UCSF Capital Equipment & Accounting uses DocuSign to send Physical Inventory Certification Forms to Equipment Custodians and their managers. Custodians use DocuSign to sign, or “certify,” their forms and forward them to their Manager for approval.
This step-by-step guide is intended for Equipment Custodians, and explains the steps involved with certifying the Physical Inventory Certification in DocuSign.
Managers use the steps in the How to Open the DocuSign Envelope and How to Review and Sign the Physical Inventory Certification Form in DocuSign sections of this guide to sign forms forwarded from Equipment Custodians they manage.
For more help using DocuSign, see the DocuSign (opens in new window) homepage.
How to Open the DocuSign Envelope
- You will receive an email from the Capital Equipment & Accounting team linking to the DocuSign envelope containing your Physical Inventory Certification Form. Click the View Documents button in the email body .
- If currently signed into MyAccess, DocuSign will open in a new browser window. Otherwise, sign into MyAccess and DocuSign will open.
- When DocuSign opens, click the CONTINUE button in the upper right-hand corner of the homepage .
How to Review and Sign the Physical Inventory Certification Form in DocuSign
- Review the document carefully, then click the Sign tab to populate your electronic signature . Follow the on-screen prompts to set your signature style if this is your first time signing with DocuSign.
- Enter your Department and Title in the red boxes provided .
- Click FINISH in the upper right-hand corner to complete the signing process (not shown.)
How to Forward your Physical Inventory Certification Form to your Manager
After you have signed, you must forward the physical inventory certification to your manager for approval:
- Click the Home tab from the DocuSign toolbar .
- Select Action Required from the Overview menu . All DocuSign envelopes that require your action display.
- Click the Manage button to the right of the Certification of Physical Inventory - Signature Needed form .
- A pop-up displays. Enter your Manager’s Email and Name in the fields provided .
- Click COMPLETE AND SEND . The document is routed to your Manager, who will complete the signing process as you did in the previous section. All parties will receive a copy of the final signed document.
How to Resend an Expired Physical Inventory Certification Form in DocuSign
If the DocuSign process expires before completion of the signing process, resend the document so the required signers will be renotified.
- Click the Manage tab from the DocuSign homepage .
- Click Sent in the ENVELOPES menu .
- Click the Subject of the envelope you need to resend ; the selected envelope displays.
- Click the RESEND button (not shown).
- A green pop-up message displays indicating the message was resent .
- Wait for the message to disappear or click the X to dismiss it.
How to Check the Status of a DocuSign Envelope
To check the signature status of a sent envelope:
- Click the Manage tab from the DocuSign homepage .
- Click Sent from the ENVELOPES menu .
- Icons in front of each Subject indicate the current status of an envelope :
- Action Required - envelopes awaiting your action, which you need to either sign or view.
- Waiting for Others - envelopes sent by you or to you that are waiting for others to act on, either to sign or to view.
- Expiring Soon - In-process envelopes that are due to expire within six days.
- Completed - envelopes with the status Completed, either sent or received.
- To quickly filter all envelopes with a specific status, click the corresponding QUICK VIEW .
