Hello Everyone, I am a newbie to Docusign Admin and have requirements to support two department teams, HR and Finance, in my org to begin using DocuSign to facilitate form signing. There are the following security requirements: Any HR staff can create/edit envelopes, and they have access to other envelopes created by other HR staff. HR users have their envelopes that are not seen/accessible by the finance team and vice versaI have created the envelope templates for HR and finance, but my challenge is with the next step and setup the security model that meets the above requirements. Can anybody guide me on the detailed steps for this configuration? I know that I have to use folders and security groups, but your help is much appreciated. Thanks

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aalamour1981

Active Voice

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Setup Docusign for multiple departments

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Hello Everyone,

I am a newbie to Docusign Admin and have requirements to support two department teams, HR and Finance, in my org to begin using DocuSign to facilitate form signing. There are the following security requirements:

Any HR staff can create/edit envelopes, and they have access to other envelopes created by other HR staff.
HR users have their envelopes that are not seen/accessible by the finance team and vice versa

I have created the envelope templates for HR and finance, but my challenge is with the next step and setup the security model that meets the above requirements. Can anybody guide me on the detailed steps for this configuration? I know that I have to use folders and security groups, but your help is much appreciated.

Thanks

Hengfeng GeAnswer

Hero

Great question! Based on our experience working with large enterprises, payroll and benefits data are extremely sensitive, so HR teams often use a separate subaccount to maintain strict control over access. In this setup, HR administrators manage the subaccount independently, ensuring that only authorized HR personnel have access to relevant documents.

While users can help segment access within the same account, account administrators have broad control, including the ability to share with other, share with me, and configure API permissions. This means that even with security measures in place, an admin can still modify sharing settings or grant access to additional users. Although audit logs can track these actions, they are reactive rather than preventive.

To fully meet the security requirements and ensure strict data isolation between HR and Finance, I would recommend evaluating whether a separate subaccount for HR is the best approach for your organization.

FreeLink/甫连信息
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🌟 The only DocuSign Partner globally certified as both a Certified eSignature Administrator and eSignature Technical Consultant
🏆 DocuSign 2024 APAC Reseller Growth Partner of the Year
💡 Ranked #1 in the OG All Star category in DocuSign Community Wrapped 2024
📊 DocuSign Community Leaderboard Top 5 contributor
🚀 Expertise in DocuSign integrations with on-premises systems for leading enterprises across various industries

Welcome to the DocuSign Community! Your feedback is highly valued. If you find my response helpful, please give it a "Like" and consider marking it as the "Best Answer" to assist others with similar issues.

Hengfeng Ge

Answer

Hero

Great question! Based on our experience working with large enterprises, payroll and benefits data are extremely sensitive, so HR teams often use a separate subaccount to maintain strict control over access. In this setup, HR administrators manage the subaccount independently, ensuring that only authorized HR personnel have access to relevant documents.

While users can help segment access within the same account, account administrators have broad control, including the ability to share with other, share with me, and configure API permissions. This means that even with security measures in place, an admin can still modify sharing settings or grant access to additional users. Although audit logs can track these actions, they are reactive rather than preventive.

To fully meet the security requirements and ensure strict data isolation between HR and Finance, I would recommend evaluating whether a separate subaccount for HR is the best approach for your organization.

FreeLink/甫连信息
🌍 DocuSign Partner | Partner Profile
🌟 The only DocuSign Partner globally certified as both a Certified eSignature Administrator and eSignature Technical Consultant
🏆 DocuSign 2024 APAC Reseller Growth Partner of the Year
💡 Ranked #1 in the OG All Star category in DocuSign Community Wrapped 2024
📊 DocuSign Community Leaderboard Top 5 contributor
🚀 Expertise in DocuSign integrations with on-premises systems for leading enterprises across various industries

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Welcome to the DocuSign Community! Your feedback is highly valued. If you find my response helpful, please give it a "Like" and consider marking it as the "Best Answer" to assist others with similar issues.

A

aalamour1981

Author

Active Voice

Thanks Hengfeng for your response and the advice to use a separate subaccount for HR. If I need to create users on the same account, what are the steps to do that? Create users, create envelope templates, what is next?

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Hengfeng Ge

Hero

@aalamour1981 In Docusign Account, users are completely isolated from each other by default, so even if they are all hr users, they can't see the envelopes of other hr users. You need to set up Share Access to see each other. If you do not set share access for finance user, they will not see the envelope of the hr user. thanks.

FreeLink/甫连信息
🌍 DocuSign Partner | Partner Profile
🌟 The only DocuSign Partner globally certified as both a Certified eSignature Administrator and eSignature Technical Consultant
🏆 DocuSign 2024 APAC Reseller Growth Partner of the Year
💡 Ranked #1 in the OG All Star category in DocuSign Community Wrapped 2024
📊 DocuSign Community Leaderboard Top 5 contributor
🚀 Expertise in DocuSign integrations with on-premises systems for leading enterprises across various industries
🔗 Connect with me on LinkedIn: https://www.linkedin.com/in/gehengfeng/

Translate

Welcome to the DocuSign Community! Your feedback is highly valued. If you find my response helpful, please give it a "Like" and consider marking it as the "Best Answer" to assist others with similar issues.

A

aalamour1981

Author

Active Voice

@Hengfeng Ge

Thanks, Hengfeng. This is for sharing envelopes, where I can apply the concepts of security groups and folders, is it on the envelope templates? I need only HR users to have access to HR envelop templates, and this template is not seen by other department users.

Thanks

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Hengfeng Ge

Hero

please reference this document:https://support.docusign.com/s/document-item?language=en_US&bundleId=xry1643227563338&topicId=hjz1578456397317.html&_LANG=enus

FreeLink/甫连信息
🌍 DocuSign Partner | Partner Profile
🌟 The only DocuSign Partner globally certified as both a Certified eSignature Administrator and eSignature Technical Consultant
🏆 DocuSign 2024 APAC Reseller Growth Partner of the Year
💡 Ranked #1 in the OG All Star category in DocuSign Community Wrapped 2024
📊 DocuSign Community Leaderboard Top 5 contributor
🚀 Expertise in DocuSign integrations with on-premises systems for leading enterprises across various industries
🔗 Connect with me on LinkedIn: https://www.linkedin.com/in/gehengfeng/

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Welcome to the DocuSign Community! Your feedback is highly valued. If you find my response helpful, please give it a "Like" and consider marking it as the "Best Answer" to assist others with similar issues.

M

Melanie.Panguito

Docusign Employee

Hello @aalamour1981,

I hope you are doing well. I want to confirm if you were able to solve your issue by utilizing the suggested solution or if the information provided was useful. If so, please mark it as the "Best Answer ✅" by clicking “Select as Best” to make it easier for other users to find. Otherwise, let me know and I will gladly help you address the situation as soon as possible.

Best regards,

Melanie | Docusign Community Moderator

"Select as Best" below if you find the answer a valid solution to your issue.

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