Adobe Sign for Dropbox - User Guide

Adobe Sign’s integration with Dropbox is scheduled to end on July 31st, 2021.

At that time, Adobe Sign will no longer be available through your Dropbox account, however all of your Adobe Sign agreements will remain available to you and can be accessed by logging in to your Adobe Sign account.

Supported browsers

Adobe Sign for Dropbox is a web based integration that has been certified on the following browsers/versions:

  • IE 11 - 11.0.9600.19180 update Version:11.0.95
  • Edge - 42.17134.1.0
  • Firefox - 63.0.3
  • Safari - 12.0.2
  • Chrome - 69
     

Connecting Dropbox to Adobe Sign

Connecting your Dropbox account to Adobe Sign is a quick, "one-time" authentication process that establishes a relationship between the two services.

Once the relationship is established, you can send your documents for signature using the Adobe Sign service, without having to authenticate each time.

If you don't have account with Adobe, then you can create one absolutely free, and if you do, you can use your existing Adobe ID.

New users to the Adobe Sign service will have a free account created, and existing users will be connected to their existing account.

 

Establishing the relationship is only done the first time you use the integration:

 

  • Log in to Dropbox
  • Mouse over any document and click the Open With menu
  • Select Adobe Sign in the SEND FOR SIGNATURE section of the menu
Open With menu.

The "getting started" page loads and offers you four options to authenticate:

Once you click the Sign up for free button, the page refreshes to the Adobe ID Sign up form. 

Your Dropbox profile information will be inserted automatically.

Verify /edit the required information:

  • First and last name
  • Email address
  • Password
  • Date of birth

Then click Sign up

The page refreshes again to show a Verify your Email dialogue.

Open your email, find the recently delivered email from Adobe, and click the link to verify your email ownership.

 

Verifying your email ownership opens a new tab with a confirmation that the email has been verified:

 

Return to the Verify your Email page, and click the Check again and continue button:

 

Success!

The Send page should load with your document attached in the Files section.

If you are only establishing the connection, and not looking to actually send an agreement at this time, you can close the tab, and return to Dropbox.

Send page with transaction counter-free

Nota:

Free users will see a blue banner in the upper right corner of the window that tracks the number of transactions their account has available.

Transactions are counted once the Send button is pushed, committing the transaction. Aborting the process on the Send page does not consume a transaction.

Once you click the Log in link, the page refreshes to the Adobe ID Sign in page.

  • Enter your Adobe ID user name and password 
  • Click Sign In

 

Success!

The Send page should load with your document attached in the Files section.

If you are only establishing the connection, and not looking to actually send an agreement at this time, you can close the tab, and return to Dropbox.

Send page with transaction counter - Adobe

Nota:

Free users will see a blue banner in the upper right corner of the window that tracks the number of transactions their account has available.

Transactions are counted once the Send button is pushed, committing the transaction. Aborting the process on the Send page does not consume a transaction.

Or continue with:

Once you click the Facebook button, the page refreshes to a Facebook authentication page.

  • Enter your Facebook email and password
  • Click Log in

 

Facebook then presents a challenge.

This is to inform you that your public profile and email will be delivered to Adobe for the purpose of creating your Adobe ID

  • Click Continue as...

 

The Welcome to Adobe sign up page appears for the Adobe ID.

  • Your email address is imported from your Facebook profile
  • Enter your date of birth
  • Click Done

 

Success!

The Send page should load with your document attached in the Files section.

If you are only establishing the connection, and not looking to actually send an agreement at this time, you can close the tab, and return to Dropbox.

Send page with transaction counter - Facebook

Nota:

Free users will see a blue banner in the upper right corner of the window that tracks the number of transactions their account has available.

Transactions are counted once the Send button is pushed, committing the transaction. Aborting the process on the Send page does not consume a transaction.

Once you click the Google button, the page refreshes to a Google authentication page.

  • Enter your Google email and password
  • Click Next

 

The Welcome to Adobe sign up page appears for the Adobe ID.

  • Your email address is imported from your Google profile
  • Enter your date of birth
  • Click Done

 

Success!

The Send page should load with your document attached in the Files section.

If you are only establishing the connection, and not looking to actually send an agreement at this time, you can close the tab, and return to Dropbox.

Send page with transaction counter - Google

Nota:

Free users will see a blue banner in the upper right corner of the window that tracks the number of transactions their account has available.

Transactions are counted once the Send button is pushed, committing the transaction. Aborting the process on the Send page does not consume a transaction.

Create an account or log in.


Disconnecting your Dropbox and Adobe Sign account

At any time you can disconnect the relationship between Dropbox and Adobe by signing out of the application on the Adobe Sign screen.

To disconnect the services:

  • Mouse over the leftmost icon in the top right corner
  • Click the Sign Out option
Sign out.

Signing out only deletes the relationship between the two services. This means:

  • You would have to authenticate the relationship again the next time you want to use Adobe Sign
  • Because the relationship is forgotten, any signed document completed after the relationship is deleted will not automatically push back to Dropbox

It does not mean:

  • Your existing transactions are lost or deleted. All transactions that have been sent through Adobe Sign will still be available to the account
    • Transactions that are still "in-flight" will continue to process normally in the Adobe Sign system. Nothing is automatically canceled
    • Email will continue normally as these are sent from the Adobe Sign service, and not reliant on the established connection to Dropbox


Account authentication goes "inactive" after 30 days without use

The relationship between Dropbox and Adobe refreshes as long as you continue to use the integration.

30 days of inactivity will cause the relationship to be deemed inactive, and "forgotten". 

This means:

  • You would have to authenticate the relationship again the next time you use it
  • Because the relationship is forgotten, any document completed after 30 days of inactivity will not automatically push back to Dropbox

It does not mean that your existing transactions are lost or deleted. All transactions that have been sent through Adobe Sign will still be available to the account

  • Transactions that are still "in-flight" will continue to process normally in the Adobe Sign system. Nothing is automatically canceled
  • Email will continue normally as these are sent from the Adobe Sign service, and not reliant on the established connection to Dropbox

Once the relationship is inactivated and forgotten, the next time you want to use Adobe Sign, the relationship has to be reauthenticated using the same process described above.


Sending documents for signature

The Dropbox integration with Adobe Sign streamlines the process of getting one or more signatures on your documents with a minimum steps.

The sender only needs to supply the email address of each signer in the order that they are expected to sign the document. Signatures are obtained in a sequential process when multiple signers are involved.

  • If there are multiple signers that are signing from the same email address, you can add the email address multiple times (once for each signer).

Optional features exist for second-factor user authentication, signed document security, and reminders for transactions that are pending.

Once the document is fully signed, a copy of the signed PDF is automatically pushed back to your Dropbox account.

The basic steps to send a document are:

  1. Mouse over a document in Dropbox
  2. Click the Open with button
  3. Select Adobe Sign
Select Adobe Sign Signature option.

The Adobe Sign Send page opens

  • The document is automatically added
  • The name of the agreement adopts the name of the file. Edit this as necessary
  • The agreement message inserts the name of the attached document. This is also editable

4. Enter the email addresses of the signers

  • If there are multiple signers for the agreement, enter them in the order they should sign
    • All signers will be signing the same document 
  • Click the Add Me link (above the recipient list) if you need to add yourself to the signature process
  • Click and drag the recipients to change the order of the recipient list

5. Edit the Message as needed

  • The agreement Name is the top field, and is displayed in the subject line of the emails (highlighted in yellow below)   
  • The agreement Message is the multi-line text box, and is displayed in the email body (highlighted in green below)
Review an sign email

6. Add any additional document files as needed

 

7. Click Send

 

The document is sent to the first recipient for signature, and the post-send page displays. There are three options available:

  • Go to Dropbox - Returns you to your Dropbox page
  • Track Agreement - Opens the Manage tab of Adobe Sign
  • Change Destination Folder - Allows you to route the return path for the signed document of this transaction

 

Post Send page

The dropbox integration supports a password as a second-factor authentication method for signers.

Set the password option by clicking the Email icon to the right of the recipient email address, and select Password from the drop-down menu.

You will be prompted to enter an alphanumeric value between 3 and 32 characters.

Nota:

Signers will not be able to view the document until the password is properly entered

There are a few things to keep in mind when using password authentication:

  • Passwords are not communicated to the recipient through Adobe Sign. You must deliver the password out-of-band to ensure security
  • When creating a password, use a scheme that you can re-create in the future  (in case the signer forgets it)
  • Passwords are not stored in the Adobe Sign agreement record. If the password is forgotten, it cannot be recovered
  • If a password authentication is failed five times, the agreement will be automatically canceled and the sender will be notified

Signed PDFs are sealed by default to prevent tampering with the PDF content.

Additionally, a sender can apply a password that will prevent the PDF from being viewed when opened.

This password is a 3 to 32 character alphanumeric value set when the agreement is created:

Similar to authentication passwords, the password is not stored in the agreement records, and cannot be recovered if it is lost.

The password forces an authentication when the PDF is opened. The PDF content cannot be viewed until the password is successfully entered.

After the password is successfully applied, the PDF content can be read.

The basic PDF tamper proofing security is still in place and will prevent the content from being altered.

When sending an agreement, a reminder can be established for the whole agreement. 

This means each recipients will have a reminder assigned to them when it is their turn to sign the document. Only the current recipient is ever notified with an agreement reminder.

When an agreement with a reminder is initially sent, a Please Sign email is delivered to the first recipient. This event starts the timer for the first reminder.

If the reminder is configured to send every third day (for example), the first reminder will trigger exactly 72 hours after the Please Sign email was delivered.

When the recipient completes their action with the agreement, the reminder clock for that recipient is terminated.

In the case where there are multiple recipients, the next recipient in the flow receives a Please Sign email immediately after the preceding recipient has completed their action. The reminder clock starts for the new recipient based on the delivery time of their Please Sign email (not the initial time stamp).

This process cycles through all the recipients of the agreement until the agreement is fully executed.

Setting a reminder from the Manage page

Reminders created after the send process are configured on the Manage page.

The Manage page interface has a few more options that the Send page does not:

  • You can select which recipients you want to include in the reminder. Design the reminder for one, some or all of your recipients.
  • You can select a cyclic reminder process like on the Send page
    • If a recipient is added to a cyclic reminder after they have completed their action on the agreement, they will not receive reminders
  • You can create a one-time (ad hoc) reminder that will send either "Right Now" or on a "Specific Date"
    • Ad hoc reminders can be configured for participants that have completed their action for the agreement
    • Ad hoc reminders can be configured after the agreement is closed-signed, or archived
  • You can include an optional message. 
Manage page - Remind

For deeper information on Reminders, refer to this article.

By default, the signed PDF will be pushed back to the original folder where the original document launched the process.

When sending the agreement, the sender has the option to change this default routing to any other folder in Dropbox.

Note: Re-routing a document only applies to the one agreement. This is not a change in the established behavior for future or previous documents.

To re-route the signed PDF:

  • Click the Change Destination Folder button on the post-send page
Post Send page - redirect

 

  • Select the new folder in Dropbox where you want the signed document to be placed

 

The post-send page will update to reflect the new path.

You can change the path again if needed.

Selected new destination folder

Nota:

Once you close out the post-send page, you cannot further edit the return path for the signed PDF.


Authoring documents

"Authoring" refers to the process of placing fields onto the uploaded documents.

Most commonly, this is used to place signature fields.

  • Explicitly placing signature fields is not required, but can improve the overall look of the final document
  • If signature fields are not explicitly placed on the document, they will automatically be placed at the bottom of the document content
    • Signature fields occupy a specific "footprint" of space.  If Adobe Sign determines there isn't enough space to fit the signature at the bottom of the last page, an additional page is added to the document to allow for the signature placement.

Additional field types are available for basic form creation, when you need to allow for the signers to input information.

Nota:

Customers that want to create reusable forms should investigate the Text Tag guide, which provides instructions on how to place text based field indicators into the document, which convert to fields after uploading to Adobe Sign.

In the below example we are sending an agreement to four signers.

On the Send page we describe the four recipients in the order we want them to sign:

  • Io and Calliope, the two customers, sign first and second
  • Casey and Jeanie, the two internal counter-signers, signer third and fourth

Once the agreement is configured, check the Preview & Add Signature Fields check box.

  • The button text will change from Send to Next when the box is checked
  • Click Next

The document processes for a short time, and then renders the page in the authoring environment.

Across the top you can find the standard field alignment tools.

On the right side is the list of recipients and the field sections (containing individual field types that you can drag onto the document).

Check here for a detailed description of the field types.

Authoring overview.

In this example we will focus on just the signature fields.

At the bottom of the example form are described sections to capture the signature information.

The key element to placing fields is to ensure you are assigning the fields to the correct recipient. To do this, click on the recipients drop down.

All of the recipients are listed (in their signature order). Select the first recipient.

  • Notice that each recipient has a uniquely colored square next to it. This color is present in the fields assigned this recipient, helping readily identify how fields are assigned
  • Selecting a recipient from the list marks them as the designated target for any fields you subsequently place
  • Once a recipient is selected, the list collapses back to the right rail
  • The "active" recipient is shown in the recipient section

 

Click on the Signature Fields section to expose the individual field types.

Click on the signature type you want to use, and drag it onto the document where it should be placed.

Grab the bottom right corner to adjust the field width and height

 

According to the document template, we should also gather the (printed) Name, Title, and signature Date. These are all fields found in the Signer Info Fields section.

Click the Signer Info Fields section to expose the individual fields.

Drag the appropriate fields to their proper lines, and size them to fit nicely.

 

With all of the fields placed for the first recipient, click the recipient list and select the second one.

Notice when the field collapses back that the second recipient is clearly identified as active in the recipient section

 

With recipient 2 active, place all of the fields that are required just like we did before.

There are two things to notice about the fields:

  • The color block next to the recipient is reflected in the upper right corner of all of the fields
  • The fields themselves are a bright yellow vs. the fields assigned to the previous recipient which are a muted gray
    • The fields assigned to the active recipient are always highlighted this way. All other fields are muted
          

 

Repeat this process for the other two recipients, and the final document should show all fields properly placed

 

If you need to manually change the field assignment of one field:

  • Double-click the field to open the field properties
  • Change the value in the Assigned To field to the correct recipient
  • Click OK

 

Once all of the fields are properly in place, click the Send button in the bottom-right corner, and the agreement will be delivered to the first recipient.


Manage Agreements

The Manage page is the hub for all agreements uploaded to Adobe Sign.

For simplicity, it can be broken up into three functional areas:

A. Content and filters

B. Agreement list

C. Agreement tools

Manage page - exploded

Content filters

The Manage page has four content/filter options:

Your agreements is the default data set for the content on your Manage page: 

  • When Your agreements is selected, the page content holds only the agreements you are explicitly involved in (as the sender, signer, CC'd party, or through an explicit agreement share)
  • Accounts that configure content sharing between users see a drop-down arrow next to Your agreements which opens a menu displaying all the users and groups that have been shared to the user's account.  
    • Selecting any one user or group populates your Manage page with the data set that user or group is explicitly involved in

Only one user/group data set can be loaded into the Manage page at any given time.

Manage page content filter

Along the left rail you find a listing of agreement statuses, as well as three template types. 

All of the content in your account can be sorted into one of these categories:

  • In Progress - Agreements you are connected to that are still moving through the signature cycle
  • Waiting for you - Agreements that are waiting for your action
  • Completed - Agreements that successfully completed the signature cycle
  • Canceled - Agreements that were abandoned. Abandoned agreements come from four sources:
    • Sender cancels the agreement
    • Recipient declines their action
    • Recipient fails their authentication
    • The system fails to process the agreement for some reason
  • Expired - Agreements that aren't completed by the time their expiration timer terminates
  • Draft - Agreements that are partly configured - haven't been sent yet

The template types are:

  • Templates - These are the templates in the Document Library
  • Web Forms - Web Forms are on-line forms that can be sent as URL links or embedded in web pages. As signers access the form, a child agreement spawns to capture just their signature on their own unique agreement. (eg: A registration form on a web page)
  • Mega Sign - Mega Sign templates allow the sender to pair a document with a list of recipients. Each recipient gets their own unique copy of the agreement for them (and only them) to sign. (eg: Annual expense training)
Nota:

When a search is performed, a new option appears at the top of the Status column: All

Selecting All displays all content in one table, disregarding the agreement Status.

Manage page status filter

Use text and/or a time frame to reduce the data set on the manage page. 

Searching with text filters out agreements that dont match the string you search against in most of the meta data fields. Fields that are included in the search parameters include:

  • Participant name
  • Email address
  • Participant Title
  • Participant Company
  • Agreement name
  • Agreement Notes
  • Agreement Message
  • Recipient personal message

The filter icon opens the opens the option to filter the data set by selecting a date range:

  • All dates
  • Last 24 hours
  • Last 7 days
  • Last 30 days
  • Last 12 months
  • Custom date range
Nota:

When a filter is selected, a tag is displayed next to the filter icon.  Any one filter can be clicked to remove it after the data set has returned.

Manage page search filter

A quick note on how text searching works:

If you were searching for the string: "A simple fish"

  • Quotes do not specify a literal string value
  • Adobe Sign search tokenizes the string, using spaces as delimiters. The example string is broken into three tokens: A, simple, and fish
  • Case distinction is removed from the tokens
  • Search then tries to find a full-text match for any token in any of the queryable fields
  • The returned data set is sorted by last modified date, with the most recent at the top

An additional option to Search hidden content is available by clicking the filter icon.

  • When the Search hidden content selected, only hidden content is included in the returned data set
Manage page hidden content filter


Agreement list

The agreement list displays the individual agreements that conform to the content you have selected, and reduced by the filters you have in place.

Each agreement displays:

Recipient - The current recipient (if the agreement is in process), or the first recipient (when the agreement is completed, canceled, or expired).

  • The recipient Name is displayed when known. The email of the recipient is displayed when the Name is unknown

Sender - The sender of the agreement.

Title - The name of the agreement.

Status - The current status as the agreement as it relates to the signature cycle. (The below example is using the All option, so multiple statuses are displayed)

Modified - The last modified date for the agreement.

Agreement list

The default sorting order for content is the Last Modified date of the agreements.

However, any column header can be clicked to sort the data set by that value.


Agreement tools

The agreement tools are exposed by single clicking any one agreement or template:

Agreement tools

The right rail pops open to expose the tools to access or manipulate the agreement (or library document/web form/mega sign):

View & Sign - Only available for agreements that are Waiting for you

Open Agreement/Template/Web Form/Mega Sign - Opens the object for a full view of the document.

  • Agreements show the current state of the agreement, where ever it is in the signature cycle.
  • Templates show the base documents use to build the template    

Use Template - Templates (Library documents) only.  This option starts a new agreement with the template already attached

Get Code - Web Forms only. This option opens a page where the user can copy the HTML or script code for the web form

Edit Template/Web Form - Allows the user to edit the template

Reminder - Allows the user to set a reminder for the current recipient

Cancel - Cancels the agreement

Download PDF - Downloads a PDF copy of the agreement in its current state.

  • Parent templates will download a PDF copy of the original documents used to make the template

Download Audit Report - Downloads the audit report for the agreement

Download Form Field Data - Downloads a csv file of the field content for a completed agreement

  • Parent template objects download a csv with the field level content for all child agreements that have been completed

Modify Agreement - Allows the user to edit the documents on an agreement, and/or the fields placed on the document.

  • This option is only available until the first recipient takes their action.

Delete - Templates (library documents) only. Deletes the template from the system. This is an irrevocable action

Hide Agreement/Web Form/Mega Sign - Hides the object from the user's view.  This action only removes the object from view, no other action is taken

Share - Allows the user to share the object explicitly with another user.  This action cannot be undone

Notes - Allows the user to apply personal notes to the object

Download Individual Files - Allows the user to download the individual files is multiple files were used to build the agreement/template

View Activity Report - Mega Sign only. This option produces a summary of the Mega Sign progress, sectioning the list of recipients into categories that match the signature status of the agreement

Replace Current Recipient - Only available for agreements the user has sent. Allows the user to replace the current recipient for an agreement

Activity - A running list of events that have taken place in regard to the agreement. Starting with a Creation event, logging each recipient's activities, and closing with a complete/canceled/expired status

The Archive section of the Manage page is for uploading documents external to the Adobe Sign system.

Any document format normally allowed in Adobe Sign can be uploaded, and will be converted to a PDF.

The user can then download the PDF version at any time later.

Only a document name is required to upload a document, and additional fields are available to improve discoverability using the wildcard search filter.

Manage - Archive interface.

Nota:

The Archive section is not a location to move agreements to for document storage. 

Agreements cannot be manually moved between status folders.


Signing the document

Signing the document is quick process for the recipient.

They do not need an account, they don't need to sign up for anything. 

The request to sign an agreement is delivered to their email box with a link to the document.

The signature process is simply:

  • Click the link in the email
  • Click the signature field
  • Type in your name
  • Click Apply 
  • Click the Click to Sign button

Here's a quick video on the signature process

Apply Signature.


Transaction limits / Upgrading

The Adobe Sign for Dropbox integration is open to all levels of Adobe Sign service.

If you are connecting with an established user in a paid account, then your transaction limits will be the same as if you logged directly into the website.

New users that are establishing a free account should refer to the "Free" row of the transaction limits table.

Free users are also subject to a "hard cap" on the number of transactions they can send. This is currently limited to five transactions in a 30 day window.

As time passes, agreements will fall outside the 30 day window, allowing you to send additional agreements.

  • A blue banner in the top right of the Send page indicates how many transactions you have available. 

Transactions are consumed when you Send an agreement.

  • Draft agreements are not yet sent, so they do not count
  • Canceled agreements were sent, so they do count
  • All transactions sent count, wether the agreement was sent through DropBox or the Adobe web site
Transaction counter

 

When you get to your last transaction, the banner will include an Upgrade Account link, which guides you through the process of purchasing a paid account.

When you are out of transactions, you can either upgrade to a paid level of service, or wait until some of your existing transactions age beyond 30 days.

Last transaction

Logo Adobe

Accedi al tuo account