Centralised Document Management

Hello ​@swlow88,

Thanks for reaching out here in the Docusign Community—great to have you here!

While it may seem convenient to use a shared email address to send documents from a centralized team, this approach is generally not recommended in DocuSign, especially with SSO. It can create login challenges, limit audit visibility, and introduce security risks.

Instead of using a shared email account, we recommend configuring:

• Shared Access – Lets multiple users send and manage envelopes on behalf of a designated user
• Custody Transfer – Automatically reassigns envelope ownership

Here’s a helpful resource with more details: Shared Email Addresses in Docusign Accounts

I hope this helps clarify things! If you found this response helpful, mark it as the “Best Answer”. Let us know if you have any further questions

Best Regards,

Jenny | Docusign Community Moderator

 If this helped, like 👍and mark it as “Best Answer” 

Hello ​@swlow88,

I hope you’re doing well. I’m following up to see if the information shared above was helpful. If it added clarity or answered your question, marking it as Best Answer ✅ will highlight it for others in the community. If you still need more support, we’re here to help.

Best Regards,

Jenny | Docusign Community Moderator

Thanks for the shared access method. If there are 5 members in a team, everyone shared the access with one and other, will it be messy and mixed up the documents/folders that they are preparing?

Hello ​@swlow88, great question!

It shouldn't get messy. With Shared Access, each team member keeps their own DocuSign account, along with their own documents, drafts, and folders. Granting Shared Access doesn't merge everyone's files into a single workspace. Instead, you switch to the specific user's account when you need to manage documents on their behalf. This helps keep each person's work organized while still allowing teammates to assist when needed.

For more details about the shared access feature, you may check this link.

I hope this helps. Let us know if you have any further questions

Best Regards,

Jenny | Docusign Community Moderator

If this helped, like 👍and mark it as “Best Answer”

Thanks, Jenny, for the advice.

On the other hand, I saw this article from Docusign where it mentioned send envelopes from a ‘group email alias’. What does that mean? I am confused.

Do I create a DS account (team@company.com with shared access granted to team members) and have the team to switch to team@company.com to manage the agreement documents.

Any expert can enlighten me? TIA.

Shared Access to Envelopes

Hi swlow88,

You're halfway there! Yes, create a DS user under team@company.com. But no, the team should NOT switch to or log in to that account for daily work. Sharing one login is against DocuSign's terms.

Here's the intended workflow:

1. Your admin creates the DS user registered under team@company.com. This becomes the team's sender identity, envelopes go out under it, and notifications flow through the alias to everyone.

2. Each team member stays on their OWN DocuSign account, and the admin grants them Shared Access to the alias user's envelopes.

3. To work on those envelopes, go to the Agreements page, click the Shared Access dropdown (top right), and select the team@company.com user. Depending on the permission level granted (Manage, Edit, or Send), you can view, correct, resend, or send on its behalf.

One more thing to factor in: the alias counts as its own user , so a 5-person team would need 6 seats total. And available permission levels depend on your eSignature plan, so it's worth confirming with your account rep.

Happy to clarify if anything's unclear!

Best Regards,

Jenny | Docusign Community Moderator

If this helped, like 👍and mark it as “Best Answer”

Hello ​@swlow88,

I hope you’re doing well. I’m following up to see if the information shared above was helpful. If it added clarity or answered your question, marking it as Best Answer ✅ will highlight it for others in the community. If you still need more support, we’re here to help.

Best Regards,

Jenny | Docusign Community Moderator