Overview

This document provides Workday customers with the required steps for integrating Adobe Sign into your Workday tenant. The document is an installation guide and not intended to be a comprehensive training manual for Workday.

In order to use Adobe Sign within Workday you need to possess or develop an understanding of how to create and modify Workday items such as: Business Process Framework, Tenant Set-up and configuration, Reporting and Workday Studio Integration.

The high-level steps to complete integration are:

  • Activate your Administrative account in Adobe Sign (New Customers Only)
  • Configure a Group in Adobe Sign to hold the Workday authentication user
  • Establish the OAuth relationship between Workday and Adobe Sign


Activating Your Adobe Sign Account

Existing customers with established accounts can skip to the Configure Adobe Sign for Workday step

For customers that are new to Adobe Sign and do not have a pre-existing log-in, an Adobe on-boarding specialist will provision your account (in Adobe Sign) for Workday. Once complete, you will receive a confirmation email:

Image of the Welcome Email from Adobe Sign

Following the directions in the email will initialize your account and take you into your Adobe Sign Home page.

The Adobe Sign Home page


Configure Adobe Sign for Workday

Configuring Adobe Sign for Workday requires two dedicated objects to be generated in the Adobe Sign system:

  • A “Workday group”
    Workday requires a dedicated “group” within the Adobe Sign account to enable integration functionality. The Adobe Sign group is used to control only the Workday usage of Adobe Sign. Any other potential usage (Salesforce.com, Arriba, etc.) will not be impacted.
    e.g.: The Workday group will have email notifications suppressed so that Workday users only receive notifications within their Workday inbox.

  • An authenticating user to establish the OAuth relationship
    Within the group, there should be one group-level administrator.  This is the authoritative user maintaining the OAuth relationship between Workday and Adobe Sign. It is recommended that a functional (but real) email address be used, such as HR@MyDomain.com. By using a functional email instead of a personal one, you reduce the risk of having the user disabled at some future date and consequently disabling the integration.


Create a User and Group in Adobe Sign

To create a user in Adobe Sign:

  • Log in to Adobe Sign as the account administrator
  • Navigate to Account > Users
  • Click the circled plus sign to create a new user
Image of the navigation path to create a new user

A pop-up will appear asking for the new user’s details:

  • Provide a functional email that you have access to
    • This user will establish and maintain the OAuth relationship
    • The email address needs to be an actual address for verification
  • Enter an appropriate First and Last name value
  • Select [Create a new group for this user] from the User Group picklist
  • Provide the New Group Name with an intuitive name like “Workday
  • Click Save
The Create a User panel

The pop-up will disappear, bringing you back to the Users page.  You will see the new user listed with a CREATED status.  

A view of the new Created user

The “Created” status indicates that the user has not yet verified their email address.

  • Log in to the new user’s email box
  • Find the “Welcome to Adobe Sign” email
  • Click where it says Click here to set your password
  • Set the password
    • This action will change the status of the user in the system to ACTIVE
Image of the new Activated user


Define the Authenticating User

To promote the new user in the Workday group:

  • Navigate to the Users page (if not already there)
  • Double-click the user in the Workday group
    • This opens an Edit page for the user’s permissions
  • Check the User is a group administrator box
  • Click Save
Image of the properties panel showing how to define a group admin.


Configuring the Workday Tenant

To complete the connection between the Workday tenant and Adobe Sign, a trusted relationship must be established between the services.

Once that relationship is in place, any Business Process in Workday can have a Review Document step added that enables the signature process through Adobe Sign.

Note:

Adobe Sign is branded as Adobe Document Cloud throughout the Workday environment.

To establish the trusted relationship:

  • Log in to Workday as an account administrator
  • Search for Edit Tenant Setup - Business Processes

The Edit Tenant Setup - Business Processes page will load. 

  • Locate the eSignature Configuration section:
eSignature Configuration
  • Click the Authenticate with Adobe button
    • This starts the OAuth2.0 authentication sequence whereby you will be required to:
      • Provide the credentials for the Adobe Sign Group admin created during step “Defining the Authenticating User
      • Approve the access to Adobe Sign that the Workday tenant requires

Note:

Please ensure that you completely log out of any other Adobe Sign instance before proceeding.

Once connected, the Adobe configuration enabled checkbox is set and you can begin using Adobe Sign with Workday.


Configure the Review Document step

The document for the Review Document step can be a static document; a document generated by a Generate Document step within the same business process; or, a formatted report created with the Workday Report Designer. All of these cases can be augmented with Adobe Text Tags to control the look and position of the Adobe Signing specific components. The document source must be specified within the business process definition. It is not possible to upload an ad-hoc document while the business process is executing.

Unique to using Adobe Sign with a Review Document step is the ability to have serialized Signer Groups. This allows you to specify role-based groups that will sign in sequence. Parallel signing groups are not supported.

For assistance configuring the Review Document step, refer to the Quick Start guide here:
https://helpx.adobe.com/sign/help/Workday_Quick_Start.html


Support

Workday Support

Workday is the integration owner, and should be your first point of contact for questions about the scope of the integration, feature requests, or problems in day to day function of the integration.

The workday community has several good articles on how to troubleshoot the integration and generate documents:

Troubleshoot eSignature Integrations

https://doc.workday.com/#/reader/3DMnG~27o049IYFWETFtTQ/zhA~hYllD3Hv1wu0CvHH_g

Review Documents Step
https://doc.workday.com/#/reader/3DMnG~27o049IYFWETFtTQ/TboWWKQemecNipWgxLAjqg

Dynamic Document Generation

https://community.workday.com/node/176443

Offer Document Generation Configuration tips

https://community.workday.com/node/183242


Adobe Sign Support

Adobe Sign is the integration partner, and should be contacted if the integration is failing to obtain signatures, or if notification of pending signatures fails.

Adobe Sign Customers should contact their Customer Success Manager (CSM) for support. Alternatively, Adobe Technical Support can be reached by phone: 1-866-318-4100, wait for product list then enter: 4 and then 2 (as prompted).


Common Questions

The root of this problem can be that the Candidate has not clicked the Submit button in Workday after signing in Adobe Sign.

Per Workday task Check eSignature Signing Status: "To start the process, the user can submit the associated Inbox task."

Per Workday Development: The original signing completes the process only if the user submits the Inbox task after signing the document. The signers have to always submit the Inbox task in Workday after they complete the signing on Adobe Sign. Post signing, the iframe is closed and the user is redirected to the same task where they can click the submit button to complete the process.