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 integration user/key
- Contact Adobe Sign Support to enable/verify integration settings
- Generate an Integration Key in Adobe Sign
- Install the Integration Key into the Workday Tenant
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:
Following the directions in the email will initialize your account and take you into your Adobe Sign Home page.
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 hold the integration key
Within the group, there should be one (and only one) group level administrator. This user is the authoritative user holding the integration key. 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.
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
A pop-up will appear asking for the new user’s details:
- Provide a functional email that you have access to
- This user will hold the Integration Key
- 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 pop-up will disappear, bringing you back to the Users page. You will see the new user listed with a CREATED status.
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
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
Adobe Sign Support needs to configure the group and administrative user in the Adobe Sign environment to enable the integration functions. If you are an existing customer with an established account, you can contact your Success Manager to ensure this is completed.
New customers that haven’t been assigned a Success Manager can contact support directly to verify that the account is fully configured:
- Open a ticket with Adobe Sign support
- Please provide:
- The name of the group you created
- The email address of the Workday group administrator
- Please request:
- Verification that the group and user are configured for access to Workday
Once verification is received that the group and user are properly enabled, the group level administrator will have rights to generate Access Tokens (Integration Keys).
New installations require an integration key to be generated in Adobe Sign and then entered into Workday. This key authenticates the Adobe Sign and Workday environments to trust each other and share content.
To generate an Integration Key in Adobe Sign:
- Log in to your group level administrator in Adobe Sign
- Navigate to Group > Personal Preferences > Access Tokens
- Click the circled plus icon on the right side of the window
If the userID is granted Account level authority (in addition to Group authority), the text in the top menu will read "Account" instead of "Group".
Navigate to Account > Personal Preferences > Access Tokens
The Create Integration Key interface will load:
Provide an intuitive name for your key (e.g. Workday)
The Integration Key must have the following elements enabled:
- Click Save when the key is configured.
The Access Tokens page is exposed showing the key(s) designed in your account.
- Click the key definition created for Workday
- The Integration Key link is exposed at the top of the definition
- Click the Integration Key link
The Integration key will be exposed.
- Copy this key and save in a secure place for the next step
- Click OK
Installing the Integration Key into the Workday tenant establishes the trust relationship with Adobe Sign. Once that relationship is in place, any Business Process can have a Review Document step added that enables the signature process.
Note: Adobe Sign is branded as “Adobe Document Cloud” throughout the Workday environment.
To install the Integration Key:
- Log in to Workday as an account administrator
- Search for Edit Tenant Setup - Business Processes
The Edit Tenant Setup - Business Processes page will load. There are four fields that pertain to the Adobe Sign integration:
Adobe Document Cloud Acknowledgment – A fixed text acknowledgment of the integration.
Adobe Document Cloud API Key – Where the Integration Key is installed
Adobe Document Cloud Sender Email Address – The email address of the group level administration in Adobe Sign
Remove documents awaiting eSignature when Document is Canceled – An optional configuration that removes documents from the signature cycle if a document is canceled in Workday.
Complete the installation:
- Paste your Integration key into the Adobe Sign API Integration Key field
- Enter the email address of the group level administrator (created in Adobe Sign) into the Adobe Document Cloud Sender Email Address field
- Click OK
Adobe Sign functionality can now be added to any Business Process by adding a Review Document step and configuring it to use eSign by Adobe as the eSignature type.
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:
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
Review Documents Step
Dynamic Document Generation
Offer Document Generation Configuration tips
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).
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.