Sending a DocuSign Envelope
Why accessibility in DocuSign matters
DocuSign provides an accessible signing experience, but accessibility depends heavily on how envelopes are created and configured by the sender. Poorly prepared documents or unlabeled fields can prevent users of assistive technology from independently completing a form. Following the practices below helps ensure documents meet digital accessibility standards and provide an inclusive experience for all users.
Before you begin
- Before sending an envelope for signature:
- Start with an accessible source document, preferable Microsoft Word.
- Avoid using scanned PDFs whenever possible.
- Ensure your document structure and content meet basic digital accessibility requirements before uploading to DocuSign.
Step 1: Use an accessible document
Use a document that follows accessibility best practices:
- Apply built-in heading styles to organize sections.
- Use lists for grouped information rather than manual formatting.
- Ensure sufficient color contrast between text and background.
- Keep layouts simple and linear for easier navigation.
Running the Accessibility Checker in Microsoft Word or Adobe Acrobat helps identify and fix common issues before the document is uploaded to DocuSign.
Step 2: Add and assign form fields correctly
After uploading your document:
- Add DocuSign fields directly to the document rather than relying on static text.
- Assign each field to the correct recipient.
- Choose the most appropriate field type (e.g., Text, Date, Name) so recipients do not need to re-enter information unnecessarily.
Using correct field types improves usability and reduces errors for all users, including those using assistive technology.
Step 3: Add meaningful field labels (tooltips)
Tooltips are the single most important accessibility feature in a DocuSign envelope.
For every field:
- Open the field properties panel.
- Add a tooltip that clearly describes the purpose of the field.
- Match the tooltip text to the visible label on the document whenever possible.
Screen readers rely on these tooltips to announce form fields. Without them, users may not be able to determine what information is required. Tooltips are also visible to sighted users when interacting with fields, improving clarity for everyone.
Step 4: Configure checkbox and radio button groups
For grouped options:
- Add a group tooltip that describes the overall question (for example, “Preferred contact method”).
- Assign clear values to each checkbox or radio button option (for example, “Email,” “Phone,” “Mail”).
Group-level labeling ensures assistive technology users understand how options relate to one another and what choice is being requested.
Step 5: Review the signing experience
Before sending the envelope:
- Review field order and tab sequence.
- Ensure all fields have clear, descriptive tooltips.
- Confirm that required fields are clearly identified.
Testing the envelope yourself using keyboard navigation can help identify potential barriers before recipients encounter them.
Additional resources
This guide covers content and configuration choices to improve accessibility in DocuSign envelopes. It is not for legal compliance determinations. For broader guidance on digital accessibility at UMass Dartmouth, refer to the university’s Digital Accessibility resources.