Guide to the user interface for the Adobe Sign application integrated to Microsoft Dynamics CRM
Adobe Sign integration to Dynamics offers a plug-and-play solution to obtain signatures for any form/contract documentation needed. This integration provides the following benefits:
This documentation is expressly for Microsoft Dynamics 365 CRM 9.0 Online and beyond.
Adobe Sign is installed by the Dynamics administrator, and access is granted via security roles. If you require access and do not see the Adobe Sign option on your main page, contact your Dynamics administrator to request user access.
For Adobe Sign to properly function in Dynamics, your browser must have pop-ups enabled. If at any time you receive a message indicating “Only secure content is displayed”, click the button to Enable all content.
When you first load Adobe Sign, you land on the Home page (as seen above). This page contains several quick links to the most commonly sought features for users.
The Welcome banner contains a Learn More link that opens the User Guide (this document) and is available until the user starts generating agreements.
As soon as the user creates an agreement, the welcome paragraph and Learn More link is replaced by links to two agreement filters:
Admin users have access to a set of Admin Tools just under the welcome banner:
Just under the Welcome banner is a listing of the recent agreements sent by the user, showing the:
If the Adobe Sign application hasn't been configured yet, the above links are replaced:
News, warnings, and errors will be reported at the top of the Home page, and can be dismissed by the user:
The Request Signatures option is available from the More … menu.
You can use the Request Signatures option to send agreements for signature from a Dynamics Entity or from the Agreements page.
To send an agreement from an entity:
Reusable templates can be created, by the Dynamics administrator, for any recurring processes that have a predictable workflow. These templates are listed (alphabetically) in a sub-menu after you click Request Signatures.
A new Agreement page opens, and if an Agreement Template is being used, the pre-defined fields automatically populate.
To define and send an agreement you need only a few things:
One or more signers need to be defined in the Recipients section. Enter the recipients in the order you want them to sign the document. If you make a mistake, you can edit the Sign Order field on the left side of the recipient list.
To define a recipient:
This drops down an overlay where you can select the type of signer/approver:
1. Select the proper value from the Recipient Type picklist
2(a). Selecting New changes the overlay to allow you to enter a Full Name and an Email Address.
This action will not save a new Contact/Lead to Dynamics, it only uses the name and email for the purpose of this transaction.
2(b). Selecting Contact, Lead, or User changes the overlay to search for the specific entity you chose. Type in the name (or part of it) and then click the search icon to pick the specific recipient you want to include.
Because Dynamics understands these types of entities, the email address is imported from the database.
3. A Recipient Role must be defined for each recipient. The roles are:
4. Identity Verification must be defined for each recipient. The options available to you will be determined by the authentications that are enabled by the admin.
5. Once you have the recipient defined, click Save
6. Repeat 1-5 for all of the signers/approvers
There are two workflows for the signing order: Sequential, and Parallel. This option is governed by the Sign in order checkbox at the bottom of the Recipients panel.
When Sign in order is checked, the recipients will receive the agreement in the order the recipients are listed in the Recipients section. The first recipient is notified of the agreement, and no other parties are notified until the first recipient completes their action. Then the second recipient is notified, and so on until the agreement is completed.
When Sign in order is unchecked, the agreement is sent for parallel signature, so all recipients are notified immediately, and the agreement is completed when all have completed their action.
Changing the recipient order
Single-click the number to the left of the recipient's name. The number value becomes editable. Change it to the number you want the recipient to be in the signature process. The other recipients will adjust accordingly.
If the Sign in order checkbox is unchecked, the Sign Order column shows a 1 in all rows, indicating a parallel signature flow.
Editing the recipient values
You can edit any recipient value that isn't locked (as indicated by the lock icon) by single clicking the field.
This opens the field to edit or select a new picklist value.
Once the change is made, click the Save icon in the recipient panel.
To add a document to your agreement, click the Add files button in the upper-right corner of the Files section.
After clicking Add file, a pop-up window gives you the option to choose from two sources to upload files:
All attached files are concatenated into one PDF for the signature process. The order the documents will appear is based on the order you list them in the Attachments section. If you need to reorder the documents, click into the Order field and manually update the document number. The application will automatically resort any other documents.
The Message section contains the agreement subject (also used as the agreement name) and global message to the recipients.
The Options section contains a number of configuration options that apply only to this transaction:
Once the recipients are defined, the files are attached, and any other field manipulation is completed, click Send Agreement from the top menu ribbon:
Dynamics administrators have the ability to create one or more templates for any Dynamics entity (Contact, Opportunity, Account) that will pre-configure the agreement, reducing the amount of manual configuration for the Sender.
Templates are accessed through the More Commands (…) icon in the ribbon
If you know the Entity type that a template is built around, you can launch a new Agreement from the New menu:
After the Save button is clicked, the agreement is created based on the template values:
The Quick Create system can only be used by standard entities within Dynamics.
Agreements sent from custom entities must start from the Request Signatures menu item.
The status of an agreement indicates its current legal status, and is updated in Dynamics on a regular polling interval. The status values are:
The best way to find an agreement is to check the entities related to the primary entity you used to create the agreement.
For example, if you created an agreement using a Contact, you can check what entities are related by navigation to the Contact, and then clicking the Related tab and selecting Agreements from the menu:
Opening the relationship window shows the Agreements object, and clicking that option opens the full list of agreements associated with the entity.
Another way to view the status of an agreement is to review the full list of agreements:
All agreements, regardless of entity, are listed in the agreements list on the Agreements page.
Unsigned Agreements have three actions that can be applied to them:
Each of these actions can be initiated from inside the agreement using the buttons along the top.
If your company has deployed Adobe Sign for Dynamics version 9.2 or later, you have access to the Adobe Sign functionality on the Dynamics Field Service, Sales Hub, and Customer Service Hub apps.
These apps offer the same functionality with improved formatting, allowing direct access for phones, tablets, and any other mobile device.
The Hub Dashboard gives you a quick graphical report of the agreements associated to your user.
The reports allow you to drill down in to each element and produce new graphs specific to that sub-set of data.
The page is broken out into three default sections:
The Agreements section gives you a full listing of your agreements as well as the ability to sort the Agreements by their meta-data (status, creation date, signed date, etc).
It is also possible to create a new Agreement as needed.
Users that have access to Data Mappings can sort, review, and edit existing Data Mappings.
New Data Maps can also be created.
Users that have the system authority to access Templates can review, sort and edit existing templates.
New Agreement Templates can also be created.
Dynamics Administrators can access and edit the admin level settings for the Adobe Sign integration.