Set up an external archive


Set up your external archive

Administrators can configure the Adobe Acrobat Sign External Archive feature to automatically deliver a copy of the Signed and Filed email for every successfully completed agreement to an additional email address. This automatic copy will always contain the signed agreement PDF, the audit report PDF, and the field data CSV (if one exists), irrespective of the account/group settings that govern if/when these documents should be attached.

The external archive can be configured in two locations for both account and group level settings:

  • The External Archive tab in the account/group admin menu.
  • The account-level Global Settings tab; The group-level Group Settings tab.

Both interfaces share the same property values, so editing one updates the other automatically.

Group-level settings initially inherit the account-level settings and can be configured to remove or add to that inherited property. Accounts that leverage Users in Multiple Groups can effectively use the group-level configuration when groups are used to define specific document workflows. (For example, a Legal group can include their legal department in all completed agreements and remove any general archive address that might be configured at the account level.)

Any valid email address can be used, including third-party applications that accept an inbound email. 

The External Archive tab includes instructions on finding the inbound email address for the Box and Evernote applications. Any other email address works just the same.

Add an email to the external archive interface

Note:

The below process depicts the Global/Group Settings interface.  The External Archive interface works exactly the same.

  1. Log in as an administrator and navigate to Account Settings > Global Settings > Send an extra copy of every signed agreement to the following email addresses

  2. Select the Add email address button.

    Navigate to the external archive controls

  3. An overlay opens to accept the email address for the archive.

    Enter the email address twice (to ensure the value is correct).

    Enter the archive email

    Be very sure your archive email is correct. You do not want to automatically send a copy of every agreement to the wrong person.

  4. Click Save.

  5. The email address is stored as a discrete object in the email field.

    • Multiple addresses can be saved.
    • Selecting the X to the right of an email address deletes the email address from the field.

    Add all email addresses that you want to receive the signed agreement documentation automatically.

    Configured archive email

  6. Select Save at the bottom right corner of the window when all emails have been added to save the configuration.

    Save configuration

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