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Adobe Acrobat Sign Guide

What's New

  1. Pre-Release Notes
  2. Release Notes
  3. Important Notifications

Get Started

  1. Quick start guide for administrators
  2. Quick start guide for users
  3. For Developers
  4. Video tutorial library
  5. FAQ

Administer

  1. Admin Console Overview
  2. User Management
    1. Add a User
    2. Add Users in Bulk
    3. Add Users from your Directory
    4. Add Users from MS Azure Active Directory
    5. Create function-focused users
      1. Technical accounts - API driven
      2. Service accounts - Manually driven
    6. Check for users with provisioning errors
    7. Change Name/Email Address
    8. Edit a user's group membership
    9. Edit a user's group membership through the group interface
    10. Promote a user to an admin role
    11. User Identity Types and SSO
    12. Switch User Identity
    13. Authenticate Users with MS Azure
    14. Authenticate Users with Google Federation
    15. Product Profiles
    16. Login Experience 
  3. Account/Group Settings
    1. Settings Overview
    2. Global Settings
      1. Account tier and ID
      2. Self Signing Workflows
      3. Send in Bulk
      4. Web Forms
      5. Custom Send Workflows
      6. Power Automate Workflows
      7. Library Documents
      8. Collect form data with agreements
      9. Limited Document Visibility
      10. Attach a PDF copy of the signed agreement 
      11. Include a link in the email
      12. Include an image in the email
      13. Files attached to email will be named as
      14. Attach audit reports to documents
      15. Merge multiple documents into one
      16. Upload a signed document
      17. Delegation for users in my account
      18. Allow external recipients to delegate
      19. Authority to sign
      20. Authority to send
      21. Power to add Electronic Seals
      22. Set a default time zone
      23. Set a default date format
      24. Users in Multiple Groups (UMG)
        1. Upgrade to use UMG
      25. Group Administrator Permissions
      26. Replace recipient
      27. Audit Report
        1. Overview
        2. Allow unauthenticated access on the transaction verification page
        3. Include reminders
        4. Include view events
        5. Include agreement page/attachment count
      28. In Product Messaging and Guidance
      29. Accessible PDFs
      30. New authoring experience
      31. Healthcare customer
    3. Account Setup
      1. Add logo
      2. Customize company Hostname/URL    
      3. Add company name
      4. Post agreement URL redirect
    4. Signature Preferences
      1. Well formatted signatures
      2. Allow recipients to sign by
      3. Signers can change their name
      4. Allow recipients to use their saved signature
      5. Custom Terms of Use and Consumer Disclosure
      6. Navigate recipients through form fields
      7. Decline to sign
      8. Allow Stamps workflows
      9. Require signers to provide their Title or Company
      10. Allow signers to print and place a written signature
      11. Show messages when e-signing
      12. Require signers to use a mobile device to create their signature
      13. Request IP address from signers
      14. Exclude company name and title from participation stamps
    5. Digital Signatures
      1. Overview
      2. Download and sign with Acrobat
      3. Sign with Cloud Signatures
      4. Include metadata for Identity Providers
      5. Restricted Cloud Signatures Providers
    6. Electronic Seals
    7. Digital Identity
      1. Digital Identity Gateway
      2. Identity Check policy
    8. Report Settings
      1. New report experience
      2. Classic report settings
    9. Security Settings
      1. Single Sign-on settings
      2. Remember-me settings
      3. Login password policy
      4. Login password strength
      5. Web session duration
      6. PDF encryption type
      7. API
      8. User and group info access
      9. Allowed IP Ranges
      10. Account Sharing
      11. Account sharing permissions
      12. Agreement sharing controls
      13. Signer identity verification
      14. Agreement signing password
      15. Document password strength
      16. Block signers by Geolocation
      17. Phone Authentication
      18. Knowledge-Based Authentication (KBA)
      19. Allow page extraction
      20. Document link expiration
      21. Upload a client certificate for webhooks/callbacks
      22. Timestamp
    10. Send settings
      1. Show Send page after login
      2. Require recipient name when sending
      3. Lock name values for known users
      4. Allowed recipient roles
      5. Recipient groups
      6. Required fields
      7. Attaching documents
      8. Field flattening
      9. Modify Agreements
      10. Agreement name
      11. Languages
      12. Private messages
      13. Allowed signature types
      14. Reminders
      15. Signed document password protection
      16. Signer identification options
        1. Overview
        2. Signing password
        3. One-Time Password via Email
        4. Acrobat Sign authentication
        5. Phone authentication
        6. Cloud-based digital signature
        7. Knowledge-based authentication
        8. Government ID
        9. Signer Identity reports
      17. Content Protection
      18. Enable Notarize transactions
      19. Document Expiration
      20. Preview, position signatures, and add fields
      21. Signing order
      22. Liquid mode
      23. Custom workflow controls
      24. Upload options for the e-sign page
      25. Post-sign confirmation URL redirect
    11. Message Templates
    12. Bio-Pharma Settings
      1. Overview
      2. Enforce identity authentication
      3. Signing reasons
    13. Workflow Integration
    14. Notarization Settings
    15. Payments Integration
    16. Signer Messaging
    17. SAML Settings
      1. SAML Configuration
      2. Install Microsoft Active Directory Federation Service
      3. Install Okta
      4. Install OneLogin
      5. Install Oracle Identity Federation
    18. Data Governance
    19. Time Stamp Settings
    20. External Archive
    21. Account Languages
    22. Email Settings
      1. Email header/footer images
      2. Permit individual user email footers
      3. Customize the Signature Requested email
      4. Customize the To and CC fields
      5. Custom email templates
      6. Enable Linkless Notifications
    23. Migrating from echosign.com to adobesign.com
    24. Configure Options for Recipients
  4. Guidance for regulatory requirements
    1. Accessibility
      1. Accessibility Compliance
      2. Create accessible forms with Acrobat desktop
      3. Create accessible AcroForms
    2. HIPAA
    3. GDPR
      1. GDPR Overview
      2. Redact a user
      3. Redact a user's agreements    
    4. 21 CFR part 11 and EudraLex Annex 11
      1. 21 CRF part 11 validation pack
      2. 21 CFR and EudraLex Annex 11 handbook
      3. Analysis of shared responsibilities
    5. Healthcare customers
    6. IVES support
    7. "Vaulting" agreements
    8. EU/UK considerations
      1. EU/UK Cross-border transactions and eIDAS
      2. HMLR requirements for deeds signed electronically
      3. The impact of Brexit on e-signature laws in the UK
  5. Download Agreements in Bulk
  6. Claim your domain 

Send, Sign, and Manage Agreements

  1. Recipient Options
    1. Cancel an email reminder
    2. Options on the e-signing page
      1. Overview of the e-sign page
      2. Open to read the agreement without fields
      3. Decline to sign an agreement
      4. Delegate signing authority
      5. Restart the agreement
      6. Download a PDF of the agreement
      7. View the agreement history
      8. View the agreement messages
      9. Convert from an electronic to a written signature
      10. Convert from a written to an electronic signature 
      11. Navigate the form fields
      12. Clear the data from the form fields
      13. E-sign page magnification and navigation
      14. Change the language used in the agreement tools and information
      15. Review the Legal Notices
      16. Adjust Acrobat Sign Cookie Preferences
  2. Send Agreements  
    1. Send page overview
    2. Send an agreement only to yourself
    3. Send an agreement to others
    4. Written Signatures
    5. Recipient signing order
    6. Send in Bulk
      1. Overview of the Send in Bulk feature
      2. Send in Bulk - manual recipients
      3. Send in Bulk - CSV upload
      4. Cancel a Send in Bulk transaction
      5. Add reminders to Send in Bulk
      6. Reporting for Send in Bulk
  3. Authoring fields into documents
    1. In-app authoring environment
      1. Automatic field detection
      2. Drag and drop fields using the authoring environment
      3. Assign form fields to recipients
      4. The Prefill role
      5. Apply fields with a reusable field template
      6. Transfer fields to a new library template
      7. Updated authoring environment when sending agreements
    2. Create forms with text tags
    3. Create forms using Acrobat (AcroForms)
      1. AcroForm creation
      2. Creating accessible PDFs
    4. Fields
      1. Field types
        1. Common field types
        2. In-line Images
        3. Stamp Images
      2. Field content appearance
      3. Field validations
      4. Masked fields values
      5. Setting show/hide conditions
      6. Calculated fields 
    5. Authoring FAQ
  4. Sign Agreements
    1. Sign agreements sent to you
    2. Fill & Sign
    3. Self-signing
  5. Manage Agreements
    1. Manage page overview
    2. Delegate agreements
    3. Replace Recipients
    4. Limit Document Visibility 
    5. Cancel an Agreement 
    6. Create new reminders
    7. Review reminders
    8. Cancel a reminder
    9. More Actions...
      1. How search works
      2. View an agreement
      3. Create a template from an agreement
      4. Hide/Unhide agreements from view
      5. Upload a signed agreement
      6. Modify a sent agreement's files and fields
      7. Edit a recipient's authentication method
      8. Add or modify an expiration date
      9. Add a Note to the agreement
      10. Share an individual agreement
      11. Unshare an agreement
      12. Download an individual agreement
      13. Download the individual files of an agreement
      14. Download the Audit Report of an agreement
      15. Download the field content of an agreement
  6. Audit Report
  7. Reporting and Data exports
    1. Overview
    2. Grant users access to reporting
    3. Report charts
      1. Create a new report
      2. Agreement Reports
      3. Transaction Reports
      4. Settings Activity Report
      5. Edit a report
    4. Data Exports 
      1. Create a new data export
      2. Edit a data export
      3. Refresh the data export content
      4. Download the data export
    5. Rename a report/export
    6. Duplicate a report/export
    7. Schedule a report/export
    8. Delete a report/export
    9. Check Transaction Usage

Advanced Agreement Capabilities and Workflows

  1. Webforms 
    1. Create a web form
    2. Edit a web form
    3. Disable/Enable a web form
    4. Hide/Unhide a web form
    5. Find the URL or script code 
    6. Prefill web form fields with URL parameters
    7. Save a web form to complete later
    8. Resize a web form
  2. Reusable Templates (Library templates) 
    1. US Government forms in the Acrobat Sign library
    2. Create a library template
    3. Change a library template's name
    4. Change a library template's type
    5. Change a library template's permission level
    6. Copy, edit, and save a shared template
    7. Download the aggregate field data for a library template
  3. Transfer ownership of web forms and library templates
  4. Power Automate Workflows 
    1. Overview of the Power Automate integration and included entitlements
    2. Enable the Power Automate integration
    3. Track Power Automate usage
    4. Create a new flow (Examples)
    5. Triggers used for flows
    6. Importing flows from outside Acrobat Sign
    7. Manage flows
    8. Edit flows
    9. Share flows
    10. Disable or Enable flows
    11. Delete flows
    12. Useful Templates
      1. Administrator only
        1. Save all completed documents to SharePoint
        2. Save all completed documents to OneDrive for Business
        3. Save all completed documents to Google Drive
        4. Save all completed documents to DropBox
        5. Save all completed documents to Box
      2. Agreement archival
        1. Save your completed documents to SharePoint
        2. Save your completed documents to One Drive for Business
        3. Save your completed documents to Google Drive
        4. Save your completed documents to DropBox
        5. Save your completed documents to Box
      3. Webform agreement archival
        1. Save completed web form documents to SharePoint Library
        2. Save completed web form documents to OneDrive for Business
        3. Save completed   documents to Google Drive
        4. Save completed web form documents to Box
      4. Agreement data extraction
        1. Extract form field data from your signed document and update Excel sheet
      5. Agreement notifications
        1. Send custom email notifications with your agreement contents and signed agreement
        2. Get your Adobe Acrobat Sign notifications in a Teams Channel
        3. Get your Adobe Acrobat Sign notifications in Slack
        4. Get your Adobe Acrobat Sign notifications in Webex
      6. Agreement generation
        1. Generate document from Power App form and Word template, send for signature
        2. Generate agreement from Word template in OneDrive, and get signature
        3. Generate agreement for selected Excel row, send for review and signature
  5. Custom Send workflows
    1. Custom Send Workflow Overview
    2. Creating a new Send Workflow
    3. Edit a Send Workflow
    4. Activate or Deactivate a Send Workflow
    5. Send an agreement with a Send Workflow
  6. Share users and agreements
    1. Share a user
    2. Share agreements

Integrate with other products

  1.  Acrobat Sign integrations overview 
  2. Acrobat Sign for Salesforce
  3. Acrobat Sign for Microsoft
    1. Acrobat Sign for Microsoft 365
    2. Acrobat Sign for Outlook
    3. Acrobat Sign for Word/PowerPoint
    4. Acrobat Sign for Teams
    5. Acrobat Sign for Microsoft PowerApps and Power Automate
    6. Acrobat Sign Connector for Microsoft Search
    7. Acrobat Sign for Microsoft Dynamics 
    8. Acrobat Sign for Microsoft SharePoint 
  4. Other Integrations
    1. Acrobat Sign for ServiceNow
    2. Acrobat Sign for HR ServiceNow
    3. Acrobat Sign for SAP SuccessFactors
    4. Acrobat Sign for Workday
    5. Acrobat Sign for NetSuite
    6. Acrobat Sign for VeevaVault
    7. Acrobat Sign for Coupa BSM Suite
  5. Partner managed integrations
  6. How to obtain an integration key

Acrobat Sign Developer

  1. REST APIs 
    1. Methods documentation
    2. SDK/Developer Guide
    3. API FAQ    
  2. Webhooks 
    1. Webhook overview
    2. Configure a new webhook
    3. View or edit a webhook
    4. Deactivate or reactivate a webhook
    5. Delete a webhook
    6. Two-way SSL certificates
    7. Webhooks in the API

Support and Troubleshooting

  1. Customer Support Resources 
  2. Enterprise Customer Success Resources 

The Account Sharing feature is available to small business, business and enterprise service plans.

Overview of user content sharing

The default nature of Adobe Acrobat Sign is to secure a user’s content from all other users not explicitly invited to view or interact with that content.

Agreements implicitly include all the recipients.  Library documents are explicitly shared in the template properties.

However, there are roles in most organizations that require oversight of transactions without the observer being directly involved or groups of agents that need to have a general awareness of all transactions within their group.

User content sharing allows one user or group to share their content with any other user or group.

Two types of user content sharing are available:

  • Basic – User View Only
  • Advanced – Group and User View with Modify and Send optionally
    • When UserA shares their content to UserX:
    • Group Sharing is enabled
      • When UserA shares their content to GroupN:
        • All members of GroupN can view all the content on UserA’s Manage page
        • All members of GroupN have the authority that the share established (Send and/or Modify) for UserA
      • When GroupN is shared to UserA:
        • UserA can see all the content for all users in GroupN
        • UserA has the authority to Send and/or Modify agreements (as configured) for all members in GroupN

Advanced sharing is currently only available to enterprise-level accounts. Admins that would like to enable advanced sharing should submit a ticket to the support team.

Note:

Once an account is converted to advanced sharing, it may not be reverted to basic sharing. This is a one-way process.

To share your account once you have logged in, navigate to Profile Settings > Personal Preferences > Share My Account


Availability

Basic sharing is available to all small business, business, and enterprise packages.

  • Basic sharing has a limit of 100 “shared out” accounts and 100 “shared to me” accounts

Advanced sharing is available only to enterprise customers.

  • Advanced sharing has a default value of 500 accounts that can be “shared out” and 500 accounts that can be “shared to me”
    • If you need more than 500 shares either way, contact your success manager

Acrobat Pro for teams and all single-user plans do not support sharing a user's account.


User Interface

Basic sharing

Users under the basic sharing model can establish, review, and cancel their shares in their Personal Preferences section. All users (admins included) have the same experience.

There are two discrete pages, one for the inbound shares (View Other Accounts), and one for the outbound shares (Share my Account):

Basic sharing user interface

Users request shares by clicking the plus icon and entering an email for the user they want to establish the share with.

Basic sharing - request to view

After the share is requested, it exists in a “Pending” state until the requested user either accepts or declines the invitation.

Basic interface - pending requests


Advanced account sharing

Advanced account sharing is available to the enterprise tier of service only, and must be enabled by submitting a ticket to the support team.

When an account is converted to advanced sharing, the user interface changes from two discrete pages to one, tabbed page called Sharing Status:

Advanced sharing - nav to menu

The two tabs align to the two pages used under basic sharing rules:

  • My Account Shared With > Share My Account
  • Shared With Me > View Other Accounts

Users establish shares by clicking the plus icon, which opens a pop-up that allows the user to either enter an email address or select users or groups from a list of the current account user and group objects.

  • The arrow to the right of the group name expands the groups to list the users
  • The plus icon adds the user/group to the share request (in the top input field)
Advanced sharing - group sharing

 

After identifying the users/groups for the share, the requestor can then define the permissions they want to apply to the share (Send and/or Modify):

foo

Account administrators have the authority to fully establish a share between their user and any other user within their Acrobat Sign account without approval.

Group administrators have the authority to fully establish a share between their user and any user within their group without approval.

Group admins that attempt to establish a share with a user or group outside of their group will create a “Pending” share.  The other user must explicitly approve (accept) the share request for the share to be established.

  • Requests to share with a Group generates email to the group administrator, who accepts or declines any pending shares.

Non-admin users can request a share (based on the configured controls) that remains “Pending” until the other party accepts or declines the share request.

Advanced sharing - pending request


Group sharing

Administrators (under advanced sharing rules) have the ability to share the group they are the admin of, and to manage the shares that are tied to the group (vs. their user).

Group sharing works mechanically the same as user shares, except the group is a larger container, and by sharing with a group, the user gains access to all content from all users in that group.

If a user is removed from the group, that user’s content is no longer in the group, so is no longer visible.

To access the Group level sharing as a group admin:

  • Log in to your Group Admin user
  • Navigate to Group > My User Group > Sharing Status
Navigate to Group Sharing status

Note:

A group can be shared with itself, causing all users in the group to have a full view of all other users in the group without having to define individual shares.

Account admins can manage the shares for all groups in the account and can fully establish shares between groups without requiring acceptance by another user.

To access group sharing as an account admin:

  • Navigate to Account > Groups > {Select the group you want to share}
Select a group

When the Group menu loads, click on Sharing Status

Gropup sharing - group sharing status


Additional controls to manage shares between accounts

The originator of a “Pending” share can resend the share request to the target user by:

  • Navigate to the share interface
  • Single click the share you want to resend
  • Click the Resend Share Request link
  • An email is automatically sent to the target user
Resend a share request

When a user requests a share, the target user (or group admin in the case of Groups) receives an email with a link to approve the share:

Accept or decline a share request email

Alternatively, a user can accept or decline a request in the application by:

  • Navigate to the sharing interface
  • Single click the pending request you want to accept or decline
  • Click Accept or Decline
Accept or decline a share request

Both sharing models allow either party to cancel a share at any time:

  • Navigate to their sharing interface
  • Single click the share you want to cancel
  • Click the Cancel Share link
Cancel a share

The permissions for an established share between users/groups can be modified by:

  • Navigate to the share interface
  • Single click the share you want to edit to expose the options at the top of the list
  • Click the Modify Permissions link
  • Edit the permissions
  • Click Save
Note:

There is a 30-minute delay between modifying share permissions and seeing the effect of those changes.

Modify sharing permissions


Viewing shared content

The content shared to your user is displayed on the Manage tab.

At the top-left of the manage page, you can see a drop-down arrow next to Your Agreements

  • Click the arrow to expose the list of users/groups that are shared to you
  • Select the user/group you want to view
  • There is also an option to select All Shared Agreements, which returns all shared content
Select the drop down arrow on your manage page

The page refreshes to show the Manage page content of the selected user/group:

Shared account header

Note:

The filters in the left rail (In Progress, Completed, Web Forms) filter the content just as they do when you are viewing your content.


Advanced sharing controls

Advanced sharing allows a user to modify the documents and fields on the agreements of a shared account (as long as the agreement is still eligible).

To modify an agreement:

  • Navigate to the Manage page
  • Change the view to the user that owns the agreement to be modified
  • Single click the agreement to select it
  • Expand the options to expose the options
  • Click the action you want to take:
Modify a shared agreement

Advanced sharing allows a user to send an agreement on behalf of a shared user.

This agreement is owned by the shared account as if the owner of the account sent it.

Only the history and audit log will indicate that the agreement was sent through the shared account by another user.

To send an agreement from a shared account:

  • Log in to your user
  • Click your name in the upper-right corner of the screen and select Switch Account 
  • Pick the user you want to send on behalf of
    • Click OK
Advanced sharing - Switch accounts

The page refreshes to show a limited interface.

A banner at the top of the page indicates that you are in a shared account and identifies the user of that account.

On the right side of the banner is a link that returns you to your account.

  • Click the Send tab
  • Configure and send the agreement as normal
Switched to account

The Activity log of the agreement clearly states that the agreement was sent on behalf of the user:

Audit log when sending on behalf of another account


Controls

The administrative controls for user sharing can be found in Account Settings > Security Settings > Account Sharing

  • Sharing can be configured at the Account level, propagating the settings down to all Groups
  • Sharing can also be configured at the Group level, over-riding the inherited Account level values.

Basic sharing controls define if sharing is allowed, and the method by which sharing is initiated:

  • Do not allow account sharing – The interface for account sharing is removed from the user interface for the configured account/group.
  • Allow request to share account – Allows the users in the configured account/group to request to view the content of another user
  • Allow sharing own account – Allows the users in the configured account/group to share their account to another user
  • Both – The user can both request and offer sharing 
Charing controls in the admin menu

Advanced sharing enables an additional set of permissions:

  • With external accounts – When enabled, users will be able to share a view of their account content with users in other Acrobat Sign accounts.
    • Sharing to an external account establishes a read-only relationship.
  • With internal accounts – When enabled, users can share their content with other users in their (the same) Acrobat Sign account.
    • Enabling sharing with internal accounts permits two additional options:
      • Sending – Allows the “shared to” party to send new agreements on behalf of the sharing party.
        • The history and audit trail clearly indicate that the agreement was sent by the “shared to” party on behalf of the sharing party.
        • The agreement is owned and managed by the sharing party as if they had sent it themselves.
      • Modify existing transactions – Allows the “shared to” party to modify agreements in process.

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Adobe MAX
The Creativity Conference

Oct 14–16 Miami Beach and online

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The Creativity Conference

Oct 14–16 Miami Beach and online