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Adobe Acrobat Sign for Microsoft Teams: User Guide

Last updated on Nov 16, 2022 12:14:04 PM GMT | Also Applies to Adobe Acrobat Sign

Adobe Acrobat Sign Integrations
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1. Acrobat Sign for Microsoft 365
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2. Acrobat Sign for Outlook
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3. Acrobat Sign for Word/PowerPoint
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4. Acrobat Sign for Teams
5. Acrobat Sign for Microsoft PowerApps and Power Automate
  1. User Guide
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6. Acrobat Sign Connector for Microsoft Search
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7. Acrobat Sign for Microsoft Dynamics
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Acrobat Sign for HR ServiceNow
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Acrobat Sign for Coupa BSM Suite
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Acrobat Sign Developer Documentation

Overview

Adobe Acrobat Sign for Microsoft Teams enables you to sign agreements, send agreements for e-signature, and manage in-progress agreements from within Teams. You can easily access Acrobat Sign actions and check the status of your recent documents from the Adobe Acrobat Sign home page. Adobe Acrobat Sign sends real-time agreement notifications to your Teams activity feed, which allows you to view and sign agreements directly from the feed. For smooth document workflows, you can view and access the documents waiting for your signature from anywhere in the app.

The Adobe Acrobat Sign for Microsoft Teams: User Guide explains how to use Adobe Acrobat Sign functionality within the Teams environment. It is not intended to be a comprehensive guide for Microsoft Teams as a whole.

Follow Adobe Acrobat Sign for Microsoft Teams: User Guide to learn how to:

Access Adobe Acrobat Sign in Teams interface
Send agreements for signature
Sign agreements
Manage agreements
Access Adobe Acrobat Sign via chatbot
Sign agreements via notifications

Prerequisites

Users must have an active Adobe Acrobat Sign account. You may also use the Free trial of Adobe Acrobat Sign.
- Accounts in the Acrobat Sign for Government environment do not have access to free trials.
Existing users of Adobe Acrobat Sign for Teams must upgrade to Adobe Acrobat Sign for Teams version 2.0 or later. To do so, go to admin.teams.microsoft.com and update the app package to Adobe Acrobat Sign for Teams 2.0. You will be prompted to accept the app permissions.

To learn more about the upgrade process, refer to Adobe Acrobat Sign for Microsoft 365 Resource Center.

Supported Platforms

Adobe Acrobat Sign for Microsoft Teams is supported on Microsoft 365 via:

Chrome - current version
Microsoft Edge - current version
Microsoft Teams desktop application for Windows & Mac OS

Access Adobe Acrobat Sign in the Teams interface

To access Adobe Acrobat Sign from the Microsoft Teams interface, you must log in to the Microsoft Teams portal using a Microsoft 365 user account.

Microsoft Teams provides tools to manage and monitor the Teams services and to manage your organization's users. Learn how to manage Microsoft Teams for your organization.

If you are denied access to Teams, contact your Microsoft 365 administrator and request them to enable Teams.

Log in to Microsoft Teams

Click here to launch the Microsoft Teams portal.

In the Sign-in dialog that opens, enter your Microsoft 365 account credentials.
To create a new account, select Create one!

Note: Adobe Acrobat Sign for Teams supports Single Sign-On via Azure AD SSO. For questions on how to configure SSO for your Teams environment, contact your Microsoft Teams Admin.

If you’ve previously signed in from your current browser, you are prompted to pick an account for signing-in. Pick a listed account or select Use another account to add an account.

Note: If you are denied access to Microsoft Teams when authenticating to Microsoft, contact your Microsoft 365 administrator to have the Teams service enabled.

In the dialog that opens, select Use the web app instead to open the app in the browser.
Alternatively, you may select Get the Windows app to download the app for Windows and follow through the process.

It opens the Microsoft Teams web app, which can be configured to add Adobe Acrobat Sign in the Teams interface. You can install the Adobe Acrobat Sign app from the App Store in the Teams interface.

Install and log in to Adobe Acrobat Sign

If using Adobe Acrobat Sign for Teams for the first time, you must install and sign in to Adobe Acrobat Sign. To do so:

Select Apps from the lower-left panel.

In the Apps Store window, search for Adobe Acrobat Sign, and then from the search results, select Adobe Acrobat Sign.

Note: If you do not have Acrobat Sign configured in your Teams account, contact your Microsoft Teams admin.

In the Adobe Acrobat Sign dialog that opens, select Add.

In the dialog that opens, select Connect Adobe Acrobat Sign account.

In the Sign-in dialog, enter your Adobe Acrobat Sign email and password, and select Sign In.

Once connected, the Adobe Acrobat Sign app appears in the left panel and the Sign interface opens, as shown below.

To pin the Adobe Acrobat Sign tab to the left panel, hover over the Adobe Acrobat Sign tab and right-click. Then, select Pin.

Note:

If you do not pin the Adobe Acrobat Sign tab to the left panel, the tab disappears when you switch to other channels. To reopen the installed Adobe Acrobat Sign app, select from the left panel, and then select Adobe Acrobat Sign from the list of installed apps.

It adds the Adobe Acrobat Sign tab to the left panel and opens the default home page of Acrobat Sign.

To send documents for signature, sign documents, and to manage documents, refer to the topics below.

To learn more about the Adobe Acrobat Sign interface, refer to Adobe Acrobat Sign Get Started guide.

Note:

Discontinued access via Teams channel

You can no longer add Adobe Acrobat Sign as a tab in the Teams channel. If you were previously accessing the app via the Teams channel, you must install the Adobe Acrobat Sign app directly into Teams.

Send agreements for signature

You can use Adobe Acrobat Sign for Microsoft Teams to author agreements, send them for signature, and track the status of documents sent for signature. The document recipients can log in from any device to sign the documents. You can use an agreement file saved on your computer or select a pre-defined agreement template from the list of templates.

To request signatures:

Select Adobe Acrobat Sign tab from the left panel. It opens the Adobe Acrobat Sign interface with the default Home tab, as shown below.
If you have installed Adobe Acrobat Sign but do not see the tab on the left panel, select from the left panel, and then select Adobe Acrobat Sign from the list of installed apps.

Select Request Signatures. Or, from the Request Signatures box, select Start.

It opens the Request Signature details page, as shown below.

In the Request Signature details page, provide the following details:

Under Recipients, enter the email address of a recipient. Then, open the drop-down menu to select a role for the signer from the list that opens.
To add more recipients, enter email addresses of the recipients in the recipient boxes that appear below the added recipient.
To add yourself as one of the recipients, select Add me.
To add a group of recipients, select Add Recipient Group .
To have the recipients sign in the same order as they appear in the list, enable the Complete in Order button.
Optionally, add a message for your recipients. To add a private message for each recipient, select next to the recipient's email address and write the message in the dialog that appears.
Select Add Files to select a document that needs to be signed. In the Select Files dialog that opens, select Choose Files from My Computer to select a file from your computer. Or, from the Templates tab select a template file. Select Attach.
Alternatively, drag and drop your files in the box given,
To set a password to open the shared document, select Password Protect. It allows only the recipients with the password to access the document.
To set a deadline, select Completion Deadline and enter a date in the box that appears.
To send a reminder message to the recipients for pending documents, select Set Reminder.
To preview your document and add specific signature fields for each recipient, select Preview & Add Signature Fields. It opens the document in preview mode where you can add signature fields for each recipient, review the document, and send for signature.
Select Send.

Note: To exit from the Request signature page without completing the workflow, select Close from the top-right corner.

Sign agreements

You can review and sign agreements that are sent to you for signature using Adobe Acrobat Sign for Teams via any browser or device. The agreements that are pending for your signature are listed with a 'Waiting for you' status.

To review and sign agreements:

Access the list of agreements that are pending for your signature via one of the following methods:

Under 'Here's an overview of your agreements' on Adobe Acrobat Sign Home page, select Waiting for you.
From the lists of agreements on Adobe Acrobat Sign Home page, select Waiting for you tab.
Under the Manage tab, select Waiting for you from the left panel.
From the notifications in the activity feed, select the message for the document that you want to sign.
In the Chat, type 'Show docs for me' and enter.

From the list of pending agreements, select the agreement that you want to sign. Then, from the right panel that opens, take one or more of the actions, as required.

To view the agreement, select Open Agreement or hover over the agreement title and select Open. It opens the agreement in view-only mode.

To download the agreement, select Download PDF.

To download an audit report of the agreement, select Download Audit Report. It downloads a report in PDF.

To sign the agreement, select View & Sign. Alternatively, hover over the agreement name and select . It opens the agreement with all the required fields highlighted for you to sign, as shown below.

Select a highlighted field to sign. In the Sign dialog that opens, add your signature and then select Apply. It opens the Signature Preview dialog. Verify your signature and then select OK.

Once you complete all the required signature fields, it displays a message, as shown below.

Manage agreements

The Adobe Acrobat Sign tab allows you to manage the agreements that are pending for your signature and the agreements that you have sent for signature. You can view and manage the completed or canceled agreements.

To manage agreements:

Select Adobe Acrobat Sign from the left panel.

From the default Home tab, under Manage agreements, select Go to Manage. Alternatively, from the top menu, select Manage. It opens the Your agreements page, as shown below.

To view the list of agreements, select one of the following tabs in the left panel:

In progress: It displays the agreements that you have sent for signing and are pending for recipients' signatures.
Waiting for you: It displays the agreements that are pending for your signature.
Completed: It displays the list of completed agreements.
Canceled: It displays the list of agreements that are canceled.
Expired: It shows the agreements that have expired or are not valid anymore.
Archived: It shows the agreements that have been archived.
Draft: It shows the agreements that are in draft stage.

To open an agreement from a list, open the list and hover over the agreement that you want to open, and select Open.

To take other actions on an agreement, open the corresponding list of agreements, hover over the agreement, and select the desired action button. The action buttons available for an agreement vary with the status of the agreement.

To edit an agreement in Draft status, select Edit Agreement from the right panel, or hover over the agreement name and select .

To cancel an agreement that is in progress, select the agreement and then select Cancel. In the dialog that opens, enter a reason for canceling the agreement, if desired. To send a cancellation email to the recipients, select Notify recipients via email. Next, select Cancel Agreement.

To remind the agreement recipients for signing an agreement:

Select In Progress to open the list of agreements that you have sent for signature.
Select the agreement that you want to send a reminder notification for.
From the Actions panel that opens, select Remind. Or, hover over the agreement and select

4. In the 'Add a reminder' dialog that opens, fill in the required details and select Create.

Access Adobe Acrobat Sign via Chatbot

The Adobe Acrobat Sign Bot is a way for you to retrieve the status information of your Adobe Acrobat Sign documents through a conversational chat. It helps you quickly check the status of documents that are waiting for signature and approval.

The Bot commands are supported as 1:1 chats via the Adobe Acrobat Sign chat.

When accessing the Adobe Acrobat Sign Bot interface for the first time, you are prompted to Sign In via a Welcome message, as shown below. Select Sign In and provide your Acrobat Sign credentials. Once signed in, you can quickly check the status of documents using the chat interface commands.

Chat interface commands

Within the Chat interface, you can issue several commands that return discrete Bot cards for any agreements found:

help – It displays a list of available commands for the Bot.
show docs for me – It displays the documents that are waiting for your interaction. The Bot card allows you to sign and download the agreement.

show docs for others – It displays the documents that are waiting for others. You can download the agreement and send a reminder to the current recipients.
check status – It prompts for the name of an agreement, and then displays the status of that document.

When checking the status, if the document name that you provide does not match an existing record, Acrobat Sign Bot displays the following two options:

By most recent – It displays a list of recently created/sent agreements. You can choose to see the last sent agreement or the last three agreements.
By date range – It shows a list of agreements that are created within a specified date range. It returns the three latest agreements created within the range. If more than three agreements are returned, a fourth card exposes a button to open the Manage window in Adobe Acrobat Sign.

Sign agreements via notifications

Adobe Acrobat Sign for Teams now sends notifications when users receive an agreement for signing. The notifications pop up in the Teams app and appear in the activity feed. The signer can follow the link in the notification to sign the agreement directly within the Teams app.

The Activity feed also displays the agreement that is sent to the user for signing. Once the user selects the notification for the agreement received, it opens the document directly in the window to the right. The user can select Start to begin signing the document. Once the signer signs all the required fields, a notification is sent to the sender along with a copy of the signed document.

If you do not want to receive notifications, you can temporarily turn off the Sign notifications.

Note: To enable integration with the Activity feed, a Microsoft Teams admin must grant permissions requested by Adobe Acrobat Sign for MS Teams application for your organization. Refer to this Microsoft Teams Help page to learn how to grant org-wide admin consent to an app.

Common issues

The problem:

When you attempt to connect and authorize Adobe Acrobat Sign in Teams, you get the following error message after authenticating into the Microsoft 365 account:

Adobe Acrobat Sign for Microsoft 365 requires authorization to access your organization’s resources. Ask an administrator to grant permission for this app before you can use it.

You are prompted with an option to Sign in with another account or Request approval.

Note: Depending on the site configuration, the above error message may or may not include the Request approval button.

Why this happens:

The Adobe Acrobat Sign for Teams application uses the ClientID for the Microsoft 365 integration to authenticate in the Acrobat Sign tab inside Teams.

If Microsoft 365 configuration has placed restrictions on certain Office integrations, you see a dialog informing you that you need approval.

Solution:

You must Install and approve the Adobe Acrobat Sign for Microsoft 365 integration using one of the following two ways:

Install from the Microsoft App Store into Word or PowerPoint.
Respond to a Request for Approval, and grant admin consent from the application permissions.

Install Acrobat Sign from the Microsoft App Store into Word or PowerPoint

If the configuration for Microsoft 365 restricts the applications that can be installed and do not allow users to request approval to add applications, you must install the application into an Office app and approve the add-in for the organization. To do so:

Log in to Microsoft Office as an administrator.
Open Microsoft Word and create a new blank document.
From the ribbon, select Insert > Add-ins.
In the dialog that opens, search for Adobe.
Locate Acrobat Sign for Word and PowerPoint in the search result and select Add.
Once the Add-in is installed, open the add-in using one of the following ways:
- Respond to the toast notification offering to get started.
- Select Send for Signature or Agreement Status option from the ribbon.
In the add-in window that opens, select Get Started.
It prompts you to authenticate Microsoft 365 and approve access for the add-in.
Select Approve for my organization.
Select Approve to configure the Acrobat Sign for Office365 add-in to be used by all members of your organization.

Once this app is installed and approved, any user can install Adobe Acrobat Sign for Teams without needing to request administrator approval.

Respond to a Request for Approval, and grant admin consent from the application permissions

When the admin receives a request for approval of the Adobe Acrobat Sign for Office365 app, the request contains a link to a page where you can approve the installation of the integration app for that one person.

Once you approve, follow these steps to process the approval:

Log into the Azure Active Directory admin center as an Administrator.
From the left navigation menu, select Enterprise applications.
From the Enterprise applications navigation menu, select All applications.
In the All applications list, select Adobe Acrobat Sign for Microsoft 365 link to navigate to the properties for the application.
From the navigation menu, select Permissions to display the permissions afforded to this application.
Select Grant admin consent for <Organization Name> to approve the application and allow all users in your organization to use the Adobe Acrobat Sign integration for Teams.