DocuSign User Management

User Management:

• Understanding Roles
• Setting permissions
• Managing users

Understanding roles:

DocuSign CLM user roles define the level of access and capabilities for each user. Here’s a summary of the key roles:

• Guests: The most limited role, allowing users to upload, view, or download documents. They cannot edit, move, or share documents, participate in workflows, or create reports. They can fill out eForms but not edit or create them.
• Limited Subscribers: Similar to Guests but can execute searches and fill out eForms. They cannot edit or create eForms, reports, or contacts.
• Full Subscribers: Can view, edit, and upload documents. They have limited report creation capabilities and access to certain preferences. This is the most common role for internal users.
• User Administrators: Manage users and administer account-level preferences, except for security groups. This role is used for delegating administrative tasks within the account.
• Super Administrators: The highest-level role, with full access to everything, including all users' home folders. Super Administrators manage all aspects of the account.

When creating a user, assign a role based on their responsibilities, ensuring they have the appropriate level of access for their tasks.

Setting permissions:

A permission profile is a set of settings that defines what actions a user can perform in DocuSign eSignature. Administrators assign these profiles to users when they are added to an account, making it easier to manage permissions for multiple users at once.

There are three default permission profiles:

• DS Admin: Full access to all eSignature features and account settings, including user management.
• DS Sender: Basic eSignature access, allowing users to send envelopes and use templates but not manage envelopes, use bulk send, or access the API.
• DS Viewer: Can only view and sign envelopes, with no ability to send them.

Admins cannot modify or delete these default profiles but can copy them to create custom profiles.

Managing users:

In DocuSign CLM accounts, user management (adding, updating, and closing users) is handled through the DocuSign organisation settings. For organisation-level user management, contact the DocuSign organisation administrator.

As an account administrator, you can manage users through the Users page. Users must activate their accounts to become billable. Email addresses can only belong to one active or pending user at a time. If a user’s email is already in use, the system will prevent the creation of a new user. Closed users can be reactivated, but if your company recycles email addresses, it’s recommended to add a new user to avoid granting access to past envelopes.

Administrators with delegated rights for Users and Groups can manage non-administrative users but cannot manage users with administrative permissions.