Feature Description

The Limited Document Visibility settings allow an agreement to contain multiple files that are selectively visible to the recipients depending on which settings are enabled and how the agreement is configured.

Example use cases include:

  • Sales agreements that require internal oversight/approval before they can be sent to the customer
  • New hire documentation that is to be delivered after the offer letter is accepted
  • Web forms that capture application data, and return the signed application with additional documentation

Here's a quick video that captures the high level use:


Limited Document Visibility involves a number of very specific terms:

User vs. UserID

  • User is a generic term for anyone that accesses Adobe Sign by direct login, federated authentication, or integration. A user may have multiple email addresses that they use to authenticate to Adobe Sign (thus a user may have multiple userIDs)  
  • UserID is a specific, authenticated object in Adobe Sign. The actual ID is a system-assigned number that ensures the identification of a unique (user) object. UserIDs are often equated to the email address as both are unique values in the system, but a user can change their email address, they may not change the userID.  All assets are logically tied to their creating userID.

Internal vs. External parties

  • Internal parties are userIDs that are part of the same Adobe Sign account as the sending userID
    • It's worth noting that users in the same company may be in different Adobe Sign accounts. Adobe Sign does not make any assumptions based on email domains or company names. The only relevant relationship is if the userIDs are contained within the same accountID
  • External parties identify any userID that is not part of the sending userIDs account. 
    • If the user's email isn't listed in the User list for the account, they are external by definition.


How it's used

Limited Document Visibility (LDV) rules are enabled at the Account or Group level (Group level settings over-ride the account settings)

LDV rules only expose the file content that has been explicitly assigned to any given recipient.

File content is assigned to a recipient by adding at least one field assigned to that recipient.

  • LDV is file based, not page based. If a file has 40 pages, and the recipient has one field assigned to them on one page, the recipient can see all 40 pages of the file
  • If the file contains no fields for the recipient, the entire file is excluded from that recipient's view
  • If there are four files, and the recipient needs to see all four, then at least one field must be applied to one of the pages of each file.
  • If page level control is required, then the file must be broken up into individual files, each containing one page

In the example to the right, there are two signers, and two documents in an agreement.

Signer 1 sees both documents, as there is a field assigned on both docs (Field 1 and Field 2)

Signer 2 will only see Doc 2 because they do not have an assigned field on Doc 1. 

  • Doc 2 is visible because Field 3 is assigned to Signer 2.
LDV example

Note:

LDV rules expect two prerequisites:

  • There must be more than one recipient
    • Recipients include any user added to the signature/approval process
    • CC'd parties are not recipients.    
  • There must be more than one file added to the agreement
    • Files are any attachment used to build the agreement (.doc, .xls, .pdf, .png, etc)

If either of the above requirements is not in true, LDV rules are suspended for that agreement.

Configure Options

When enabled, LDV has three settings that modify the behavior of the agreement and how it is viewed:

Signers and CCs in my account will see all files - When enabled, all userIDs in your account that gain access to the agreement (as a recipient or as a CC'd party)

LDV settings in the UI

Visibility of documents based on settings:

When Signers will only see files containing signature, initials or data entry fields assigned to them is disabled, LDV as a whole is disabled in the UI.

All recipients and CC'd parties see all files all the time.

LDV is disabled
Participant During Signing Completed Agreement
Sender All documents All documents
Internal Recipient All documents All documents
External Recipient All documents All documents
Internal CC All documents All documents
External CC All documents All documents

When only Signers will only see files containing signature, initials or data entry fields assigned to them is enabled:

  • The Sender can see all file content all the time
  • Recipients can only see the files they are explicitly included in during signing, and after the agreement is complete
  • CC'd parties do not see any file content.
LDV is enabled
Participant During Signing Completed Agreement
Sender All documents All documents
Internal Recipient Assigned documents Assigned documents
External Recipient Assigned documents Assigned documents
Internal CC None None
External CC None None

When Signers and CCs in my account will see all files is enabled:

  • All internal userIDs (relative to the sending user) can see all file content.
  • External recipients only see the files content assigned to them, during signing and after the agreement is complete.
  • External CC'd parties see no file content.
LDV allows internal agens to see all files
Participant During Signing Completed Agreement
Sender All documents All documents
Internal Recipient All documents All documents
External Recipient Assigned documents Assigned documents
Internal CC All documents All documents
External CC None None

When Signers and CCs will see all files when receiving the signed agreement is enabled:

  • Recipients only see their assigned file content during the signature process
  • CC'd parties do not see any file content during the signature process

Once the agreement is completed, all recipients and CC'd parties can see all file content.

LDV exposes all files when completed
Participant During Signing Completed Agreement
Sender All documents All documents
Internal Recipient Assigned documents All documents
External Recipient Assigned documents All documents
Internal CC None All documents
External CC None All documents

This configuration enables LDV rules and allows all internal userIDs (relative to the sender) to view all file content during the signing cycle.

When the agreement is complete, all users can view all file content

LDV allows internal agens to see all files
Participant During Signing Completed Agreement
Sender All documents All documents
Internal Recipient All documents All documents
External Recipient Assigned documents All documents
Internal CC All documents All documents
External CC None All documents

If you are planning on accepting written signatures, you should enable this option, but be aware that LDV rules do not apply when a written signature is involved.

In all cases, when a written signature is involved, LDV rules are suspended for that agreement.

LDV for written signature
Participant During Signing Completed Agreement
Sender All documents All documents
Internal Recipient All documents All documents
External Recipient All documents All documents
Internal CC All documents All documents
External CC All documents All documents

Using LDV with the REST API v6

The REST API v6 can be used by the sender to explicitly grant visibility to documents.

REST API v6 calls ignore all document visibility settings in the UI, as the API call over-rides account/group level settings.

The only carry over behavior is that the sender must specify a document label if it specifies a form field for a particular recipient. 

POST /agreements REST API v6 endpoint has three parameters that can be used to control document visibility behaviors.

AgreementInfo

Parameter Name Type Required Description
documentVisibilityEnabled Boolean No Optional document visibility parameter for the agreement. This parameter must be specified and set to true to enable document visibility.


ParticipantSetInfo

Parameter Name Type Required Description
visiblePages String[] No

A list of FileInfo.label that should be made visible for participants in this participant set.


CcInfo

Parameter Name Type Required Description
visiblePages String[] No A list of FileInfo.label that should be made visible for participants in this CC.


HTTP Status Code

HTTP Status Code Reason Description
400 INVALID_PARTICIPANT_SET_VISIBLE_PAGE_LABEL One or more visible page labels in the participant set is invalid.
400 INVALID_CC_VISIBLE_PAGE_LABEL One or more visible page labels in CC is invalid.
403 DOCUMENT_VISIBILITY_DISABLED Document visibility enabled is set to false and thus file info index cannot be specified for any participant set or CC.

GET /agreements/{agreementId} REST API v6 endpoint can be used to retrieve relationship between participants and documents

AgreementInfo

Parameter Name Type Description
documentVisibilityEnabled Boolean If true, document visibility was enabled for this agreement.


ParticipantSetInfo

Parameter Name REST Object Description
visiblePages String[] A list of FileInfo.label that should be made visible for participants in this participant set.


CcInfo

Parameter Name REST Object Description
visiblePages String[]
A list of FileInfo.label that should be made visible for participants in this CC.

If GET /agreements/{agreementId} is reporting CANCELLED status, it may be due to one or more invalid document visibility parameter values.

Use GET /agreements/{agreementId}/events to retrieve failure reason.

Error Message Condition
fileInfoIndex <FileInfo index> is missing in one of the participantSets containing <participant email> <label> must be specified as visiblePages for participant <participant email>

The above failure is logged with the Event.type value of AUTO_CANCELLED_CONVERSION_PROBLEM and Event.comment.


Things to know....

Limited document visibility and digital signature certificates are incompatible.

When LDV is enabled, the digital signature object is removed from the in-app authoring environment.

If an agreement with a digital signature field is sent with LDV rules enabled, an error will be triggered:

Digital signature field <field name> is unsupported due to limited document visibility.

If the userID can view the file that contains the attachment field, they also have the authority to view the attachment content.

Replacing a recipient works the same as normal with one exception:

  • The Sender of the agreement may not replace themselves when they are a listed recipient with a non-signing role, and Signers and CCs in my account will see all files is disabled

If Signers and CCs in my account will see all files is enabled:

  • Internal recipients can only delegate to another internal user
  • External recipients may not delegate to an internal user
    • Attempting to do so throws the error: "Your account admin does not allow delegation to this individual."

The files and fields can be edited (using the Modify Agreement feature) as long as the agreement hasn't been viewed by a participant

LDV is role agnostic

If you have a non-signing recipient, then that recipient must have at least one field placed on every file that you intend for them to have access to.

If a recipient doesn't have any visible files (because no fields are placed), an error is triggered: 

Participant <email> (<participant role>) does not have any visible document

Mega Sign works the same as other agreements. 

Enabling web forms to work with LDV requires a back end setting to be adjusted. 

Contact your success manager to have this feature enabled.

When enabled, web forms work the same as other agreements.

When an agreement is sent, there must be at least one required (not optional nor conditional) signature field for every recipient with a signing role.

If one or more signers don't have a required signature field, an additional page will be added to the end of the agreement and a signature block for every signer will be added (giveing all signers view of that last page).