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Adobe Acrobat Sign for Veeva Vault: User Guide

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This document is designed to help Veeva Vault customers learn how to use Adobe Acrobat Sign for Veeva Vault integration for sending an agreement.

Overview

Adobe Acrobat Sign integration with Veeva Vault facilitates the process of obtaining a signature or approval for any documentation that requires legal signatures or auditable document processing.

The overall process of sending documents for signature is similar to sending an email, so it is easy to adopt for most users.

Adobe Acrobat Sign integration with Veeva Vault streamlines and expedites your document and signature workflows. By using the integration workflow, you:

  • Save time and resources spent on snail mails, overnighting, or faxing.
  • Send contracts for e-signature or approval from Veeva Vault, access real-time contract history, and view saved contracts.
  • Track the deals in real time across your organization and get updates when agreements are viewed, signed, canceled, or declined.
  • eSign in over 20 languages and support fax-back service in 50+ locales worldwide.
  • Create reusable Agreement Templates for sending options.

Send an Agreement using Adobe Acrobat Sign for Veeva Vault

To send an agreement using Adobe Acrobat Sign for Veeva:

  1. Go to the Veeva Vault login page and enter your username and password. It opens your Vault’s home page, as shown below.

    vault-home

  2. Select the Library tab and then from the top-right corner, select Create.

    create-library

  3. Select Upload and Continue.

  4. Upload any document from your local drive.

  5. In the dialog that appears, select Type as Clinical and then select a Subtype and Classification, if required.

    choose-document-type

  6. To close the dialog, select Ok.

  7. Select Next.

  8. In the window that shows, fill in all the required fields in the metadata section and select Save.

    metadata-details

  9. It creates a test document in Draft status, as displayed below.

    document-draft

  10. From the top-right corner, select gear icon dropdown menu and select Start Review.

    start-review

  11. Select the Reviewer and Review Due Date.

  12. Select Start. It changes the document Status to IN REVIEW.

    in-review

  13. Complete the assigned task on behalf of the reviewers. Once you are done, it changes the document Status to REVIEWED.

    reviewed-status

  14. Select gear icon dropdown menu and select Adobe Sign.

    select-adobe-sign

  15. If UMG (Users in Multiple Groups) feature is enabled on the Adobe Acrobat Sign account and the sender belongs to multiple groups, you see a dialog as shown below. In the dialog, select the group and then select Next.

    umg-dialog

  16. In the iFrame window that opens in Vault, enter the recipient’s email address and select Next.

    iframe

    Note: If an Adobe Acrobat Sign user account does not exist for the sender’s email, the iFrame window displays a message, as shown below. It also sends the user an email with the instructions to activate the account.

    iFrame-registration-message

    iFrame-confirm-email

    However, if Auto Provision Sign Users feature is disabled, Adobe Acrobat Sign user creation fails, and the iFrame window displays a message asking the user to contact their Adobe Acrobat Sign account administrator. The Adobe Acrobat Sign Account Administrator can take one of the following actions:

    • Enable the Auto Provision Sign Users feature for the account.
    • Create the user in Adobe Acrobat Sign prior to using the Veeva Vault Adobe Acrobat Sign Integration.
    iFrame-contact-administrator

  17. Once the document is processed, drag and drop the Signature fields from the right panel and select Send.

    add-signature-fields

  18. It sends the document to the recipients for signature. Once the recipient receives the document email, the document status changes from Reviewed to In Adobe Signing.

    in-adobe-signing

  19. Once all the signatures are captured and completed in Adobe Acrobat Sign, the document Status in Vault changes to Approved.

  20. Select Document Files option and expand the Renditions section in Vault. It automatically creates a Rendition called ‘Adobe Sign Rendition’ once the document is in an Approved state.

    document-files

  21. Download the Adobe Sign Rendition for validating the recipient signature.

    verify-signature

Cancel an Agreement using Adobe Acrobat Sign for Veeva Vault

  1. Go to the Veeva Vault login page and enter your username and password.
    It opens your Vault’s home page, as shown below.

    vault-home

  2. Select the Library tab and then select the document.
    The document status can be: In Adobe Sign Draft, In Adobe Sign Authoring, or In Adobe Signing.

    document-adobe-sign-authoring

  3. Select Cancel Adobe Sign.

    cancel-document

    It triggers the Web Action and loads the iFrame window in Vault.

    cancelled-document

    The document status automatically changes to Review.

    cancel-reviewed

    After the document status changes to Review, you can again send it out for signature.

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