How to Set Up eSignature Custody Transfer Rules (and When to Use Them)

Looking for a way to route envelopes on your team automatically, whether that’s sending from a generic user or consolidating completed envelopes into one inbox?

Custody transfer rules in Docusign eSignature let admins automatically move envelopes from one user to another at key points in the workflow, reducing manual work and keeping agreement ownership exactly where it needs to be.

Admins use them to:

• Make envelopes appear as though they’re being sent from a generic or shared user
• Consolidate completed envelopes into a centralized inbox for auditing or follow-up
• Support transitions between departing employees, seasonal workers, or shifting teams
• Ensure the right people maintain ongoing visibility and ownership of agreements

This helps streamline operations, prevents orphaned envelopes, and ensures consistent ownership for record-keeping and reporting.

Example use case  

Want all envelopes to appear as if they’re coming from a single generic “Contracts” or “HR” sender?

Create a rule that transfers envelopes from individual users to a generic account immediately after sending. If you choose the “Prior to First Send” option, the recipient will only see the generic user—never the original sender.

How to configure a custody transfer rule

Follow these steps in the Docusign Admin console:

• Step 1: Go to Admin → Custody Transfer → Add Rule. This is where you’ll define who the rule applies to and when it triggers.

• Step 2: Choose who envelopes will be transferred from. Select individual users or user groups. When anyone in this list sends an envelope, the rule will kick in.

• Step 3: Choose who envelopes will be transferred to. Select a single user who should become the new envelope owner.

• Step 4: Select the transfer timing. You have three options:

  • On Send: Transfers ownership immediately after the sender clicks “Send.”
  • Prior to First Send: Transfers before the envelope even reaches the first recipient—great for making envelopes appear as if they originate from the new owner.
  • On Complete: Transfers envelopes to the new owner once all recipients have signed. Optional: Keep the original owner as a CC for visibility.

Video: Watch a walk-through of the setup

Follow along in this quick video to learn how to implement the steps.

Best practices

• Create a generic user for shared ownership (e.g., “contracts@company dot com”) to simplify auditing and continuity.
• Document your rules so future admins know why each exists.
• Review rules annually—team changes can invalidate transfer paths.
• Pair custody transfer rules with reporting automation for even smoother workflows.

Additional resources

• Custody Transfer Rules Support Article
• Docusign University: Get Started with Docusign eSignature for Administrators Live Training
• Docusign University: eSignature Administration Video Playlist

Join the conversation

Have you set up custody transfer rules yet? What use cases have you solved with them? Drop your experience or questions in the comments—we’d love to hear how you’re using them.