This article describes the default behaviour of a highly configurable system. Your granting program may appear or behave differently depending on user permissions and custom configurations. If you do not appear to have access to everything you need, use the Help > Request Help link to request additional permissions.
If you have enabled an integration with DocuSign, you can securely send documents for signature and keep an audit log of the signing process. The process can also be automated as part of a workflow.
A key example where this is helpful is when a grant agreement, outlining the terms and conditions of the grant, must be signed by the grantee before the funds are disbursed to them. The agreement can be sent by DocuSign, which handles signatures and documents when the agreement is sent out, signed and returned. Reminders are sent weekly via DocuSign to the authorized signee.
All documents that are managed by DocuSign are found on the DocuSign tab of a proposal.
Automatically sending documents via DocuSign
If documents are sent via DocuSign as part of your existing workflows, you do not have to do anything to request a signature. The platform sends a link to the document via email at the right stage of the workflow when the right conditions are met. Links expire after 48 hours.
The signee(s) are notified via email when the document is signed and returned. You can also request that specific internal users are notified.
Manually sending documents via DocuSign
To choose a document and manually send it to an authorized signee via DocuSign:
- Open a proposal and go to the DocuSign tab.
- Select Create Document and choose a document template. The document is added to the table with the current date and time.
- If you are ready to send the document, select Send to Sign.
A link to the document is sent to the authorized signee(s) specified in the proposal or to an individual for all documents, depending on your setup. Links expire after 48 hours.
To customize a document before it is sent for signature:
- Select Create Document and choose a document template. The document is added to the table with the current date and time.
- Select the document name to download it. Open and edit the document and save it to a local folder.
- Delete the existing document in the DocuSign tab.
- Select Upload Customized Document, choose the type of document and locate the saved file. Then, Upload it.
- Select Send to Sign to initiate the DocuSign process with the customized document.
The authorized signee(s) will receive a notification that there is a document to review. Links expire after 48 hours.
Document actions
Delete: this action is available if the document has not been sent.
Send to Sign: send the document to the authorized signee.
Details: opens details of the document status and updated dates.
Update: updates the document with proposal information that was changed since it was last generated.
Void: voids the document and informs the signee.
Changing the authorized signee
To change the authorized signee for a document:
- Open a proposal and locate the form where the signee is specified.
- Select Edit and update the question(s) that specify the authorized signee(s).
- If the signee is auto-assigned and not specified in a form question, you’ll need to reach out to Benevity to have it changed.
- Select Save at the bottom of the page.
- Void the previously sent document.
- Create a new document and Send to sign.
Declined by the authorized signee
The authorized signee can decline to sign the document within DocuSign. The user managing the proposal and document process is informed of the signee's decision and can act accordingly. They may need to change the authorized signee or cancel the grant depending on the reason.
Re-assigned by the authorized signee
Within DocuSign, the authorized signee can reassign signing authority to someone else. No action needs to be taken to do this.