar will have an option for "Templates" that you can click. The "My Templates" are what you can edit. If you wanted to make a new template, you can upload a new PDF and create one from scratch. To edit an existing one, click the drop down arrow on the right side of the template name.
The most important part of linking an Opportunity and a Room is so that our MCA can check for compliance on every file. Our admins will do this, but if you want to link them, it's appreciated. The type of Opportunity dictates which documents are required, so be sure your Opportunities are set up correctly. At this point, you should have started the Opportunity in Command to properly link it and have sent the filled out documents for signatures. After it's signed by the client, go to the Opportunity, click the "Documents" tab, and you should see a list of documents you need. On the right, simply click "Add a File" for the particular document you want to upload. Help Video
Why are certain fields (text boxes, check marks, etc) different colors?
The color of the textbox refers to the person who needs to fill it out. You can switch that by selecting the field, then in the upper left hand corner, you should see who it's assigned to. Click the drop down to select the correct person to fill it out. Most of the boxes should be for the agent to fill out to prevent clients from filling out wrong info or moving things.
Why do I need to add a "Date Signed" field next to initials and signatures?
Docusign DOES NOT automatically put time stamps next to initials and signatures, for some dumb reason. It's SO IMPORTANT to have a time stamp because of the dates in the contract depend on the execution date of the agreement of sale. A seller signs off on an offer on 6/1 (no time stamp on this), with an inspection period of 10 days. Listing agent delivers the contract back to the buyer's agent on 6/2. They want to do a sewer camera test on 6/11. Is that still considered within the inspection period? When is the execution date of the contract? It leaves a big question mark on very important parts of the contract.
How do I Edit or Create Templates?
To access templates, you need to be on the "esignature" side of Docusign. You can switch from rooms to E Signature by clicking top right on your initials, then about half way down there's the option to switch. Once the E Signature page loads, the top task bar will have an option for "Templates" that you can click. The "My Templates" are what you can edit. If you wanted to make a new template, you can upload a new PDF and create one from scratch. To edit an existing one, click the drop down arrow on the right side of the template name.
