Adding an approver in DocuSign is a straightforward process that involves designating a specific recipient role and configuring the document's workflow. This ensures that documents go through the necessary review and authorization steps before finalization.
Understanding Approvers in DocuSign
An approver in DocuSign is a recipient who must review and approve a document before it can proceed to other recipients, such as signers. Unlike a signer who applies a legally binding signature, an approver's role is to provide formal consent or denial, which is recorded within the document's audit trail. This role is crucial for workflows requiring internal checks, budget approvals, or policy confirmations.
DocuSign supports various recipient roles, each with a distinct purpose:
- Signer: Electronically signs the document.
- Approver: Reviews and approves/declines the document.
- Receives a Copy: Gets a copy of the completed document.
- Needs to View: Must open and view the document before it can be completed.
- Specify Recipients: Designates future recipients.
Step-by-Step Guide to Adding Approvers
To add an approver to your DocuSign envelope, follow these steps during the sending process:
1. Start a New Envelope
Begin by logging into your DocuSign account and selecting "Start a New Envelope" or "Send a Document". Upload the document(s) you wish to send for approval.
2. Add Recipients and Designate Roles
In the "Add Recipients" section, you will define who receives the document and what action they need to take.
- Enter Recipient Information:
- Provide the full Name and Email Address of the individual who will act as the approver.
- Practical Insight: If your DocuSign account is integrated with a CRM like Salesforce, you will typically enter the name of an existing Salesforce user from your organization. This ensures the approval process aligns with your existing user directories.
- Set Recipient Role: From the dropdown menu next to the recipient's name, select "Approver". This action specifies that this individual's primary task is to approve the document.
3. Add Multiple Approvers (Optional)
If your workflow requires multiple approvals, you can easily add more approvers:
- Select "+ Add Recipient" or a similar button (e.g., "+ Add Another Approver" if explicitly prompted).
- Repeat the process for each additional approver, entering their name, email, and setting their role to "Approver."
4. Set Approval Order (Optional but Recommended)
For complex workflows, defining the order in which approvers receive and act on the document is critical.
- Enable Routing Order: Look for an option to "Set Routing Order" or "Set Approval Order," often indicated by a numbered list or an icon.
- Define Order: Assign a numerical order to each recipient. For instance, if Approver A must approve before Approver B, assign '1' to Approver A and '2' to Approver B.
- Sequential Routing: Ensures recipients receive and act on the document one after another in a specified sequence.
- Parallel Routing: Allows multiple recipients at the same routing step to receive the document simultaneously. The document proceeds to the next step once all recipients in the current step have completed their action.
5. Add Document Fields and Send
After configuring all recipients and their roles:
- Add Fields (Optional): Click "Next" to proceed to the document tagging page. Here, you can drag and drop fields like "Approval" (which provides an Approve/Decline button) or "Text" fields for comments, directly onto the document for your approvers.
- Review and Send: Once all fields are placed, click "Send" to dispatch the envelope.
Best Practices for Managing Approvers
| Aspect | Best Practice |
|---|---|
| Clear Roles | Always assign the correct recipient role (Approver, Signer, CC) to avoid confusion and ensure legal compliance. |
| Routing Order | Carefully plan your routing order. Use sequential for strict step-by-step approvals and parallel for concurrent reviews to optimize workflow efficiency. |
| Templates | For frequently used documents with consistent approver lists and routing, create DocuSign templates to save time and reduce errors. |
| Reminders/Expiries | Utilize DocuSign's automatic reminders and expiration settings to keep the approval process moving and prevent delays. Set reasonable expiry dates to ensure timely action. |
| Notifications | Inform your approvers in advance that they will receive a DocuSign request. A brief heads-up can expedite the process. |
| Field Placement | Use appropriate fields for approvers, such as the dedicated "Approve/Decline" field, or text fields for comments. |
| Documentation | Maintain clear documentation of your approval workflows, especially for complex processes, to aid in troubleshooting and training. |
By following these guidelines, you can effectively integrate approvers into your DocuSign workflows, streamlining document authorization and ensuring proper governance within your organization.
For more detailed information on managing recipients, refer to the official DocuSign Support documentation.
