If you use Docusign to send out contracts, NDAs, or anything mildly sensitive, you already know how quickly things can go sideways if the wrong person gets access. User permissions aren’t glamorous, but they’re the difference between “smooth sailing” and “oh no, who just sent that out?” This guide is for admins, IT folks, and anyone who finds themselves responsible for keeping Docusign organized and safe—whether you inherited it, or set it up yourself.
Let’s break down how to actually manage user permissions in Docusign, what the options actually mean, and how to avoid the classic mistakes that trip up even smart teams.
Why Permissions Matter (And Where Most People Slip Up)
It’s tempting to just invite coworkers to Docusign and get on with your day. But every extra permission you hand out is a potential risk. Here’s what goes wrong:
- Too many admins: Suddenly, everyone can change templates, see sensitive docs, or invite new users.
- Confused roles: People don’t know what they can or can’t do, so things get messy fast.
- No audit trail: If you don’t set permissions right, it’s hard to track who did what.
The bottom line: if you don’t set up permissions, you’re rolling the dice with your documents—and your compliance team will not thank you.
Docusign’s Permission System in Plain English
Docusign uses a combination of roles and permission profiles to control what people can do. Here’s what you really need to know:
- Account Admin: Full control. Can add users, change permissions, see and edit almost everything.
- Users (Senders): Can send, receive, and manage envelopes (the Docusign term for a bundle of documents sent for signature).
- Custom Roles: You can create your own profiles to fine-tune access. Handy, but easy to overcomplicate.
Pro tip: Don’t give someone admin rights “just in case.” Only hand them out if you want them to have the keys to the kingdom.
Step 1: Take Stock Before You Add More Users
Before you start fiddling with permissions, you need to know who’s already in your Docusign account and what they can do.
- Log in as an admin.
- Go to Settings > Users and Groups.
- Export the user list (CSV is fine).
- Check:
- Who’s an admin?
- Who hasn’t logged in for months?
- Are there any generic/shared accounts? (Bad idea—fix this.)
This is your baseline. Clean up old accounts or permissions before you add more complexity.
Step 2: Understand (and Create) Permission Profiles
Permission profiles are Docusign’s way of bundling what a user can and can’t do. You can stick with the defaults, but most companies need to tweak them.
- Go to: Settings > Permission Profiles.
- Review the built-in profiles. You’ll usually see “DS Sender” (can send documents) and “DS Admin.”
- If you need something custom (say, someone who can only view, but not send or edit templates):
- Click New Profile.
- Give it a clear name—think “HR Viewer” or “Finance Sender.”
- Toggle permissions on/off. Read the descriptions—some are oddly worded.
- Save.
What actually matters: - Sending Envelopes: Who can send documents for signatures. - Template Access: Who can create, edit, or just use templates. - User Management: Who can add/remove users or change roles. - Reporting: Who can see account-wide reports.
Ignore: Most “Branding” and “API” permissions unless you know you need them. If in doubt, leave them off.
Step 3: Assign Users to the Right Profiles
Now, match up users with the permission profiles you set up.
- Go to Settings > Users and Groups.
- Pick a user, click Edit.
- Assign the correct permission profile.
- Hit Save.
Do this for each user. It’s annoying if you’ve got dozens of people, but it’s worth it. If you’re onboarding a bunch of users, look into Docusign’s bulk import tools—they’re not perfect, but they’re better than nothing.
Tip: If you’re not sure what someone actually needs, start with less access. It’s a lot easier to add permissions than to clean up a mess later.
Step 4: Lock Down Templates and Folders
Templates are where mistakes happen—someone edits the legal language, or deletes an old version, and suddenly you’ve got a fire drill. Here’s how to keep things tight:
- Restrict who can edit templates: Only let trusted folks do this.
- Limit sharing: Don’t make every template visible to everyone by default.
- Set up folders: Use folders to organize by department, project, or sensitivity. Then restrict access by group or user.
This isn’t foolproof—Docusign’s folder permissions are a bit clunky—but it’s better than the wild west.
Step 5: Review and Audit Regularly (Seriously, Don’t Skip This)
People change roles, leave the company, or just stop needing Docusign. If you never review permissions, you end up with zombie accounts and way too many admins.
- Set a calendar reminder: Every 3-6 months, review users and permissions.
- Check for inactive users: Suspend or remove them.
- Review admin access: Cut back to the bare minimum.
- Audit envelope and template access: Make sure sensitive stuff isn’t visible to everyone.
Docusign has an audit log, but it’s not the most user-friendly thing in the world. Still, it’s worth poking around to see who’s doing what—especially after someone leaves or changes jobs.
Common Pitfalls (and How to Avoid Them)
Even with the best intentions, it’s easy to mess up permissions. Watch for these:
- Everyone’s an admin: The classic. Only 1–2 people should need this.
- No offboarding process: People leave, but their account lives on. Always remove access immediately.
- Shared accounts: Never use one login for a team. You can’t track who did what, and it’s a security risk.
- Over-customizing profiles: If you have more permission profiles than employees, you’ve gone too far. Keep it simple.
The Honest Take: What Works, What’s Overkill
What works: - Default profiles cover most needs. - Regular reviews prevent 90% of problems. - Less is more—if someone complains they don’t have enough access, you can always add it.
What’s overkill: - Micromanaging every single permission toggle. Unless you’re a bank, you probably don’t need this. - Custom API roles. Unless you have a developer who’s actually using the API, ignore this.
What to ignore: - Fancy “group” setups for companies under 50 users. Most small orgs do fine with basic profiles.
Quick Reference: Permission Setup Checklist
- [ ] Review all current users and admins
- [ ] Clean up old/inactive accounts
- [ ] Create clear, simple permission profiles (Sender, Admin, Viewer, etc.)
- [ ] Assign users to the right profiles—start with minimal access
- [ ] Restrict template and folder access as needed
- [ ] Audit permissions at least twice a year
- [ ] Never use shared accounts
Copy, paste, and use this. It’ll save you headaches.
Keep It Simple, Iterate As You Go
Setting up Docusign permissions doesn’t have to be a massive project. Start with the basics, lock down what matters, and tweak as you learn what your team actually needs. Don’t fall for the “set and forget” trap—permissions are a living thing. Check in every few months, keep access tight, and you’ll avoid most of the drama.
Now, go clean up those user lists. Future you will thank you.