What is the difference between DocuSign "Send on Behalf Of" (SOBO) and Shared Access?

Understanding DocuSign’s Collaboration Tools: Send on Behalf Of (SOBO) vs. Shared Access

In the evolving landscape of digital document management, businesses increasingly rely on electronic signature platforms like DocuSign to streamline workflows, ensure compliance, and enhance team efficiency. Two key features—Send on Behalf Of (SOBO) and Shared Access—enable collaborative sending and management of documents, but they serve distinct purposes. From a business perspective, understanding their differences can help organizations optimize internal processes without compromising security or control. This article delves into these features, compares them in detail, and explores broader eSignature alternatives to provide a balanced view for decision-makers.

What is Send on Behalf Of (SOBO) in DocuSign?

Send on Behalf Of (SOBO) is a delegation mechanism in DocuSign that allows a user to send envelopes (documents for signing) on behalf of another account holder, typically a manager, executive, or external partner. This feature is particularly useful in hierarchical or partner-driven environments where approvals or signatures need to originate from a specific sender’s account for branding, compliance, or auditing reasons.

Key aspects of SOBO include:

• Delegation Process: The account admin or the primary user grants permission to a delegate via DocuSign’s admin console. The delegate can then select the “on behalf of” option when creating an envelope, making it appear as if sent directly from the primary user’s account.
• Visibility and Control: Envelopes sent via SOBO are tracked under the primary user’s account, ensuring all audit trails, notifications, and reports reflect the original sender. The delegate does not gain full access to the primary account’s contents.
• Use Cases: Common in sales teams where a rep sends proposals “on behalf of” a director, or in legal departments where assistants dispatch contracts under a lawyer’s name. It maintains the sender’s professional identity without sharing login credentials.
• Limitations: SOBO is limited to sending envelopes; it doesn’t allow editing templates, managing users, or accessing reports from the primary account. Permissions are granular and revocable, reducing risk.

From a commercial standpoint, SOBO enhances efficiency in regulated industries like finance or healthcare, where document ownership must be clearly attributed. It avoids the need for multiple logins, saving time while upholding accountability.

What is Shared Access in DocuSign?

Shared Access, on the other hand, provides broader collaborative capabilities by allowing multiple users to access and manage parts of an account collectively. It’s designed for team-based environments where ongoing collaboration on documents, templates, and workflows is essential, rather than one-off delegations.

Core elements of Shared Access:

• Access Levels: Users can share specific folders, templates, or even entire accounts with varying permissions (e.g., view-only, edit, or send). This is configured through DocuSign’s sharing settings, often integrated with team plans like Standard or Business Pro.
• Collaboration Features: Shared users can co-edit envelopes in progress, add comments, or monitor statuses in real-time. It’s not just about sending—it’s about joint management, such as updating shared templates or reviewing audit logs together.
• Security Measures: Access is controlled via roles (e.g., admin, sender, viewer) and can include expiration dates or IP restrictions. All actions are logged, maintaining compliance with standards like ESIGN and eIDAS.
• Use Cases: Ideal for cross-functional teams, such as marketing and sales collaborating on campaign agreements, or HR departments sharing onboarding packets. It fosters a shared workspace without full account handover.

Business observers note that Shared Access scales well for growing teams, promoting knowledge sharing and reducing silos. However, it requires careful permission management to prevent unauthorized access.

Key Differences Between SOBO and Shared Access

The primary distinction lies in scope, control, and intent: SOBO is transactional and sender-focused, while Shared Access is relational and team-oriented. Here’s a breakdown:

• Purpose and Functionality:

  • SOBO: Strictly for sending envelopes as a proxy. It impersonates the primary sender for outbound actions only, without granting inbound access to the account’s library or settings.
  • Shared Access: Enables bidirectional collaboration, including viewing, editing, and managing shared resources. It’s more like a virtual shared drive for documents.

• Access Granularity:

  • SOBO: Limited to delegation for specific sends. No visibility into the primary account’s full contents; the delegate operates in their own interface.
  • Shared Access: Offers tiered permissions across multiple areas (e.g., folders, reports). Users can interact with shared items directly in the platform.

• Security and Compliance Implications:

  • SOBO: Higher security for sensitive accounts since it doesn’t expose the entire account. Audit trails clearly show the “on behalf of” action, aiding compliance in audits.
  • Shared Access: Involves more exposure, so it’s suited for trusted internal teams. It supports advanced features like SSO integration but demands robust role-based access controls (RBAC) to mitigate risks.

• Scalability and Cost:

  • SOBO: Available in most plans (e.g., Personal upward), with no extra cost beyond base licensing. It’s efficient for occasional delegations without scaling team seats.
  • Shared Access: Best in higher-tier plans like Business Pro or Enterprise, where team collaboration justifies the per-user pricing (around $40/month/user annually). It can increase costs if many users need access.

• Workflow Impact:

  • SOBO streamlines one-to-one or hierarchical sends, reducing email chains and login switches.
  • Shared Access builds ongoing workflows, integrating with tools like CRM systems for seamless team handoffs.

In practice, businesses might use SOBO for external partnerships (e.g., a vendor sending on behalf of a client) and Shared Access for internal projects. A 2024 industry report from Gartner highlights that misusing these features can lead to 20-30% workflow inefficiencies, underscoring the need for training. For enterprises, combining both maximizes flexibility—SOBO for precision, Shared Access for volume.

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Exploring DocuSign and Its Competitors in the eSignature Market

DocuSign remains a market leader in electronic signatures, powering over 1 million customers worldwide with robust features for secure, compliant document handling. Its ecosystem includes core eSignature tools, API integrations, and add-ons like identity verification, making it a go-to for global enterprises. Pricing starts at $10/month for individuals, scaling to custom enterprise plans, with envelope limits tied to tiers (e.g., 100/year in Standard).

Adobe Sign, part of Adobe’s Document Cloud, emphasizes seamless integration with PDF tools and creative workflows. It’s strong in enterprise environments, offering features like conditional routing and mobile signing. Pricing is usage-based, starting around $10/user/month, but can escalate with high volumes. It’s compliant with global standards and excels in creative industries.

eSignGlobal positions itself as a regionally agile player, compliant in 100 mainstream countries globally, with a strong edge in the Asia-Pacific (APAC) region. APAC’s eSignature landscape is fragmented, with high standards and strict regulations—unlike the framework-based ESIGN/eIDAS in the US/EU, APAC demands “ecosystem-integrated” solutions. This involves deep hardware/API integrations with government digital identities (G2B), a technical hurdle far beyond email verification or self-declaration models common in the West. eSignGlobal’s Essential plan, at just $16.6/month (annual), allows sending up to 100 documents, unlimited user seats, and access code verification, offering high value on compliance. It integrates seamlessly with Hong Kong’s iAM Smart and Singapore’s Singpass, making it ideal for APAC businesses.

HelloSign (now part of Dropbox), focuses on simplicity and integrations with productivity tools. It’s user-friendly for SMBs, with free tiers and paid plans from $15/month, emphasizing templates and team sharing. Other competitors like PandaDoc add proposal-building, while SignNow offers affordable mobile-first options.

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Competitor Comparison: DocuSign vs. Alternatives

To aid neutral evaluation, here’s a markdown table comparing key players based on pricing, features, and strengths (data approximated from 2025 public sources; verify with providers).

This table highlights trade-offs: DocuSign excels in maturity, while alternatives like eSignGlobal offer cost savings for regional needs.

Strategic Considerations for Businesses

Selecting between SOBO, Shared Access, or switching platforms depends on team size, compliance needs, and budget. For global operations, DocuSign’s features provide reliability, but APAC-focused firms may benefit from localized alternatives. As eSignature adoption grows—projected to hit $20B by 2027 per Statista—businesses should pilot tools to align with workflows.

In conclusion, while DocuSign sets the benchmark with SOBO and Shared Access, exploring alternatives like eSignGlobal as a regional compliance option can yield tailored efficiencies.