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Configure Web Forms

 

Adobe Acrobat Sign Guide

What's New

  1. Pre-Release Notes
  2. Release Notes
  3. Important Notifications

Get Started

  1. Quick start guide for administrators
  2. Quick start guide for users
  3. For Developers
  4. Video tutorial library
  5. FAQ

Administer

  1. Admin Console Overview
  2. User Management
    1. Adding users
      1. Add a User
      2. Add Users in Bulk
      3. Add Users from your Directory
      4. Add Users from MS Azure Active Directory
    2. Create function-focused users
      1. Technical accounts - API driven
      2. Service accounts - Manually driven
    3. Check for users with provisioning errors
    4. Change Name/Email Address
    5. Edit a user's group membership
    6. Edit a user's group membership through the group interface
    7. Promote a user to an admin role
    8. User Identity Types and SSO
    9. Switch User Identity
    10. Authenticate Users with MS Azure
    11. Authenticate Users with Google Federation
    12. Product Profiles
    13. Login Experience 
  3. Account/Group Settings
    1. Settings Overview
    2. Global Settings
      1. Account tier and ID
      2. New Recipient Experience
      3. Self Signing Workflows
      4. Send in Bulk
      5. Web Forms
      6. Custom Send Workflows
      7. Power Automate Workflows
      8. Library Documents
      9. Collect form data with agreements
      10. Limited Document Visibility
      11. Attach a PDF copy of the signed agreement 
      12. Include a link in the email
      13. Include an image in the email
      14. Files attached to email will be named as
      15. Attach audit reports to documents
      16. Merge multiple documents into one
      17. Download individual documents
      18. Upload a signed document
      19. Delegation for users in my account
      20. Allow external recipients to delegate
      21. Authority to sign
      22. Authority to send
      23. Power to add Electronic Seals
      24. Set a default time zone
      25. Set a default date format
      26. Users in Multiple Groups (UMG)
        1. Upgrade to use UMG
      27. Group Administrator Permissions
      28. Replace recipient
      29. Audit Report
        1. Overview
        2. Allow unauthenticated access on the transaction verification page
        3. Include reminders
        4. Include view events
        5. Include agreement page/attachment count
      30. In Product Messaging and Guidance
      31. Accessible PDFs
      32. New authoring experience
      33. Healthcare customer
    3. Account Setup
      1. Add logo
      2. Customize company Hostname/URL    
      3. Add company name
      4. Post agreement URL redirect
    4. Signature Preferences
      1. Well formatted signatures
      2. Allow recipients to sign by
      3. Signers can change their name
      4. Allow recipients to use their saved signature
      5. Custom Terms of Use and Consumer Disclosure
      6. Navigate recipients through form fields
      7. Decline to sign
      8. Allow Stamps workflows
      9. Require signers to provide their Title or Company
      10. Allow signers to print and place a written signature
      11. Show messages when e-signing
      12. Require signers to use a mobile device to create their signature
      13. Request IP address from signers
      14. Exclude company name and title from participation stamps
    5. Digital Signatures
      1. Overview
      2. Download and sign with Acrobat
      3. Sign with Cloud Signatures
      4. Include metadata for Identity Providers
      5. Restricted Cloud Signatures Providers
    6. Electronic Seals
    7. Digital Identity
      1. Digital Identity Gateway
      2. Identity Check policy
    8. Report Settings
      1. New report experience
      2. Classic report settings
    9. Security Settings
      1. Single Sign-on settings
      2. Remember-me settings
      3. Login password policy
      4. Login password strength
      5. Web session duration
      6. PDF encryption type
      7. API
      8. User and group info access
      9. Allowed IP Ranges
      10. Account Sharing
      11. Account sharing permissions
      12. Agreement sharing controls
      13. Signer identity verification
      14. Agreement signing password
      15. Document password strength
      16. Block signers by Geolocation
      17. Phone Authentication
      18. Knowledge-Based Authentication (KBA)
      19. Allow page extraction
      20. Document link expiration
      21. Upload a client certificate for webhooks/callbacks
      22. Timestamp
    10. Send settings
      1. Show Send page after login
      2. Require recipient name when sending
      3. Lock name values for known users
      4. Allowed recipient roles
      5. Allow e-Witnesses
      6. Recipient groups
      7. Required fields
      8. Attaching documents
      9. Field flattening
      10. Modify Agreements
      11. Agreement name
      12. Languages
      13. Private messages
      14. Allowed signature types
      15. Reminders
      16. Signed document password protection
      17. Send Agreement Notification through
      18. Signer identification options
        1. Overview
        2. Signing password
        3. One-Time Password via Email
        4. Acrobat Sign authentication
        5. Phone authentication
        6. Cloud-based digital signature
        7. Knowledge-based authentication
        8. Government ID
        9. Signer Identity reports
      19. Content Protection
      20. Enable Notarize transactions
      21. Document Expiration
      22. Preview, position signatures, and add fields
      23. Signing order
      24. Liquid mode
      25. Custom workflow controls
      26. Upload options for the e-sign page
      27. Post-sign confirmation URL redirect
    11. Message Templates
    12. Bio-Pharma Settings
      1. Overview
      2. Enforce identity authentication
      3. Signing reasons
    13. Workflow Integration
    14. Notarization Settings
    15. Payments Integration
    16. Signer Messaging
    17. SAML Settings
      1. SAML Configuration
      2. Install Microsoft Active Directory Federation Service
      3. Install Okta
      4. Install OneLogin
      5. Install Oracle Identity Federation
    18. Data Governance
    19. Time Stamp Settings
    20. External Archive
    21. Account Languages
    22. Email Settings
      1. Email header/footer images
      2. Permit individual user email footers
      3. Customize the Signature Requested email
      4. Customize the To and CC fields
      5. Enable Linkless Notifications
      6. Customize email templates
    23. Migrating from echosign.com to adobesign.com
    24. Configure Options for Recipients
  4. Guidance for regulatory requirements
    1. Accessibility
      1. Accessibility Compliance
      2. Create accessible forms with Acrobat desktop
      3. Create accessible AcroForms
    2. HIPAA
    3. GDPR
      1. GDPR Overview
      2. Redact a user
      3. Redact a user's agreements    
    4. 21 CFR part 11 and EudraLex Annex 11
      1. 21 CRF part 11 validation pack
      2. 21 CFR and EudraLex Annex 11 handbook
      3. Analysis of shared responsibilities
    5. Healthcare customers
    6. IVES support
    7. "Vaulting" agreements
    8. EU/UK considerations
      1. EU/UK Cross-border transactions and eIDAS
      2. HMLR requirements for deeds signed electronically
      3. The impact of Brexit on e-signature laws in the UK
  5. Download Agreements in Bulk
  6. Claim your domain 
  7. Report Abuse links

Send, Sign, and Manage Agreements

  1. Recipient Options
    1. Cancel an email reminder
    2. Options on the e-signing page
      1. Overview of the e-sign page
      2. Open to read the agreement without fields
      3. Decline to sign an agreement
      4. Delegate signing authority
      5. Restart the agreement
      6. Download a PDF of the agreement
      7. View the agreement history
      8. View the agreement messages
      9. Convert from an electronic to a written signature
      10. Convert from a written to an electronic signature 
      11. Navigate the form fields
      12. Clear the data from the form fields
      13. E-sign page magnification and navigation
      14. Change the language used in the agreement tools and information
      15. Review the Legal Notices
      16. Adjust Acrobat Sign Cookie Preferences
  2. Send Agreements  
    1. Send page overview
    2. Send an agreement only to yourself
    3. Send an agreement to others
    4. Written Signatures
    5. Recipient signing order
    6. Send in Bulk
      1. Overview of the Send in Bulk feature
      2. Send in Bulk - Configure a parent template
      3. Send in Bulk - Configure the CSV file
      4. Cancel a Send in Bulk transaction
      5. Add reminders to Send in Bulk
      6. Reporting for Send in Bulk
  3. Authoring fields into documents
    1. In-app authoring environment
      1. Automatic field detection
      2. Drag and drop fields using the authoring environment
      3. Assign form fields to recipients
      4. The Prefill role
      5. Apply fields with a reusable field template
      6. Transfer fields to a new library template
      7. Updated authoring environment when sending agreements
    2. Create forms with text tags
    3. Create forms using Acrobat (AcroForms)
      1. AcroForm creation
      2. Creating accessible PDFs
    4. Fields
      1. Field types
        1. Common field types
        2. In-line Images
        3. Stamp Images
      2. Field content appearance
      3. Field validations
      4. Masked fields values
      5. Setting show/hide conditions
      6. Calculated fields 
    5. Authoring FAQ
  4. Sign Agreements
    1. Sign agreements sent to you
    2. Fill & Sign
    3. Self-signing
  5. Manage Agreements
    1. Manage page overview
    2. Delegate agreements
    3. Replace Recipients
    4. Limit Document Visibility 
    5. Cancel an Agreement 
    6. Create new reminders
    7. Review reminders
    8. Cancel a reminder
    9. Access Power Automate flows
    10. More Actions...
      1. How search works
      2. View an agreement
      3. Create a template from an agreement
      4. Hide/Unhide agreements from view
      5. Upload a signed agreement
      6. Modify a sent agreement's files and fields
      7. Edit a recipient's authentication method
      8. Add or modify an expiration date
      9. Add a Note to the agreement
      10. Share an individual agreement
      11. Unshare an agreement
      12. Download an individual agreement
      13. Download the individual files of an agreement
      14. Download the Audit Report of an agreement
      15. Download the field content of an agreement
  6. Audit Report
  7. Reporting and Data exports
    1. Overview
    2. Grant users access to reporting
    3. Report charts
      1. Create a new report
      2. Agreement Reports
      3. Transaction Reports
      4. Settings Activity Report
      5. Edit a report
    4. Data Exports 
      1. Create a new data export
      2. Edit a data export
      3. Refresh the data export content
      4. Download the data export
    5. Rename a report/export
    6. Duplicate a report/export
    7. Schedule a report/export
    8. Delete a report/export
    9. Check Transaction Usage

Advanced Agreement Capabilities and Workflows

  1. Webforms 
    1. Create a web form
    2. Edit a web form
    3. Disable/Enable a web form
    4. Hide/Unhide a web form
    5. Find the URL or script code 
    6. Prefill web form fields with URL parameters
    7. Save a web form to complete later
    8. Resize a web form
  2. Reusable Templates (Library templates) 
    1. US Government forms in the Acrobat Sign library
    2. Create a library template
    3. Change a library template's name
    4. Change a library template's type
    5. Change a library template's permission level
    6. Copy, edit, and save a shared template
    7. Download the aggregate field data for a library template
  3. Transfer ownership of web forms and library templates
  4. Power Automate Workflows 
    1. Overview of the Power Automate integration and included entitlements
    2. Enable the Power Automate integration
    3. In-Context Actions on the Manage page
    4. Track Power Automate usage
    5. Create a new flow (Examples)
    6. Triggers used for flows
    7. Importing flows from outside Acrobat Sign
    8. Manage flows
    9. Edit flows
    10. Share flows
    11. Disable or Enable flows
    12. Delete flows
    13. Useful Templates
      1. Administrator only
        1. Save all completed documents to SharePoint
        2. Save all completed documents to OneDrive for Business
        3. Save all completed documents to Google Drive
        4. Save all completed documents to DropBox
        5. Save all completed documents to Box
      2. Agreement archival
        1. Save your completed documents to SharePoint
        2. Save your completed documents to One Drive for Business
        3. Save your completed documents to Google Drive
        4. Save your completed documents to DropBox
        5. Save your completed documents to Box
      3. Webform agreement archival
        1. Save completed web form documents to SharePoint Library
        2. Save completed web form documents to OneDrive for Business
        3. Save completed   documents to Google Drive
        4. Save completed web form documents to Box
      4. Agreement data extraction
        1. Extract form field data from your signed document and update Excel sheet
      5. Agreement notifications
        1. Send custom email notifications with your agreement contents and signed agreement
        2. Get your Adobe Acrobat Sign notifications in a Teams Channel
        3. Get your Adobe Acrobat Sign notifications in Slack
        4. Get your Adobe Acrobat Sign notifications in Webex
      6. Agreement generation
        1. Generate document from Power App form and Word template, send for signature
        2. Generate agreement from Word template in OneDrive, and get signature
        3. Generate agreement for selected Excel row, send for review and signature
  5. Custom Send workflows
    1. Custom Send Workflow Overview
    2. Creating a new Send Workflow
    3. Edit a Send Workflow
    4. Activate or Deactivate a Send Workflow
    5. Send an agreement with a Send Workflow
  6. Share users and agreements
    1. Share a user
    2. Share agreements

Integrate with other products

  1.  Acrobat Sign integrations overview 
  2. Acrobat Sign for Salesforce
  3. Acrobat Sign for Microsoft
    1. Acrobat Sign for Microsoft 365
    2. Acrobat Sign for Outlook
    3. Acrobat Sign for Word/PowerPoint
    4. Acrobat Sign for Teams
    5. Acrobat Sign for Microsoft PowerApps and Power Automate
    6. Acrobat Sign Connector for Microsoft Search
    7. Acrobat Sign for Microsoft Dynamics 
    8. Acrobat Sign for Microsoft SharePoint 
  4. Other Integrations
    1. Acrobat Sign for ServiceNow
    2. Acrobat Sign for HR ServiceNow
    3. Acrobat Sign for SAP SuccessFactors
    4. Acrobat Sign for Workday
    5. Acrobat Sign for NetSuite
    6. Acrobat Sign for VeevaVault
    7. Acrobat Sign for Coupa BSM Suite
  5. Partner managed integrations
  6. How to obtain an integration key

Acrobat Sign Developer

  1. REST APIs 
    1. Methods documentation
    2. SDK/Developer Guide
    3. API FAQ    
  2. Webhooks 
    1. Webhook overview
    2. Configure a new webhook
    3. View or edit a webhook
    4. Deactivate or reactivate a webhook
    5. Delete a webhook
    6. Two-way SSL certificates
    7. Webhooks in the API

Support and Troubleshooting

  1. Customer Support Resources 
  2. Enterprise Customer Success Resources 

Overview

A signable web form can be created to embed on your website (or sent as a web link), allowing multiple people to easily access your form or document and create an agreement.

A web form can be configured to have one or more participants, multiple counter-signers, and multiple CC'd parties. The signature flow for a web form is:

  • Once the first participant completes and verifies their signature/action, an agreement is created
    • If the web form allows for multiple participants, all participants complete their actions in the sequential order they are listed.
  • After the participants have completed their actions, the counter-signers are notified in the order they are listed.
  • Once the agreement is completed, all parties (including CCs) are notified of the completed agreement.
Accounts that have Users in Multiple Groups enabled may want to define one or more dedicated groups to govern the signature and email options of the web form while maintaining different options for directly sent agreements.
 
Availability:

Web forms are available for team and enterprise license plans.

Configuration scope:

Enterprise accounts can enable web form access and the related options at the account and group levels.

Team accounts have the ability to create web forms enabled by default but may not configure the individual options. The options are configured as:

  • Allow CCs: Enabled
  • Allow PDF preview: Disabled
  • Require Email Address: Enabled
  • Require signer to verify email: Enabled
  • Allow Additional participants: Disabled
  • Allow recipients to save their progress: Disabled

Configuration

Web forms are subject to several general settings that cover all agreements in a specific group. However, the practical use of a web form is often different than an agreement sent directly to a known recipient, and the related settings regarding authentication and email options can conflict.

Customers that have enabled Users in Multiple Groups may find it useful to create a new group with customized settings for the web form experience (e.g., Internal web forms that require less stringent authentication).

The controls for this feature can be assessed by navigating to Global Settings > Web Forms

The Global Settings admin menu with the Web Form controls highlighted

In terms of controls that directly influence web forms, there are several configuration options:

Checking this option exposes the Publish a web form option on the Home page, allowing users to create forms as needed.

Allow use of web forms effect on the Home page

CC'd parties can be added to the web form when enabled. Otherwise, the option to add CC'd parties is removed from the creation process.

Allow CCs within a Web Form

When enabled, a Download PDF link is exposed in the web form Options, allowing the recipient to download the blank web form as a PDF.

Allow PDF prefiew of the web form

Web forms require that each participant provide their email address so the signature action can be explicitly attributed and validated.

The Require an email address in the signature block setting dictates when the email is collected, within the fields of the web form itself, or in an overlay after the signing process.

When enabled, an Email address field is required for each signer. This field can be an individually placed Email field or the built-in email field included with a Signature Block.

Required email in signature block enabled with a discretely placed email field

The system automatically places a Signature Block field at the bottom of the last page for every recipient that does not have an Email field on the document.

Required email in signature block enabled but email field is not placed

When the setting is disabled, the web form does not require an email field to be present within the bounds of the form. After committing their signature, the recipient is prompted to provide an email address via an overlay interface.

Required email in signature block disabled

Note:

In all cases, an email address must be collected for each participant.

When Require Signer to verify their email address is enabled, the recipient must verify their signature before the participant's signature is considered completed.

The participant is informed of the requirement to verify their signature via the emailed link:

Email verification post-sign page and email link

The audit report clearly indicates that the email was verified:

Enabled email verification audit report

When Require Signer to verify their email address is disabled, the participant does not need to verify their email to complete their signature process. The agreement assumes a completed status or progresses to the next participant.

Post signing page when setting is disabled

The audit report for unverified email addresses indicates that verification was waived:

Disabled email verification audit report

Caution:

Unverified signatures are subject to repudiation.

If you disable the email verification for the participant and you require a legally binding signature, ensure that you're using some form of authentication that identifies a unique person (e.g., KBA).

Alert:

If the first signer includes additional participants, then email verification must be completed before the second participant is notified (regardless of this setting).

When Allow additional participants is enabled, the web form interface exposes an Add Participant link that inserts one additional participant record per click (up to a maximum of 25 additional participants).

When Allow additional participants is disabled, the interface does not permit adding additional participants, and web forms only allow one external signer.

Allow additional participants interface

When enabled, the recipient is prompted to validate their email when the form is opened.

The signer must provide their email address, which creates an instance of the web form personalized for them. In real-time, an email containing a link to the personalized copy is delivered to the signer.

Once the email link is used, the email address is validated, the web form is converted to an agreement, and the form is opened for the signer to review and sign.

Enabling this option has several advantages:

  • Requiring validation of the email before the agreement is created filters out spambots or malicious parties that may try to anonymously drive volume against the web form.
  • If your web forms are long or complex, the signer's progress is automatically saved on their version of the agreement as they enter content.
  • Allows reminders to be configured after the email is verified to nudge signers who have become distracted.
The challenge panel presented when a web form signer first access the web form.

Enabling Allow recipients to save their progress and continue later exposes an option for recipients to save the web form with all of the input fields as if it was an agreement sent to them from the creator of the web form. The recipient can explicitly save their progress using the Options menu. Additionally, the web form automatically prompts the user to save their progress if they attempt to navigate away from the form.

Save web form prompts

After saving the agreement, an email is delivered to the recipient, and instructions are displayed for the signer to resume filling out the form via the email link:

Saved web form email notification

Subordinate controls allow for adjusting the recipient experience if the use case allows for it:

  • Disable Signer reauth on accessing the web form from emailed link - When enabled, the recipient isn't required to authenticate when accessing the saved agreement through the emailed link. Consider enabling this option if your process does not require that every access to the form be authenticated.
  • Allow editing the agreement name - When enabled, the recipient can edit the agreement name (as displayed on the Manage page) and subsequent references (reporting, Audit reports, etc.). It's generally recommended not to allow the recipient to freely edit the agreement name unless there is a compelling business need to do so.

More details on the option to save web forms can be found here >

Related settings

When Signer Identity Verification is enabled for web forms, any internal signer (as defined by the email address) in your Adobe Acrobat Sign account must authenticate to Acrobat Sign before applying their signature to a web form that has been created in the same Acrobat Sign account that the user is in. The user is challenged either when confirming the email address or when accessing the document after it has been saved.

The Signer Identity Verification process is applied in addition to any authentication method configured for web form.

Navigate to the Signer Identity Verification controls

The Enforce identity authentication feature defines the trigger events that prompt a recipient to re-authenticate when interacting with an agreement, typically for compliance reasons, and to log each reauthentication to the audit report.

When Enforce identity authentication rules are enabled, they are applied to the web forms created in the same group, allowing for web forms to align with signature compliance as designed for agreements in the group.

If this level of audit report logging is undesirable, a new group may be required to house the web forms.

Navigate to teh Enforced Identity Authentication controls on the Bio-Pharma tab

This setting is the same as the above setting (Require signer to verify their email address) but is placed on the Signature Preferences page for account types that do not have access to the Global Settings tab in their admin menu.

To enable this setting:

  1. Navigate to Account Settings > Signature Preferences > Web Form Email Verification.
  2. Select the Verify Signer's email address checkbox.
  3. Save the page configuration.
The Signature Preferences menu with the Web From Email Verification controls highlighted

When Verify signer's email address is enabled, the recipient must verify their signature before the participant's signature is considered completed.

The participant is informed of the requirement to verify their signature via the emailed link:

Email verification post-sign page and email link

The audit report clearly indicates that the email was verified:

Enabled email verification audit report

When Verify signer's email address is disabled, the participant does not need to verify their email to complete their signature process. The agreement assumes a completed status or progresses to the next participant.

Post signing page when setting is disabled

The audit report for unverified email addresses indicates that verification was waived:

Disabled email verification audit report

Caution:

Unverified signatures are subject to repudiation.

If you disable the email verification for the participant and you require a legally binding signature, ensure that you're using some form of authentication that identifies a unique person (e.g., KBA).

FAQ & Known issues

Only when the web form is in Draft status.

After a web form is created, the name of the web form can not be updated.

The web form creator always receives the completed agreement (unless settings are in place to suppress the notification).

If another party must be notified when the web form agreement is signed, the CC field can be used to ensure that the party is automatically included.

CC Field

After the web form is published, the counter-signers can only be edited on the Manage page.

Only the email addresses can be edited. The number of counter-signers may not be changed.

Note:

If the creator of the web form has been added to the web form counter-signers, that participant may not be edited

Yes.

After a web form is created, you can edit the CC'd parties on the Manage page.

Yes.

Templates in the Acrobat Sign library can be used as the base for a web form by attaching them through the Add Files link.

Digital Signature fields are not supported in web forms.

Attempting to save a web form with a digital signature triggers an error message identifying unsupported field types.

Digital Signatures not supported

Yes.

Instruction for disabling the email verification process can be found in the Configuration section.

Disabling email verification does not remove the requirement for the signer to supply an email address.

Caution:

If you disable the signature's email authentication and require a legally binding signature, ensure that you're using some form of authentication that identifies a unique person (e.g., KBA, Password, phone).

Second factor authentications for a Web form

Yes. 

The URL to a web form is just a URL like any other.

Adding the URL to a web form as a hyperlink does not logically link any agreement generated by the web form to the source agreement.

Data collected on a web form is contained within the transaction ID of the agreement. The data is not populated anywhere else in the Acrobat Sign system, and if the agreement is completely deleted, the data is deleted as well.

Reporting on the web forms pulls the content from the agreement(s) to populate the report but does not save the data in any new locations.

Web forms waiting for an email verification (by clicking the emailed Confirm my email address or Review and sign link) don't display on the Manage page. This is true for both the list of In progress agreements as well as the roll-up summary report:

Web form view in the Manage page

Web forms that have been saved, but the Review and sign link has not been accessed, can be observed by exporting the form data for the web form.

CSV of field data

Note:

If the option to Require Signer to verify their email address is disabled, any signature attempt is accepted, and the agreement is exposed on the Manage page accordingly.

The Activity section of the parent web form template records the major events like Creation, Enable/Disable, and replacing participants

Web Form Activity

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The Creativity Conference

Oct 14–16 Miami Beach and online

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The Creativity Conference

Oct 14–16 Miami Beach and online