Terms and concepts
DocuSign Envelope
DocuSign envelopes are individual DocuSign transactions that include one or more documents you send to a recipient to sign. An envelope captures data on the documents being signed, including who the signers and other recipients are, the places where signers sign the documents, and where other DocuSign tags are present on the document. Envelopes have statuses (like Sent, Delivered, Completed, or Voided) and also contain timestamps that indicate the progress of the delivery.
Documents
You can include one or more documents stored in file attachment fields in Quickbase or in Amazon S3. Documents can be of any type—.docx, .pdf, .txt, or any other format.
These documents can also be generated using our Exact Forms Plus extension, so that you already have information from your Quickbase table record included in the documents you send.
Recipients
Once you select the documents to send, you add the recipients who receive and sign your documents, or receive a copy. You must provide an email address and name for each recipient. Recipients don't need a DocuSign account. Even without an account, they can still open your document and complete their signing action. You can assign different roles to the recipients of your document, such as signing or receiving a copy.
Tags/Tabs
Tabs (also called tags or fields) are places on the document where a recipient must provide input (typically a signature or initial) or where a calculated value (such as a formula) is displayed. Tabs are typically assigned to individual recipients to provide input. After all recipients have entered data for their tabs in every document in an envelope, the signing process is complete.
Each tab is defined by a type, a set of parameters that determine what kind of input it requires (for example, a Sign Here tab requires a signature, while a Text tab prompts the user to input text), and where it is placed on a document.
Our integration allows you to place tags within a document in two ways:
1. Fixed positioning
The placement of the tags is based on the X and Y coordinates on a document. When you have a consistent document for all of the envelopes you create, use this type of tag placement. Examples of consistent documents include a credit card authorization form or a W-9 form.
2. Anchor tagging
The placement of the tags is based on the position of a specific string on a document. Anchor strings are specified in your DocuSign Recipients Table. A common anchor string is (/s1). This string represents Signer 1. When you create your DocuSign Recipient tags, you specify that you want a Sign Here tag placed wherever the anchor string /s1 appears on your document. If the same anchor string is found multiple times on the document, the tag shows each time the string is found.
If you have a document that is different each time you create an envelope, you need to use this type of tagging. Examples of these documents include quotes, invoices, agreements, and contracts.
Electronic Signature
The US Federal ESIGN Act defines an electronic signature as an electronic sound, symbol, or process, attached to or logically associated with a contract or other record and executed or adopted by a person with the intent to sign the record. Electronic signatures have been used to sign offer letters, sales contracts, permission slips, rental or lease agreements, liability waivers, and financial documents.
Difference between Electronic Signature and Digital Signature
Electronic signatures, or eSignatures, are a broad category of methods for signing a document. A digital signature is a type of electronic signature that uses a specific technical implementation. Digital signature providers like DocuSign follow the PKI (Public Key Infrastructure) protocol.