Best Practices

Do use UT DocuSign accounts:

  • Only for official University Business.
  • Each unit must have a DocuSign Unit Contact (DUC).
    • DUCs must complete training.
    • DUC are required to sign an acknowledgement of responsibilities as a DUC
  • Active faculty and staff who have a DUC can be set up to send documents.
  • Any recipient with a valid email address can sign documents.
  • Use the email address when sending forms to UT faculty and staff.
  • To sign documents sent from or provided by university offices
    • If you receive an unanticipated university DocuSign form, click the Save for Later button and contact the document sender.
  • DocuSign has been approved for use with confidential information.
    • Features for additional authentication and masking should be used for specific projects using DocuSign for confidential information.
    • For additional security or legal vetting for projects or questions about DocuSign security features, contact
  • Check with your DUC:
    • For guidance on securing completed envelopes in UTBox or other storage.
    • To authorize or request any changes to your account.
    • Before you leave the unit.
  • As a sender, route documents to processing units or approval signers only when you have obtained instructions.
    • Before initiating a document workflow that includes another university unit, you must verify that the destination unit will accept DocuSign forms.
    • Before routing a document to approval signers (e.g. Deans, AVPs), consult the contact person listed in the DocuSign Routing Directory or the signer's administrative staff.
    • DUCs will be notified when official university forms are approved for DocuSign.
  • Save the Certificate of Completion
    • Either, include with submitted form
    • Or, have an agreement with the processing unit for retention of the certificate

Don't use UT DocuSign accounts for:

  • Don’t route documents via DocuSign to processing units or approval signers that have not yet provided instructions for proper routing.
  • Don’t exchange documents or signatures between university healthcare providers and clients, patients, or clinical test subjects
  • Don’t share accounts. Signers can sign at any time from almost anywhere in the world. But if you know that a signer will not be available, use DocuSign routing features and document logic to allow another signer to be recorded as a proxy signer.

For additional guidance on using DocuSign at UT, please see DocuSign for University Business.  

If you need to change the password associated with your EID, use the EID Self-Service tool to update your EID password.  If you need help with Duo, contact the UT Service Desk.