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Adobe Acrobat Sign for Microsoft Power Apps and Power Automate: User Guide

Overview

Adobe Acrobat Sign can be integrated with Microsoft Power Automate and the PowerApps environment to provide you with a smooth digital signature experience. You can use Adobe Acrobat Sign for Microsoft Power Apps and Power Automate to: 

  • Prepare and review agreements before sending for signature.
  • Start a signature process from a service trigger.
  • Get the status of the signing process.
  • Send and receive notifications.
  • Move documents from the sign service to other repositories. 
  • Archive the documents after the agreements are signed.
  • Get data from an approval workflow.

About Microsoft Power Automate: It connects different apps and services into coordinated multi-step workflows to automate repetitive tasks without the need for complex API coding. Power Automate workflows are based on the following three main concepts: 

  • Connectors: All services can expose their API through a connector to the service. 
  • Triggers: Connectors may have triggers that start workflows. 
  • Actions: Connectors must have actions that drive what happens within the workflow. There are common logical connectors between actions that control the workflow based on parameters generated by previous actions.

About Microsoft Power Apps: It’s a suite of apps, services, connectors, and data platforms that provide a rapid application development environment to build custom apps for your business needs. You can connect the custom apps to your business data stored either in the underlying data platform (Common data Service) or in online and on-premises data sources (SharePoint, Excel, Office 365, Dynamics 365, SQL Server, and so on).

Apps built using Power Apps provide rich business logic and workflow capabilities that can automate and digitize your manual business processes. These apps also have a responsive design and can seamlessly run on any browser or device. PowerApps enables you to build feature-rich and customized business apps without writing code.

Support for Microsoft® Government community Cloud (GCC)

Most features of Adobe Acrobat Sign are compatible with the GCC environment, with only a few GCC limitations that are enforced by Microsoft®.

Due to the GCC limitations, all the Acrobat Sign templates that are available on the Acrobat Sign commercial connector to the public aren’t available under GCC rules. See the list of templates available on commercial connector for the public vs GCC domain.

Note:

Adobe Acrobat Sign Government connector is available in Microsoft GCC regions only. It has the same set of functionalities as the Adobe Acrobat Sign commercial connector; however, the Government connector supports only user-level connections.

GCC High and DoD environments are not supported.

Support for Adobe Acrobat Sign Sandbox

The 'Adobe Acrobat Sign Sandbox' connector is designed for use in the Adobe Acrobat Sign Sandbox environment.

This Sandbox is a customized enterprise-tier account that operates separately from the main production environment. It's the perfect place for administrators to test setting configurations, API calls, library templates, and upcoming features before they go live. 

Learn more about Adobe Acrobat Sign Sandbox.

Prerequisites

To enable and use Adobe Acrobat Sign for Microsoft® Power Automate and Adobe Acrobat Sign for Microsoft® PowerApps, you must: 

Supported platforms:

  • Office 365 – using the current version of Chrome, Firefox, Safari, or Edge.

Supported Edge browsers:

For Microsoft® Power Automate and PowerApps to work seamlessly in Edge browsers, you must trust the below sites in your browser security configuration:

  • https://*.echocdn.com
  • https://*.echosign.com
  • https://*.adobesigncdn.com
  • https://*.adobesign.com
  • If using a third-party identity management system, you must add that URL.

Connect Acrobat Sign with Microsoft® Power Automate

  1. Log into your Microsoft 365 account and then from the top-left corner, select App launcher icon.

    Select Power Automate or Power Apps from app launcher

  2. From the list of apps, select Power Automate

    It redirects you to the Power Automate home page.

    Note: If the Power Automate option is not available to you, contact your Microsoft 365 administrator.

  3. From the left panel, select Connectors. Then search for Adobe Acrobat Sign in the search field.

    Acrobat Sign Commercial connector for Microsoft Power Automate

  4. To connect to the Commercial Cloud:

    1. Select Adobe Acrobat Sign.
    2. From the dialog that appears, select Create.
    3. In the connect as dialog, select the user level that you want to connect as:
      • Adobe Acrobat Sign user - All users can create this connection type.
      • Adobe Acrobat Sign group admin - Adobe Acrobat Sign group and account administrators can create this connection type. 
      • Adobe Acrobat Sign account admin - Only Adobe Acrobat Sign account administrators can create this connection type.
        Note: You can see all three user levels, but an error is generated if you attempt to make a connection above your authority level.
    4. In the Acrobat Sign sign-in dialog, sign in using your account credentials.
    Select user level to connect Acrobat Sign to PowerApps

  5. To connect to Government Cloud:

    1. Select Adobe Acrobat Sign Government.
    2. From the dialog that appears, select Create.
    3. In the connect as dialog, sign in using your credentials.

    Note: For the Acrobat Sign Government connector, you can only create User-level connections.

    Acrobat Sign Government connector for Microsoft Power Automate

    Sign in to Acrobat Sign for government connector

Connect Acrobat Sign with Microsoft® Power Apps

  1. Go to the Microsoft Power App Home page and then from the left panel, select Data > Connections > + New connection.

    Note: You must have an appropriate PowerApps license. If you do have the license, contact your Microsoft 365 administrator for help.

  2. In the Search field, type Adobe Acrobat Sign, and then from the search results, select the Adobe Acrobat Sign connector.

    Connect Acrobat Sign to Microsoft Power Apps

  3. From the dialog that appears:

    1. Select Create.
    2. In the connect as dialog, select one of the following user levels that you want to connect as:
      • Acrobat Sign user
      • Acrobat Sign group admin
      • Acrobat Sign account admin 
        Note: You can see all three user levels, but an error is generated if you attempt to make a connection above your authority level.
    3. In the Acrobat Sign sign-in dialog, sign in using your account credentials.

    Once the connection is created, Adobe Acrobat Sign appears in the list of connections.

    Acrobat Sign connected to Power Apps

Add Acrobat Sign to application workflows

You can use Microsoft® Power Apps to create any one of these types of apps: Canvas apps, model-driven apps, or Portal apps. See how to create apps in Microsoft® Power Apps.

While creating the app, you can add a workflow or task with Adobe Acrobat Sign using the native integration of Power Automate inside PowerApps. To do so:

  1. In the app design interface, select an object in the app.

    Connect Acrobat Sign to Power Apps flows

  2. Select Action.

  3. To configure the workflow, select Flow.

    Note: When applications are added to a flow by adding a template or in a blank flow, you must create an authenticated connection to that application.

    flow

  4. To add an Acrobat Sign Commercial connector task:

    1. Search for Acrobat Sign connector.
    2. Select a trigger or action. 
    3. Select   and then select an existing connection or select +Add new connection.
    4. In the dialog that appears, select a user level that you want to connect as and then enter your user credentials.
    Add Acrobat Sign triggers

    connect-sign-to-flow-trigger

    Once the connection is created, Acrobat Sign admins can execute the flow for other users within the scope of their authority as follows:

    • Group admins can execute flows on behalf of any user that has defined their primary group as a group under the admin's authority.
    • Account-level admins can run flows on behalf of any user in the account.
  5. To add an Acrobat Sign Government connector task:

    1. Select Acrobat Sign Government connector.
    2. Select a trigger or action.
    3. Select   and then select an existing connection or select + Add new connection.
    4. In the dialog that appears, sign in using your user credentials.
    Select triggers or actions for Acrobat Sign Government connector.

Enable sending on behalf of other users

For Acrobat Sign Commercial Connector

The Adobe Acrobat Sign Commercial connector includes an ‘In The Name Of’ field, which allows sending documents on behalf of another user within the same account or group.

Requirement: The authenticated user be an admin or group admin.

To enable sending on behalf on another user on Acrobat Sign Commercial connector:

  1. Add a new step to a Flow and search for Adobe Acrobat Sign.

  2. Select an action, such as ‘Create an agreement from a document URL and send for signature’.

  3. Enter the details as required and then select Show advanced options.

  4. Select In the name of field and then enter a value. 
    You can either add a dynamic value (User email) or a literal string in this format: email:adobeuser@domain.com

    In the name of field

  5. Select Save.

For Acrobat Sign Government Connector

The Adobe Acrobat Sign Government connector includes an ‘Execute as Shared User’ field that enables actions on behalf of any user who has shared their account with the authenticated user, regardless of group or account.

Requirement: Advanced Account Sharing must be enabled.

To enable sending on behalf on another user on Acrobat Sign Government connector:

  1. Add a new step to a Flow and search for Adobe Acrobat Sign Government.

  2. Select an action, such as ‘Cancel an agreement’.

  3. Enter the details as required and then select Show advanced options.

  4. Select Execute as shared user and then enter a value. 
    You can either add a dynamic value (User email) or a literal string in this format: email:adobeuser@domain.com

    Enable sending on behalf of using Acrobat Sign Government Connector.

  5. Select Save.

Enable users in multiple groups

Adobe Acrobat Sign Commercial connector and Acrobat Sign Government connector supports User in Multiple Groups functionality. This feature allows users to select the relevant group context under which an Action/Trigger will be executed.

For Acrobat Sign Commercial Connector

To enable users in multiple groups on Acrobat Sign Commercial connector:

  1. Ensure that the User in Multiple Groups option is enabled in your Adobe Acrobat Sign account.

  2. Establish a new connnection to allow new access permissions.

    Note:

    Once you enable the Users in Multiple Groups option and establish a new connection, the Actions are updated with a new advanced field called Group Name/ID.

  3. Populate the In the name of field with the appropriate user's email address. 

    Create an agreements with users in mutliple groups.

  4. From the Group Name/ID drop-down list of groups to which the user belongs, select the relevant group.

    It applies the selected group's context to the execution of the Action or Trigger.

    Users in multiple groups.

  5. To execute actions on behalf of other users and access a list of groups they belong to, enter a custom value in the In the name of field.

For Acrobat Sign Government Connector

To enable users in multiple groups on Acrobat Sign Government connector:

  1. Populate the Execute as shared user field with the appropriate user's email address. 

    Note:

    The Execute as Shared User field, by default, lists the currently authenticated user. You must set this field with the appropriate group to be able to select the group in the Group ID field.

    Enable users in multiple groups on Acrobat Sign Commercial Connector

  2. From the Group Name/ID drop-down list of groups to which the user belongs, select the relevant group.

    It applies the selected group's context to the execution of the Action or Trigger.

    Select Group Name/ID to enable users in multiple groups on Acrobat Sign Government connector.

New Trigger:

Once the agreement is sent and an event (such as agreement, mega sign, and web form) occurs for a selected group, a new trigger called 'When a group event occurs' gets activated. 

  • The "Group ID" field is optional. If not entered, it will automatically use the user's primary group.
  • The field provides a list of groups for easier selection.

Please note that the generic "When an event occurs" option can also specify a group resource, but the drop-down list will not be populated, similar to the agreements.

New trigger for users in multiple groups.
New trigger called 'When a group event occurs' for users in multiple groups.

New Action:

A new action called 'Get a list of all groups the user belongs to' is available. This action returns the list of groups to which the user belongs.

  • By default, the "User ID" field is set to "me," meaning the action will return the groups to which the signed-in Adobe Acrobat Sign user belongs.

Connection sharing restrictions

In Power Automate, Power Apps, and Logic apps, you can Share flows by:

The flows with an Admin type of connection should only be shared with run-only permissions that require the user to provide their own connection credentials.

In case Flow owners want to allow the use of their connection credentials, the flow must be defined with a dynamic value for the In the name of field.

Caution:

Users added as owners or co-owners have access to the connections used, and have the authority to execute and edit the flow.

Flows with Admin connection types should not be shared by adding additional owners or lists. Access to the In the name of field presents the opportunity to impersonate other users, and should be tightly controled.

Adobe Acrobat Sign Triggers

A trigger is an event or change that is used to start a workflow.

Adobe Acrobat Sign triggers are predicated on changing values within the Adobe Acrobat Sign application. So you must establish a webhook to trap and pass meaningful changes.

Each trigger has the following important elements:

  • Name: It’s any identifiable string that the user wants to use.
  • Scope: It limits the number of agreements that are included in the webhook, and as a direct result, the number of times the workflow is triggered.
    • Only Acrobat Sign account admins can create a workflow with an account-level scope. Workflows at account level trigger every agreement created in the account, regardless of the user who originally created it. 
    • Acrobat Sign group admins can only create scopes for their group in Adobe Acrobat Sign. This type of workflow triggers every agreement created by users within the admin's group.
    • Flows created by non-admin users (at account or group level) don’t trigger.
  • By configuring your trigger, MS® Power Automate generates a unique HTTPS URL unique to that workflow and automatically registers that with Adobe Acrobat Sign.
Note:

It's worth noting that Adobe Acrobat Sign actions don’t require an Adobe Acrobat Sign trigger to be used. 

If you have another source for your triggers, then the Adobe Acrobat Sign actions are still viable in your workflows.

Caution:

To prevent webhooks-related issues in Adobe Acrobat Sign Connector, ensure that you use an Adobe Acrobat Sign trigger as the first step when creating a flow with Acrobat Sign triggers. If the Acrobat Sign trigger is added only as a second or subsequent step and not as the first step, it will be treated as an Action. Consequently, the registered webhook for that trigger will not be deleted when the flow is deleted.

Acrobat Sign Trigger Description

When a new agreement is created

Triggers a workflow whenever an agreement is created in your account/group/user (depending upon the scope defined in the webhook). 
When a web form agreement event occurs Triggers a workflow whenever any of the selected agreement events occurs on the agreement that originated from the selected web form.

When an agreement is sent to a participant

Triggers a workflow whenever an agreement related to your account/group/user/on a specific agreement  (depending upon the scope defined in the webhook) is sent to a recipient. 

When an agreement workflow is completed successfully

Triggers a workflow whenever an agreement workflow is completed successfully in your account/group/user/on a specific agreement (depending upon the scope defined in the webhook). 

When an event occurs
Triggers a workflow whenever the event occurs in your account/group/user/on a specific resource (depending upon the scope defined in the webhook). 

When the state of an agreement changes

Triggers a workflow whenever the state of an agreement gets changed in your account/group/user/on a specific agreement (depending upon the scope defined in the webhook). 

Adobe Acrobat Sign Actions

An action represents what you want to happen after the workflow is triggered. Actions allow users to perform operations that can create, send, or evaluate agreements associated to the users of an Adobe Acrobat Sign account.

Each action has one or more required (and/or optional) inputs that are needed for the action to be implemented correctly. These inputs come from triggers or other actions earlier in the workflow.

The action produces an output that is either a desired asset (a downloaded agreement in the form of a file stream) or values to be used in subsequent actions.

List of Adobe Acrobat Sign Actions

Action Summary description

Upload a document and get a document ID

Uploads a file stream to Adobe Acrobat Sign and produces a document ID for subsequent actions.
Create an agreement from an uploaded document and send for signature Uses a document ID to create and send an agreement.
Create a library template from an uploaded document Uses a document ID to create a library template in Adobe Acrobat Sign.
Create an agreement from a document URL and send for signature

Uses a supplied URL to retrieve a file, create, and then send a new agreement.

Create a library template from a document URL Uses a supplied URL to retrieve a file and then create a library template in Adobe Acrobat Sign.
Create an agreement from a library template and send for signature Uses an Adobe Acrobat Sign library template to create and send a new agreement.
Create an agreement from a file content and send for signature
It creates an agreement from a file in Adobe Acrobat Sign and sends it for signature.
Create an agreement from a workflow and send for signature
It creates an agreement from a file in Adobe Acrobat Sign and sends it for signature.
Get a list of all agreements based on search criteria
It searches agreements by criteria such as Workflow ID.

Get a list of all agreements

Returns a list of all agreements for the user.
Get a list of all library templates Return a list of all Adobe Acrobat Sign library templates on your account.
Get the status of an agreement

Returns all of the data associated with an agreement.

Get a list of all the document IDs from an agreement

Returns a list of all document IDs associated with the agreement, including any uploaded during the signing.
Get a list of all web forms Returns a list of all web forms for the user.
Get a PDF of a signed agreement Returns the signed PDF from an agreement.
Get a PDF of an agreement audit trail
Uploads a file stream to Adobe Acrobat Sign and produces a document ID for subsequent actions.

Get a document from an agreement

Returns one specific document from an agreement.
Get form field data of agreement in CSV format Retrieves data entered into the interactive form fields of the agreement.
Get form field data of agreement in JSON format
Returns a file with form fields in JSON format. The file can be parsed to use the form field values in subsequent actions.
Retrieve the signing URL Retrieves the URL for the e-sign page for one or more current recipients of an agreement.

Acrobat Sign templates

Adobe Acrobat Sign provides various pre-made templates for common document connectors, such as Creative Cloud and Microsoft® SharePoint.

To access the templates, on the Flow home page, select Templates and then type Adobe Acrobat Sign in the Search field.

Note:

Currently, the Acrobat Sign templates are not supported on the Acrobat Sign Government connector. You must be connected to the commercial connector to be able to access the pre-made templates.

Templates

Examples

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