DocuSign - Preparation for Position Change or Departure

Faculty and staff members preparing for change of position or departure/separation should go through the following checklist to ensure DocuSign items they own are not orphaned:

Objective

If you are a faculty or staff member preparing for a change of position or separation from the organization, you may own items in DocuSign that need to be transferred other members of your team or department, such as PowerForms, envelopes and templates to prevent them from being orphaned in the application.

This article provides a checklist to complete prior to your departure.

Checklist

1. ​​​PowerForms

   • ☐ How do I find PowerForms that have sender set to myself and transfer them?

     • Finding PowerForms - Go to the left navigation PowerForms Tab to access search screen. Then change the PowerForm Name filter to Sender Name > Apply. Enter your name in Search All PowerForms. See: Edit PowerForms.

     • Changing Sender - Select the More Actions menu (the three dots on the right side of the page) next to the PowerForm you want to modify and select Change Sender. The Change PowerForm Sender window opens, listing all users on your account who have PowerForm permissions. The current sender is selected. Select the new sender and select DONE.

2. Templates

   • ☐ How do I find templates where the recipient is set to me? 

     • Use “Recipient name and email address” filter from the All Templates view to identify. See: Find Templates Where a (to be) Removed User Is a Recipient or Signer. You may need to contact the owner of template not owned by Recipient.

   • ☐ How do I change ownership?

     • First, Identify Who Owns a Shared Template. Ensure target owner has Template/PowerForm permission level, then select More Actions > Transfer Ownership. 

3. Envelopes​​​​

   • ☐ When should I use Delegate Signing?

     • Use Delegate Signing when time is needed to transfer ownership or if templates/envelopes are missed. This should cover any future envelopes which may have been missed. This can be setup ahead of time starting now or in future date, for a finite time or indefinitely. See: Can we delegate signature authority while someone is on vacation (out of office)?

   • ☐ What should I do about In Progress envelopes? 

     • Envelopes you have draft or sent and not completed, can be transferred by user. See Transfer Sent Envelopes

     • OR With explicit permission from the person needing DocuSign content transferred, a DocuSign Administrator can perform Custody Transfer action and/or setup a Custody Transfer Rule. Submit DocuSign Request Form to request this action.

Need Additional Help?

If you have any issues transferring your PowerForms, templates or envelopes, please submit a ticket using this form: DocuSign Request Form