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USING DOCUSIGN WITH PS SCMSigner Setup and Route for SignatureUSING DOCUSIGN WITH SCMSimplifying the SCM contract document electronic signature process requirements for internal andexternal contract document signatories with the DocuSign solution.Version 20.6-24Setup external/internal signersand route your contract forsignature

USING DOCUSIGN WITH PS SCMSigner Setup and Route for SignatureBefore we get started Only the procedures for setting up signers, routing documents for signature, and electronically signing contract has changed with the implementationof DocuSign; everything else stays the same. Signers no longer need to be registered as bidders or designated as a contact under a registered bidder. “Yah-hoo.” You need a valid email address to setup a signatory. (That goes for external AND internal.)There’s an alternate procedure that allows you to setup signers the old way using the bidder contact (external) and the PS user ID (internal), but it’smore complicated and requires more steps. It’s your option, but we’re going to focus on teaching you the new way because it’s SO much easier! You need a valid phone number (no extensions) for the EXTERNAL signer.The State has opted to use DocuSign functionality requiring authentication of the external signer by text. It’s simple and verifies the signatory’s identity.In case you’re wondering, we don’t need to authenticate State (internal) signers. As the document author/administrator, you designate the signing order; it should still ALWAYS BE external (supplier) first, then internal (the State).All SCM templates have been updated to provide yellow “sign here” tags (invisible from within SCM) in the signature blocks. They’ll require signers toprovide a signature, a title, and the date.External signers will be the first tags visible to a signer, so you’ve got to get the signing order right! Again, supplier first, then the State.

USING DOCUSIGN WITH PS SCMSigner Setup and Route for SignatureContentsFIRST THINGS FIRSTFIND YOUR CONTRACT . 1GOT YOUR DOC?OKAY, LET’S ROLL! . 2STEP 1 . 3Setup signers and signing orderSTEP 2 . 4Setup external signer authenticationSTEP 3 . 5Prepare the email notification to signersSTEP 4 . 6Send for signatureDOC CAN’T BE SENTGOT AN ERROR? . 7TRACK THE STATUSSIGNING DETAILS . 8DOCS NOT DELIVEREDSIGNING CANCELLEDYOU’LL GET A MESSAGE . 12SIGNING INSTRUCTIONVISIT THE WEBPAGE . 13DOCUMENT VIEWEDYOU’LL GET A MESSAGE . 14AUTHENTICATION FAILEDYOU’LL GET A MESSAGE . 15AUTHENTICATION REPAIRHERE’S THE DRILL . 16SIGNING COMPLETEYOU’LL GET A MESSAGE . 17DETAILS IN SCMUPDATE THE INFO . 18CHECK THE SCM DOCSIGNATURES ALL SET . 19DOCUMENT HISTORYHERE’S THE STORY. 20YOU’LL GET A MESSAGE . 9SIGN PROCESS VOIDEDYOU’LL GET A MESSAGE . 10CANCEL SIGNATURESSTOP THE PROCESS . 111

USING DOCUSIGN WITH PS SCMSigner Setup and Route for SignatureOkay, here we go!FIND YOUR CONTRACTLog into PeopleSoft and navigate to Supplier ContractManagement (SCM).Use the search options to locate your contract andpull up the Document Management page.So far, nothing’s different!1

USING DOCUSIGN WITH PS SCMSigner Setup and Route for SignatureOn your mark. Get set.OKAY, LET’S ROLL!From the Document Management page, click thePrepare and Route for e-Signature .This’ll take you to the Send Document for Signing pagewhere we set up the document for signing with thenew DocuSign process.We can get this done in just FOUR steps!2

USING DOCUSIGN WITH PS SCMSigner Setup and Route for SignatureSTEP 1Setup signers and the signing order on theEmail Address tab. EmailEnter the signer’s valid email address.IDENTITYAUTHENTICATION TAB Recipient NameEnter the signer’s name as it must appear on thecontract. Sign OrderEnter a number to define the order in which thedocument should be signed. External SignerUse the plus and minus buttons if you need to add orremove rows.Select the Identity Authentication tab to move on tothe next step!Other DetailsBefore you setup signatures, ALWAYS verify that the contract is the correct document and version.The name entered as the Recipient Name will default as the signature for the signer, so the spelling must be correct. The signer could decline to sign ifsomething isn’t right.Keep these things in mind. External signers should always be first; that’s the State’s requirement.DocuSign will send email notifications to signers in the order you specifyDon’t forget and leave the Sign Order blank; because of the embedded Sign Here tags signatures might end up in the wrong places.3

USING DOCUSIGN WITH PS SCMSigner Setup and Route for SignatureSTEP 2Set up the External Signer authentication. User AuthenticationFrom the User Authentication field drop down list, selecttext message as the authentication method for theexternal signer.The signer must have a mobile device that can accepttext or SMS messages.Other DetailsSigner authentication is not system-enforced.The State’s definition of electronic signature requires authentication for external signers but not for internal signers.Oversight agency approvers may deny your contract if External Signers have not been authenticated.4

USING DOCUSIGN WITH PS SCMSTEP 3Signer Setup and Route for SignaturePrepare the email notification.The DocuSign email notification that is sent to signerswill include what’s written in the Subject and Messagefields at the bottom of the Send Document for Signingpage.1.The Subject LineAdjust the wording in the Subject field as you prefer toidentify the document to be signed.2.Enter a Message for SignersThere will not be system-generated text (as was includedbefore DocuSign) in the notification to signers; it’s up toyou to provide anything necessary in the message.Do not use quotation marks inside themessage field!Other DetailsWe recommend something like this to include in the email notification message.A contract for FILL IN THE BLANK services with the State of Indiana has been prepared and is ready for your review and electronic signature.Before you click Review Document, visit the eSigning Electronic Contracts webpage at https://www.in.gov/idoa/2977.htm to find instructions for signingwith DocuSign.Thank you.FILL IN YOUR NAMEFILL IN YOUR CONTACT INFO5

USING DOCUSIGN WITH PS SCMSigner Setup and Route for SignatureSTEP 4Send for Signature.Last chance! Before you send it out, check one last timeto make sure you’ve got the bases covered. email address is goodRecipient’s name spelled correctlySign Order designatedCheckbox selected for External SignerIdentity Authentication set up for External Signer(s)All set? Okay, let’s do this!Click the Send button.Other DetailsThe Review Document email notification will be sent to the first signer.After the first signer has finished, an email notification will be sent to the next signer in line, and so on.AWESOME JOB!6

USING DOCUSIGN WITH PS SCMSigner Setup and Route for SignatureUh-Oh! There’s a Problem.GOT AN ERROR?If you click Send without setting up signers, you’ll getthis error message that says, “Document cannot besent for signing. No recipient has been entered.”Just click the OK button and complete the requiredsteps to set up the signers.7

USING DOCUSIGN WITH PS SCMSigner Setup and Route for SignatureLet the signing begin.SIGNING DETAILSAfter you click Send, the Document Management pagewill update and display info about your actions.Under Signing Details it’ll show the date/time youcreated the DocuSign envelope and sent the invitation(to sign) to the first signer.Under Signers it’ll show the Sign Order, email address,User Name and Sign Status for all signers entered.This is the only place you can verify the signerinformation after clicking Send.The info on this page won’t update until you click theGet e-Signature Status button after the signers havesigned.8

USING DOCUSIGN WITH PS SCMSigner Setup and Route for SignatureReturn to sender.YOU’LL GET A MESSAGEIf the signer email address is invalid, you’ll receive amessage like this one to let you know the documentscouldn’t be delivered.No problem.Make sure you have the correct email address, thenjust follow the steps to cancel the e-Signature processand you can update the info.9

USING DOCUSIGN WITH PS SCMSigner Setup and Route for SignatureSigning declined.YOU’LL GET A MESSAGEIf the signer declines the invitation to sign (in the caseof an External Signer) or “voids” the contract ( when anInternal Signer says no), you’ll get a notification likethis one. The signers will get it, too.Maybe the signer’s name was wrong, or maybe there’sa problem with something in the contract document.You’ll have to figure that out, but we can fix this so itcan be sent again.Follow the procedures to cancel signatures, andyou’re all set.10

USING DOCUSIGN WITH PS SCMSigner Setup and Route for SignatureNeed to stop the signing?STOP THE PROCESSIf at any time for any reason you need to stop the eSignature process, just follow these steps.1.Click the Cancel the Signature Process button.Email notifications will be sent to all parties.2.Clear the info (literally delete the informationfrom the page) on the Internal Contacts/Signersand External Contacts/Signers pages.3.When you’re ready to try again, repeat the steps tosetup the signers and send for signature.11

USING DOCUSIGN WITH PS SCMSigner Setup and Route for SignatureIt’s a done deal.YOU’LL GET A MESSAGEIf you cancel signing, you and all the signers will get anemail notification like this one to let you know theprocess has been voided.12

USING DOCUSIGN WITH PS SCMSigner Setup and Route for SignatureSigners need some help?VISIT THE WEBPAGEThe procedures for signing an SCM documentelectronically with DocuSign are pretty simple; manysigners will likely make their way through theprocedure without additional instruction.For those who might not be as confident or would justlike to make certain they’ve got it covered, detailedstep-by-step instruction is available on IDOA’s websiteat:https://www.in.gov/idoa/2977.htm.13

USING DOCUSIGN WITH PS SCMSigner Setup and Route for SignatureInquiring minds want to know.YOU’LL GET A MESSAGEAfter a signer clicks Review Document in the DocuSignemail they receive, you’ll get a message to let youknow the person opened and viewed the documentsyou sent.Pretty cool!14

USING DOCUSIGN WITH PS SCMSigner Setup and Route for SignatureInquiring minds want to know MORE.YOU’LL GET A MESSAGEIf a signer isn’t able to authenticate his or her identityfor whatever reason, you’ll get notification like this oneto let you know.You’ll need to figure out why it failed; maybe it was thewrong phone number, or maybe it was enteredincorrectly by mistake.It’s okay. We can fix it!15

USING DOCUSIGN WITH PS SCMSigner Setup and Route for SignatureLet’s try again.HERE’S THE DRILL Make your way back to the DocumentManagement page. Click the Get e-Signature Status button.The Signing Details section will update to showAuthentication Failed for the signer.From here, follow the steps to cancel the e-Signatureprocess and you can start again.16

USING DOCUSIGN WITH PS SCMSigner Setup and Route for SignatureThe signers are finished.YOU’LL GET A MESSAGEWhen the last signer has finished signing thedocument, you’ll get a notification to let you know thesignature process has been completed.Time for a High-Five!17

USING DOCUSIGN WITH PS SCMSigner Setup and Route for SignatureLet’s wrap it up.UPDATE THE INFO Make your way back to the DocumentManagement page. Click the Get e-Signature Status button to refreshthe page and update the Signing Details section.If everything went according to plan, you’ll see all thesteps completed. TheBigCheese@Yahoo.comColby Jackwerjea@idoa.in.govWerner, J EEach external signer’s identity authenticatedEnvelope opened by each signerEnvelope viewed by each signerEnvelope signed by each signerThis information will remain on the page until anAmendment is created.18