The Workflow Designer is used to create workflows that tailor the signing processes to fit your specific business requirements. With this new tool, administrators can design and manage workflow templates easily with an intuitive drag-and-drop editor. It's easy to specify the documents to be included in an agreement; the characteristics of the participants—including predefined names, roles, and routings; form fields to be pre-filled by the sender; emails to be sent to the participants; agreement expiration or password options; and more.
Workflows also create an easy-to-follow send experiences for your users so process steps can be followed consistently every time. Senders using a workflow template are guided through the send process with custom instructions and fields, making the send process easier to use and less prone to errors.
Only administrators can create workflows. Account administrators can create workflows for their entire account or for specific groups within their account. Group administrators will be able to see all workflows, but can only edit the ones in their group.
Creating a workflow consists of defining the following information:
- Workflow Info—Define the workflow itself, which includes naming it, entering custom instructions for the senders using it, and granting permissions to use it.
- Agreement Info—Define and customize the agreement information that displays on the Send page.
- Recipients—Create a routing by adding recipients (signers and approvers) in the required signing order.
- Emails – Specify emails to be sent to different participants at different steps of the signature process.
- Documents—Specify which documents should be included in the workflow
- Sender Input Fields— Define fields that senders can use to input information when sending the agreement. The send input information is merged into the agreement before it is sent to the signers and approvers.
Required fields are identified with a red asterisk. Some field labels are editable as indicated by the
pencil icon, for example Agreement Name:
Click the pencil icon to enter a custom label. This label will display on the Send page when the workflow is used to send a document. To revert back to the original label, click the revert icon.
In the Workflow Designer banner, the default name of the workflow displays (e.g., New Workflow).
The dot next to the workflow name indicates whether the workflow is draft/inactive (grey dot) or active
The following controls are located to the right:
- Close—Click to close the workflow
- Save—Click to save your changes
- Activate/Deactivate—Click to activate (or deactivate) the workflow for the selected group
1. In the Workflow Info page, enter the following information:
- Workflow Name—Enter a name for your workflow. This name displays in the Workflow Designer banner, in the Use a Workflow drop-down on the Dashboard, and at the top of the Send page when the workflow is used to send an agreement.
- Instructions for the Sender—Enter instructions for using the workflow. These instructions display in the right side of the Send page when the workflow is used to send an agreement.
Instructions can be added using HTML tags. The following html tags and their attributes can be used in the instructions section: <p>, <br>, <b>, <i>, <u>, <ul>, <ol>, <li>, <img src=”fully qualified path”>, and <a href=”fully qualified path”>.
If you intend to use src or href paths, you will need to have the paths whitelisted. Please send the URLs to your Customer Success Manager
- Activate for—Specify who can use the workflow. The options are All groups, or the groups within your account.
Below is an example of Workflow Info:
2. In the Agreement Info section, define the agreement information as it should display on the Send page for the sender:
- Agreement Name—Enter the name of the agreement. This name displays on the Send page when the workflow is used to send an agreement and in the “Please sign/Please approve” email heading. This field is required and the label is editable.
- Message—Enter a message for the recipients. This message displays on the Send page when the workflow is used to send an agreement. This field is required and the label is editable.
- Cc—If needed, enter the email addresses for cc'd parties.
- Minimum—Specify the minimum number of email addresses that can be included for cc.
- Maximum— Specify the maximum number of email addresses that can be included for cc.
- Editable—Enable this option to allow senders to edit the workflow cc addresses on the Send page.
- Recipient’s Language—The Sender can use this to specify the language for the recipient. This setting defines whether or not the language selector displays on the Send page and if so, what default language should display.
- Send Options
- Set password to open downloaded PDF—Enable this option to allow the sender to specify a password for a downloaded PDF.
- Setting this option will also set the Signer Verification to Password, and will use the same password value.
- Required—Enable this option to always require a password for the downloaded PDF. If this option is set, senders cannot disable it on the Send page and must provide a password.
- Completion deadline—Enable this option to allow for the specification of a completion deadline on the Send page.
- # days to completion—Select the default number days the recipient(s) have to complete the signing process. The number of days specified is always editable on the Send page.
- Allow authoring of documents prior to sending—Enable this option to allow senders to modify document form fields in the authoring environment using the Preview option on the Send page.
- Enable authoring by default—Enable this option to automatically enable the Preview option on the Send page.
- Set password to open downloaded PDF—Enable this option to allow the sender to specify a password for a downloaded PDF.
Below is an example of Agreement Info:
2. In the Recipients Routing section, you can specify the recipients and the routing order per your requirements. You can build very complex workflows with serial, parallel, hybrid, or nested hybrid routing. The following instructions highlight the functionality available for Recipient Routings.
- To add another recipient before or after an existing recipient:
- Click the add icon
- Select the role (signer or approver) you want to insert
When editing a Recipient, you can configure the following:
- Recipient Label— Customize the label for the recipient. For example, change the default Recipient label to Buyer. The labels for recipients must be unique within a workflow
- Email address—Enter the default email address of the recipient
- Role—Update the recipient’s role (Signer or Approver)
- Required—Enable this option if a signature from the recipient is required
- Editable—Enable this option to allow the sender to update the email address for this recipient on the Send page
- Identity Verification—Select what type of identity verification is required for the signer (None, KBA, Password, Web Identity)
Enabling the password as identity verification will add the same password to the Document Security, preventing viewing the PDF until the password is entered.
Be sure to click Save to save any recipient configurations made.
Below is an example of Recipients information and a routing where the labels for both signers (Buyer and Sales Director) and for the approver (VP Sales) have been customized.
1. Click Emails in the left rail to move to the Emails section
In the Emails section, you can control which emails are sent during the signature and approval process based on various events.
For example, you can specify that notification emails be sent to recipients and CCs when an agreement is cancelled.
2. Check the boxes for the events you want to trigger an email notification
Some email events are not editable:
- “Always” means email for the event and email recipients will always happen
- “-“ means the event and email recipient combination is not valid, and no email will be sent
2. In the Documents section you can configure the following
- Document Title—Enter a title for the document. This title displays in the Documents area of the Send page when you send using the workflow
- Files—Click the Add File icon to attach a document from your Adobe Sign library. This document is automatically attached when you send using this workflow
- If no file is selected, the workflow allows the sender to provide a file when sending the agreement
- Delete File – If you attach the wrong file, you can click the delete icon (X) next to the file name to remove it
- Document Name—Enter a meaningful name that identifies the document for the sender. The name of the uploaded library document is defaulted, but can be overwritten
- Required—Specifies whether the document is required
- Add Document—Click the Add Document button to add rows for additional documents
- Delete Row—Click the delete row icon (X) to delete the entire row
Only files uploaded to the Adobe Sign library can be attached to Workflows.
Sender Input Fields
1. Click Sender Input Fields on the left rail to access the Sender Input Fields section.
These input fields are mapped to form fields defined in the documents that are attached (either as part of the workflow design, or as a sender uploaded file).
The sender can use these fields to prefill content prior to sending the agreement to the recipient.
Then for each row added, you can configure the following:
- Field Title—Enter a title for the field. This value will display on the Send page for the sender to reference
- Document Field Name—Enter the field name for a field on the attached library document
- The field name entered here must match the form field name in the document
- Default Value—Enter a default value, if any.
- Required—Enable this option if a value for this field must be entered before the agreement is sent
- Editable— Enable this option to allow the sender of the agreement to modify default value
- Click the delete row icon (X) to delete the entire row
Below is an example of Sender Input Fields:
Once the Workflow is fully configured, click Save at the top of the page.
To activate the workflow immediately, click Activate. The Workflow can be edited at any time.
You can send an agreement using a workflow. When you select a workflow, the Send page displays the custom fields defined, including custom instructions, the default recipients and so forth.
The Sending process
In the example Send page shown above, the following customizations display:
A. From the Workflow Info section:
○ The Workflow Name (Household Product Contract Workflow) at the top
○ Instructions for the Sender (Please follow the fields on the left. Click Send when finished)
B. From the Agreement Info section:
○ Custom Agreement Name (Household Product Contract)
○ The Message (Please review and sign the contract. If you have any questions...)
○ Password protect the signed document (Permitted but not defined)
○ Preview, position signatures or add form fields (Allowed but not enabled by default)
C. From the Recipients section:
○ The custom labels for both signers (Buyer and Sales Director) and for the approver (VP Sales) display
○ The email addresses specified for the Sales Director and VP Sales are defaulted
D. From the Documents section:
○ The name of the pre-attached contract (Household Products Sales Contract) displays in the Documents area
○ The name of the file that the sender must upload, the Addendum, also displays
E. From the Sender Input Fields section:
○ The fields defined display in the Fields area
○ The default value is imported, but editable
2. Complete the fields that are required by your workflow.
In the example above, that would be:
- The Buyer’s email address
- Any cc email addresses (optional)
- Upload the Addendum file
- The required field information (Product Name and Total Cost)
- The Password protect the signed document and Preview, position signatures or add form fields, which are both optional for this workflow.
The workflow agreement is sent out in the order specified in the routing. The signers and approvers can sign using the link in the Please sign/Please approve email or from their Manage pages if they are registered Adobe Sign users. This works the same way as standard send process.
The history and audit report for the workflow agreement can be accessed from the Manage page. While the agreement is in process, you can add reminders and perform other tasks.
How to update existing Workflows
3. In the context menu, click Open. The Workflow Designer displays
Once the Workflow Designer is open, the workflow is fully editable. All sections can be changed as needed, and no changes will be saved until the Update button is clicked.
In the Workflow Designer, you can make the following changes:
A) Clone Workflow - Selecting this icon will prompt you to set a new workflow name, and then saves an exact copy under that new name
B) Delete Workflow - This option will challenge you to ensure you want to delete the workflow, and if you agree that you do, the workflow is irretrievably deleted
C) Close - This will close the Workflow Designer without saving any change
D) Update - If you make any changes to the workflow, clicking this button will save the changes
E) Deactivate - This button changes the status of the workflow from Active to Draft. Draft Workflows are not available for use by any user.