Template & PowerForm Migration

As part of the Adobe Sign migration, SJSU will review existing DocuSign templates and PowerForms to determine which should be recreated in Adobe Sign.

Not every DocuSign template will automatically be migrated. The review process will help ensure that Adobe Sign includes templates and workflows that are actively used, have current owners, and support ongoing university business needs.

Who Should Use This Page

This page is intended for:

  • DocuSign template owners
  • PowerForm owners
  • Staff who manage or rely on DocuSign workflows
  • Unit leaders coordinating migration work for their areas

Template Owner Responsibilities

Departments and process owners are responsible for confirming business-process details for their templates and PowerForms.

This may include:

  • Confirming whether the template or PowerForm is still needed
  • Identifying the correct business owner
  • Confirming the correct routing and approval process
  • Validating signer roles and field requirements
  • Testing migrated templates before go-live
  • For PowerForm links posted on websites, ensure to update with the new Adobe Sign Web Form URL
  • Confirming that the migrated process supports department business needs
  • Managing records-retention obligations for completed documents

SJSU IT administers the Adobe Sign platform and will support migration coordination, training, documentation, access, and technical troubleshooting. SJSU IT does not own department business processes or make final decisions about departmental form content, routing, or approval requirements.

What Will Be Prioritized for Migration

Priority will be given to templates and PowerForms that have been actively used within the last 2 years and with 5 or more envelopes sent. 

Templates with limited recent use may not be included in the initial migration inventory. If your area has a critical template that was not included in the inventory, contact adobesignmigration-group@sjsu.edu   .

PowerForms and Web Forms

DocuSign PowerForms will be reviewed for migration to Adobe Sign web forms where appropriate.

A PowerForm or web form is typically used when a form needs to be available through a shared link, such as from a department website or email. Departments that currently use PowerForms should confirm whether those forms are still needed, who owns them, and whether the form should be recreated in Adobe Sign.

Testing Migrated Templates

Before a migrated template or web form is used for live business, the responsible department or process owner will need to test it.

Testing should confirm:

  • The correct people receive the document in the correct order
  • Required fields work as expected
  • Instructions are clear
  • Role names and signer responsibilities are accurate
  • Completed documents are routed or stored appropriately
  • The process supports the department’s business needs

A template should not be considered ready for live use until the department or process owner confirms that testing is complete.

Records and Completed DocuSign Documents

Departments are responsible for understanding and following applicable records-retention requirements for completed documents.

If completed DocuSign documents must be retained for university, CSU, legal, audit, or business reasons, departments should ensure those records are preserved in an appropriate university-approved storage location before DocuSign access ends.

For record retention best practices, follow CSU Record Retention Policy.

Template Migration Status

A list of migrated Adobe Sign templates and web forms may be added as migration groups go live.