Dos and Don'ts
Do ask: If you have any questions, please contact UF-DocuSign@ufl.edu.
Do use UFDocuSign to conduct official University business. It will save you time, paper and headaches.
Do check (when using a UF core/support office form) the core/support office website to ensure you are using the most current version of that form.
Do keep good electronic records of all contracts signed electronically. You’ll need a durable record of the contract, who signed it and how they signed it. Make sure you save your completed UFDocuSign documents via ePAF/EDM (OnBase) or your department’s document archival solution. UFDocuSign is not for storing documents. All completed, declined or voided UFDocuSign documents are deleted after 90 days.
Do double check that your signers know they will be asked to sign electronically.
Don’t send unauthorized data via DocuSign. Refer to the Authorized Data Types page and UF’s data classification policy for more information.
Don’t create new templates for approved UF forms, such as HR-600, etc.
Don’t sign documents with any other account than your GatorLink ID.
Don’t send documents to university business units that have not yet established processes for handling DocuSign documents.
Don’t share your UFDocuSign account. Signers can sign at any time from almost anywhere in the world. But if you know that a signer will not be available, use UFDocuSign routing features and document logic to allow another signer to act as a proxy signer.
Don't login or send to UF Departmental emails; e.g. josephsmith@medicine.ufl.edu. Doing this logs you into an account that is external to UFDocuSign. This means that any documents that are sent from or signed using these external accounts will not appear in your UFDocuSign (ufl.edu) account making it more difficult to manage documents. Additionally, any accounts created with departmental emails are often free, trial accounts or non-Enterprise accounts that have limited envelopes Senders will often receive the "EnvelopeSends Call Blocked" or similar error.