Administer Acrobat Studio for enterprise

Acrobat Studio combines Acrobat Pro, PDF tools, Acrobat AI Assistant, PDF Spaces, and new creation capabilities powered by Adobe Express.

PDF Spaces helps streamline your work by keeping content from PDFs, Microsoft 365 files, slides, and links in one AI-powered workspace. It brings generative AI features to web, desktop, and mobile platforms, with centralized license management and enterprise-level support. With AI Assistants like Analyst, Instructor, or ones you customize, teams get instant insights and smart starting points, such as summaries, outlines, and draft reports, helping them move faster and stay aligned.

Adobe Express design tools allow teams to easily create on-brand content. With templates, brand kits, and simple image editing tools, it's easy to stay consistent, stand out, and move faster.

Key aspects of deployment include:

• Deploying licenses for Acrobat Studio
• Managing access to Acrobat Studio
• Managing user access and licensing
• Setting identity types and authentication
• Data handling and security

Deploying licenses for Acrobat Studio

Licensing requirements

AI Assistant requires a Named User license of Acrobat because the feature relies on cloud-based services linked to a user’s identity. Both the Acrobat license and the AI Assistant license must appear in the same Admin Console to assign them to users. For organizations purchasing through the VIP buying program, both licenses must be associated with the same VIP account.

Use the Admin Console to deploy Acrobat Studio. Before deployment, make sure Acrobat is updated and set to one of the supported languages. Refer to the basic configuration settings.

Add users to the Admin Console using any supported method, including the bulk upload method. Once you've created the necessary product profiles, you can assign Acrobat Studio directly to users. For details, refer to Packaging apps via the Admin Console.

After assigning Acrobat Studio, users need to restart Acrobat to access the features.

Managing access to Acrobat Studio

IT admins can manage access to Acrobat Studio using assignment rules in the Adobe Admin Console, similar to assigning Acrobat Premium, Pro, or Standard licenses. Each license is assigned to a single user.

Admins can customize the Product Profiles for Acrobat Premium for enterprise, Acrobat Studio for enterprise, and Acrobat Reader Premium for enterprise. The configurable services for Acrobat Premium are: PDF Services, AI Assistant in Acrobat, and AI Assistant Chat History on Cloud for Acrobat Premium and Reader Premium.

For Acrobat Studio for enterprises, the configurable services are PDF Services, AI Assistant in Acrobat, AI Assistant Chat History on Cloud, and Adobe Express. Learn more about Product Assignments.

Automatic provisioning

Admins can auto-assign licenses to eligible users using predefined rules. To set this up, go to Admin Console > Products > Products access automation > Automatic assignment rules.

Learn more about managing automatic assignment rules.

Managing user access and licensing using Product Profiles
About Product Profiles

• Product Profiles link licenses to individual users and grant access to Acrobat Studio features and cloud services.
• A user can belong to multiple Product Profiles.
• Each time a user is added to a Product Profile, one license is consumed. For example, if a user is added to two profiles that each include an Acrobat Pro license, two licenses are used.

To optimize license usage, create Product Profiles based on user roles and assign users only to the profiles they need.

Manage services and access

• You can enable or disable specific services per user.
• AI Assistant does not require PDF Services to be turned on.
• To revoke access to AI Assistant, disable AI Assistant, and Adobe Express in the product profile.
• To revoke access to cloud storage for Acrobat Studio users, disable PDF Services and Adobe Express in the product profile.

Assigning AI Assistant to Acrobat and Acrobat Reader

• Admins can configure Acrobat Reader for enterprise credential sign-in.
• Users sign in with their enterprise ID to access their assigned AI Assistant license.
• Users must be added to the Admin Console to enable sign-in capabilities.
• Users sign in with their enterprise ID to access their assigned AI Assistant license.
• Users must be added to the Admin Console to enable sign-in capabilities.
• Administrators with an enterprise or federated ID can enable automatic account creation from an existing directory.
• After license assignment, users receive an email with a link to launch Acrobat Reader on the web and sign in using their enterprise, federated, or business ID.
• Users can also sign in to the desktop version of Acrobat Reader. Learn how to download and install the Acrobat Reader desktop.
• To activate the AI Assistant for users not signed in, update the registry key as needed.

Assigning AI Assistant to Acrobat Premium and Acrobat Reader Premium

• Admins must assign users to Acrobat Reader Premium licenses in the Admin Console.
• Users on free Reader can sign in and use the AI Assistant without redeploying the Unified Installer.
• Free Reader doesn't require a sign-in by default. Admins may push a registry key to enforce sign-in for users assigned Reader Premium offers.
• If a user is on Reader 32-bit and assigned a Premium offer with both PDF Services and AI Assistant disabled, sign-in won't work. In this case, sign-in support is only available with the Unified Installer.
• For Reader Premium purchases, paid Acrobat tools will appear hidden in the UI.

Assigning AI Assistant to Acrobat Studio

Create a product profile for Acrobat Studio that has AI Assistant turned ON.

• Admins must assign users to Acrobat Studio licenses in the Admin Console.
• Users need to sign in to use the AI Assistant without redeploying the Unified Installer.

Assigning AI Assistant via Creative Cloud

• Users with Acrobat via Creative Cloud can access AI Assistant.
• AI Assistant is not available for 0GB or China-specific SKUs.

Setting identity types and authentication

Adobe uses an identity management system to authenticate and authorize users for licensing and services. Users sign in with an email-based ID. The supported identity types are:

• Federated ID: Managed by the organization. Linked to the enterprise directory via SAML2 Identity Provider (IdP) single Sign-On.
  
• Enterprise ID: Managed by the organization and hosted by Adobe, with authentication performed by Adobe.
  
• Business ID: Managed by the organization. The organization retains exclusive rights to create and manage the user accounts.
• Adobe ID: Managed by the end user, with authentication performed by Adobe.
  

For accounts managed by the organization, users require a federated ID or an enterprise ID to access the AI Assistant. Learn more about managing Adobe profiles.

Data handling and security

Adobe implements strong data handling and security measures in Acrobat AI Assistant and Acrobat Studio. All features, including those using third-party LLMs, follow Adobe’s Responsible AI Ethics governance, grounded in accountability, responsibility, and transparency. Learn more in our blog.

• Early deletion requests can be made via the Adobe Privacy Policy.
• Enterprises with in-app feedback enabled can use like or dislike buttons to share feedback on AI responses.
• For all creation workflows powered by Adobe Express, the file is saved to Adobe cloud storage.

Adobe encrypts all traffic using HTTPS with TLS 1.2 or higher during transmission. For stored data, the Acrobat generative AI service encrypts it using SHA-256.

Refer to our Security factsheet for specifics on functionality, data handling, storage, processing, data flow, and encryption.