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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. Enable Linkless Notifications
      6. Customize email templates
    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 
  7. Report Abuse links

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 
Note:

Based on the GDPR requirement to obtain user consent prior to storing data on the users device, some users may experience one or more requests to enable cookies:

  • Users accessing Adobe Acrobat Sign from the locales enforcing GDPR are required to enable the core service cookies
    • Performance and personal advertising cookies can be enabled or disabled by clicking the Customize button
    • Cookies can be managed at any time by clicking the Cookie Performance link at the bottom right of all Acrobat Sign web pages:

  • Accounts migrating to the adobesign.com domain (from echosign.com) have to configure their cookies twice, as each domain must place unique cookies
Caution:

DISCLAIMER: This guide is intended to be a guideline and does NOT constitute legal advice. Seek the advice of your brand’s legal counsel to meet the requirements in the regions where you operate.

What is GDPR?

The General Data Protection Regulation (GDPR) is the European Union's new privacy law that harmonizes and modernizes data protection requirements. While many new or enhanced requirements exist, the core underlying principles remain the same. The new rules have a broad definition of personal data and a wide reach, affecting any company that collects personal information of individuals in the EU. Part of the regulation requires that individuals have the right to understand what personal data has been collected and to have that data deleted upon request when appropriate.

For the purpose of this article, the term User refers to a member of a company that sends agreements for Signature. The term "Signer" refers to an individual who receives and either signs or rejects the agreement. A privacy administrator is an Acrobat Sign account administrator with unique controls for removing personal information from the service upon request of a sender or signer.

User uniqueness is predicated on the email address used to identify the individual. A person with multiple email addresses could have multiple discrete user IDs in the system. All GDPR controls in Acrobat Sign use email addresses to find and manage personal information. There is no connection between the unique email addresses, and an Administrator will only find data on the email address provided.

Features that support GDPR

Acrobat Sign offers features to help customers comply with GDPR. For more information on how Adobe protects your privacy, visit www.adobe.com/privacy.

Under GDPR, individuals have enhanced rights to request access, correction, and deletion of their personal information.

  • Access – Most personal information about a User or a Signer can be accessed directly by that individual through Acrobat Sign UI.  A small amount of activity information isn't currently available directly.  An individual account holder must contact the Adobe Privacy office at Adobe.com/privacy to request access to this information.  An example of the report is included later in this article.
  • Correction – All personal information collected on users or signers is available through the user interface.  If changes are required, the User or Signer can make them directly without contacting Adobe or their administrator.
  • Deletion – Different actions are available depending on the role played in the signing ceremony.  A User sending agreements must make the request to the company they are employed by.  Adobe cannot participate in this interaction and does not control the data the employer has collected while doing business.  The signing process collects minimal information about a signer during the ceremony.  This includes Name, email address, IP address, and optionally, a phone number and OTP code.  This information is stored with the agreement with their signature and is controlled by the company that sent the agreement.  If a Signer needs information concerning the personal information collected with that agreement, they need to contact the Sender of the agreement.  As a data processor, Adobe cannot provide any information to the Signer about the agreement or the company that sent them the agreement. Since the only information saved about the Signer is in the Agreement, deleting the Agreement deletes the Signer's personal information.  If the Sender agrees to delete the Signer's information, they use the privacy menu to find and delete the agreements where the Signer was a participant.

In terms of the Acrobat Sign toolset, there are three features in place:

  • User level logs - A log of the various events (that include personal information) triggered in the Acrobat Sign environment
  • Agreement Deletion - Privacy Administrators have the authority to view and delete any agreement created by any user within their account.
  • User Deletion - Privacy Administrators can delete any user within their account.

 

Privacy Admins can manage user's information and agreements by logging into the Admin Console and editing the user's profile.

User level logs

Any user can request the Adobe Privacy Center to provide the log of their activities in the Acrobat Sign system which includes their private information.

That information is returned in the form of a CSV containing the following:

  • The date of the event
  • The event type
  • The IP address from which the event was triggered

Agreement Deletion

Applicable only to agreements sent by users under the authority of the Privacy Admin.

When a signer requests to have their information removed from the Acrobat Sign system, the account's Privacy Admin can search against the user's email address and return all the agreements that the email address participated in and was created within the admin's organization.

If the Privacy Admin determines that the agreement is no longer needed, he can delete it, wholly and irrevocably, from the service.

Recipients that contact Acrobat Sign will be directed to review their Manage tab and to contact the company that initially created the transaction to delete the agreement.

Acrobat Sign, as a data processor of the Customer, will never delete an agreement at the request of a recipient.

The Privacy window with agreements displayed and the Download Agreement link highlighted

User Deletion

Applicable only to users under the authority of the Privacy Admin

When an employee requests their information to be deleted from your systems, this tool deletes all the user's information from the Acrobat Sign servers. 

Users must make this request to the account Privacy Admin directly. Only the Privacy Admin has the authority to delete users.

Acrobat Sign support cannot delete users from an account, and if requested to do so, Support will refer the user to their account administrator.

The Users tab with an inactive user options exposed and the Delete User Information link highlighted

Note:

Individual and free accounts

Users that exist as the only person in an account, or who only have a free account, will not be able to delete themselves. In this case, the user will need to contact the Adobe Privacy Center.

The user needs to provide their email address and explicit instruction to delete the user associated with the email address from the Acrobat Sign systems. The Adobe Privacy Center will then take the appropriate steps to ensure the user is deleted.

How users can request that their data be removed from Acrobat Sign

Having personal information deleted from the Acrobat Sign system requires that the user's assets be properly resolved.  This process varies depending on the type of user or account involved, which can be grouped into three categories:

Signers are unique in that some other user created all of their agreements.

The first step in having your content deleted from the Acrobat Sign system is to register your email address and review the content that is associated with your email address.

You can register your email address here.

 

Once your email address is registered:

  • Log in and select the Manage tab at the top of the window.
  • Cycle through each filter in the left rail (Waiting for you, Completed, Canceled, and Expired) to find your agreements.

If there is no content on this page, contact the Adobe Privacy Center and request that your user (email address) be deleted from the Acrobat Sign system.

Find the sender of the agreement

To have your agreement content deleted, you must contact the original sender of the agreement.

Only the original sending account can review the agreement and delete it.

Note: The original sending account Privacy Administrator determines when a contract can be deleted.

 

To determine who the original sender is:

  1. Select one record on the Manage tab with a single click (double-clicking will open the agreement).
    • The right rail opens to expose the agreement metadata and actions.
  2. Copy the email address at the top right of the window (next to From: - highlighted in the image above).
  3. Send an email to the original document creator using their email, indicating that you want them to remove your information from their Acrobat Sign account.
    • Be sure to send the email from the same address to which the original agreement was sent so they know you are authorized to make the request.

Repeat the above for all agreements listed on the Manage page in the Completed and In Progress categories.
The contacted companies have 30 days to act on your request to delete the content.

Any agreements in the Waiting for you section should be declined:

  1. Open the agreement to sign.
  2. Select the options in the upper-left corner.
  3. Select I will not e-sign.
  4. Provide a reason to decline, then select the Decline button.
Decline

Once all open agreements are declined and the senders for completed agreements have been contacted, contact the Adobe Privacy Center and request that your user (email address) be deleted from the Acrobat Sign system.

Free and individual service plans have a registered email address and should be able to log into their account to review the content at will.

If you have trouble logging in, select the I forgot my password link under the login fields and reset your password value.

The Acrobat Sign login page with the I Forgot My Password link highlighted

Once you can log in to the service:

  1. Navigate to the Privacy tab in the admin menu.
    • This opens the page where you can use an email address to search for the content you have created using that email value.
  2. Enter your own email address at the top and select Enter.
    • A list of all agreements you have created is returned.
  3. Select each Completed agreement and download the PDF to review.
  4. Delete all agreements that are no longer in effect by selecting the garbage can icon on the far right.
    • The user cannot be deleted until all Completed agreements have been deleted from the account.
The Privacy window with agreements displayed and the Download Agreement link highlighted

Select the Manage tab at the top of the window.

This page shows all the remaining Acrobat Sign content that has included your email address.

Manage page From

To have agreements sent by other users deleted, you must contact the original sender of the agreement.

Only the original sending account can review the agreement and delete it.

Note: Contracts still in legal effect are not required by GDPR to be deleted. The original sending account Privacy Administrator determines this.

 

To determine who the original sender is:

  • Select one record on the Manage (double-clicking will open the agreement).
    • The right rail is exposed, giving access to the agreement metadata and actions.
  • Copy the email address at the top right of the window (next to From: - highlighted in the image above).
  • Send an email to the original document creator using their email, indicating that you want them to remove your information from their Acrobat Sign account.
    • Be sure to send the email from the same address to which the original agreement was sent so they know you are authorized to make the request.
  • Companies have 30 days to act on your request to delete the content.

Repeat the above for all agreements listed on the Manage page in the Completed and In Progress categories.

  • If you created the agreement In Progress, Cancel it.
  • Decline any agreements in the Waiting for You category.

Once all Signed agreements are deleted, contact the Adobe Privacy Center and request that your user (email address) be deleted from the Acrobat Sign system.

Users under the authority of a Privacy Administrator only need to contact their Admin and request to be deleted from the system.

The Privacy Admin can review your content and user and delete all appropriate content.

Adobe Privacy Center

Any request for action not supported by the tools within the user interface or questions regarding GDPR compliance must be submitted to the Adobe Privacy Center.

Support and Success agents cannot access the tools that delete content from the servers.

 Adobe

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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