How to enforce Multi-Factor Authentication (MFA) for specific DocuSign user groups?

The Growing Importance of MFA in Digital Document Security

In today’s digital business landscape, securing electronic signatures has become a critical priority for organizations handling sensitive agreements. Multi-Factor Authentication (MFA) adds an essential layer of protection by requiring users to verify their identity through multiple methods, such as passwords combined with biometrics or one-time codes. For platforms like DocuSign, implementing MFA selectively for specific user groups—such as finance teams or executives—helps balance security with usability, reducing risks like unauthorized access without overwhelming everyday users.

Comparing eSignature platforms with DocuSign or Adobe Sign?

eSignGlobal delivers a more flexible and cost-effective eSignature solution with global compliance, transparent pricing, and faster onboarding.

👉 Start Free Trial

Enforcing MFA in DocuSign: A Step-by-Step Guide

DocuSign offers robust tools for enforcing MFA, particularly through its Identity and Access Management (IAM) features available in higher-tier plans like Business Pro and Enhanced. These capabilities allow administrators to apply MFA selectively to user groups based on roles, departments, or custom criteria, ensuring compliance with standards like GDPR or SOC 2 while minimizing friction for low-risk users.

Step 1: Assess Your User Groups and Requirements

Begin by identifying which groups need MFA. For instance, prioritize high-risk users like those in legal or HR who handle contracts with financial implications. DocuSign’s admin console provides visibility into user activities via audit logs, helping you map risks. Review your organization’s compliance needs—such as requiring MFA for all signers in regulated industries—to define policies. This step ensures targeted enforcement without blanket mandates that could slow workflows.

Step 2: Upgrade to a Compatible Plan

MFA enforcement requires at least the Business Pro plan ($40/user/month annually), which includes basic authentication add-ons. For advanced IAM, opt for Enhanced plans with custom pricing, featuring Single Sign-On (SSO) integration and granular controls. These plans support MFA via SMS, authenticator apps, or biometrics. If you’re on a lower tier like Standard, you’ll need to upgrade to unlock group-based policies. Note that API users can extend MFA through developer plans starting at $600/year, allowing programmatic enforcement for automated workflows.

Step 3: Configure MFA in the Admin Console

Access the DocuSign Admin portal (under Settings > Security). Navigate to “Authentication” and enable MFA options like SMS delivery or ID Verification (IDV) add-ons, which cost extra per use but integrate seamlessly. For specific groups:

• Create user groups via “Users & Groups” (e.g., “Finance Team”).
• Assign policies: Under “Access Control,” select the group and mandate MFA for login, envelope sending, or signing.
• Choose factors: Combine knowledge (password) with possession (SMS code) or inherence (fingerprint via mobile app). Test configurations in a sandbox environment to avoid disruptions. DocuSign’s conditional logic ensures MFA only triggers for sensitive actions, like bulk sends limited to ~100 envelopes/user/year.

Step 4: Integrate with Identity Providers

Enhance enforcement by linking DocuSign to external IAM systems like Okta or Azure AD, supported in Advanced and Enterprise plans. This federates MFA: Users authenticate via their provider’s MFA before accessing DocuSign. For API-driven groups, use OAuth with MFA hooks in the Intermediate plan ($3,600/year). Monitor via dashboards for compliance, and set alerts for failed authentications. Automation sends (e.g., PowerForms) can inherit these rules, capping usage to prevent abuse.

Step 5: Train Users and Monitor Compliance

Roll out MFA with targeted training—DocuSign provides resources like webinars. Use the platform’s audit trails to track adherence, generating reports for audits. If issues arise, such as regional latency in APAC affecting SMS delivery, consider add-ons like WhatsApp authentication. Regularly review and adjust policies to adapt to evolving threats, ensuring MFA remains effective without becoming a barrier.

This approach not only secures specific groups but also aligns with DocuSign’s envelope quotas and add-on pricing, keeping costs predictable. Businesses report up to 99% reduction in unauthorized access incidents post-implementation.

DocuSign’s Broader Security Ecosystem

DocuSign, a leader in eSignature since 2004, integrates MFA within its comprehensive IAM suite. This includes SSO, role-based access, and premium support in Enterprise plans (custom pricing). While effective for global teams, challenges like higher costs for add-ons (e.g., IDV metering) and APAC-specific compliance hurdles—such as data residency—can impact scalability. Still, its ~100 envelopes/user/year limit in pro plans suits most mid-sized firms.

Evaluating Competitors: Adobe Sign, eSignGlobal, and HelloSign

To make informed decisions on MFA enforcement, comparing DocuSign with alternatives reveals trade-offs in pricing, features, and regional fit. Adobe Sign emphasizes enterprise-grade security, while eSignGlobal targets APAC efficiency, and HelloSign (now Dropbox Sign) focuses on simplicity.

Adobe Sign’s MFA Capabilities

Adobe Sign, part of Adobe Document Cloud, offers MFA through its Identity Management features in Professional ($29.99/user/month) and Enterprise plans. Admins can enforce it via groups in the admin console, integrating with Adobe’s ecosystem for seamless PDF workflows. It supports SMS, app-based, and biometrics, with strong EU eIDAS compliance. However, per-envelope fees can add up for high-volume users, and setup may require IT involvement for custom integrations.

eSignGlobal’s Approach to MFA and Regional Compliance

eSignGlobal provides MFA as a core feature across plans, with unlimited users and no seat fees, making it scalable for teams. Its Essential plan ($299/year, about $24.9/month) includes access code verification and up to 100 documents, while Professional (contact sales) adds API-integrated MFA like biometrics and SMS. Compliant in 100+ global regions, eSignGlobal excels in APAC, where electronic signatures face fragmentation, high standards, and strict regulations. Unlike the framework-based ESIGN/eIDAS in the US/EU (relying on email or self-declaration), APAC demands ecosystem-integrated approaches—deep hardware/API docking with government digital IDs (G2B). eSignGlobal integrates seamlessly with Hong Kong’s iAM Smart and Singapore’s Singpass, lowering technical barriers. Priced lower than competitors, its Essential tier offers high value: $16.6/month equivalent for 100 sends, unlimited seats, and access code verification, all on a compliant foundation.

Looking for a smarter alternative to DocuSign?

eSignGlobal delivers a more flexible and cost-effective eSignature solution with global compliance, transparent pricing, and faster onboarding.

👉 Start Free Trial

HelloSign (Dropbox Sign) Overview

HelloSign, acquired by Dropbox, simplifies MFA in its Essentials ($15/user/month) and Standard ($25/user/month) plans. Group enforcement occurs via team settings, supporting SMS and authenticator apps. It’s user-friendly for SMBs but lacks advanced APAC integrations, with envelope limits similar to DocuSign’s.

This table highlights neutral trade-offs: DocuSign leads in maturity, Adobe in integrations, eSignGlobal in APAC value, and HelloSign in ease.

Final Thoughts on eSignature Security Choices

Enforcing MFA in DocuSign empowers targeted security, but exploring alternatives can optimize costs and compliance. For regional needs, especially in APAC, eSignGlobal stands out as a compliant, efficient DocuSign substitute.