The Adobe Sign for Facebook Workplace integration provides a simple interface designed to enable users to send agreements for signature and receive notifications as the agreements progress through the signature cycle.
The scope of this document is limited to the Adobe Sign functionality within the Workplace environment, and is not intended to be a comprehensive guide for Facebook Workplace as a whole.
- Workplace web app on latest browser versions (Chrome 67+, Firefox 60+, Safari 11+)
- Workplace chat app for desktop version 1.0.34 onwards (Win 7 and above, Mac 10.13 and above)
- Workplace chat app for mobile (iOS v11.2.6+ and Android v7+)
- Safari on iPad is not currently supported
The first thing you want to do is create/verify your Adobe Sign user. This is achieved quickly by opening the Adobe Sign Bot:
1. Log in as your user in Workplace
2. In the Search field (just under the Contacts list on the right), enter Adobe Sign
3. Click the Bot icon, and a dialogue window opens to the left
4. Click the Get Started link
- At this time, your user is created in Adobe Sign (if it doesn't already exist).
- Users that have a new Adobe Sign account created in this manner have a randomized password applied to their account.
- If you ever need to log in to Adobe Sign directly, you first need to reset your password using the I forgot my password link
- If an error message appears indicating that a user could not be created, contact your Workplace administrator with the error message
The Adobe Sign integration has four launch points to start a new agreement
- From the Search bar (bottom right of the page)
- From the persistent menu (in the Bot chat window)
- From the Bot Menu (upper right of page if exposed)
- From the Extensions option in any chat window with another person
You can launch the chat Bot by typing Adobe Sign in the Search field at the bottom right corner of the Workplace window.
The chat window opens from the bottom of the page, to the left of the Search field.
- Click Get Started to launch the Welcome card.
- Select Send for Signature to open the new agreement panel.
If the Adobe Sign chat bot is already open, you can find a persistent menu icon just above the other icons on the bottom row (three stacked dashes).
Click this icon to expose two options:
- Send Document for Signature - Launches the new agreement panel
- Read How to Get Started - Opens the current version of this document
Workplace accounts that have enabled extensions like the Adobe Sign package may list the Bot objects in the upper right of the Workplace page (just above the list of users).
Clicking the Bot from this location opens the chat window with the Bot, allowing you to click Send for Signature, and launch the new agreement panel.
Every chat window to another user or group has a list of icons along the bottom.
The one that looks like a cube is Find Extension. Clicking this icon will present a list of enabled extensions for your Workplace account. The Adobe Sign extension can be found there.
Clicking the icon launches the new agreement panel.
The new agreement panel consists of three required parts:
- Recipients - The list of people that need to interact with the agreement
- Message - The agreement name, and any information or instructions that need to be communicated to the recipients
- Files - The content, or documents, that need to be signed by the recipients
The Recipient list allows you to type in email addresses freehand.
To add multiple recipients, use the Enter/Return key to indicate a new address.
Each address will present as a "tag" in the field.
Only a sequential signature flow is permitted. Recipients get the agreement in the order they are listed.
Up to 25 recipients can be included in one agreement sent from Workplace.
The Message section consists of two fields which can be entered/edited freehand:
- The agreement name - The top (single line) field is the "name" of the agreement.
- This agreement name is what is inserted into the subject line of the agreement, and how the agreement is displayed on the Adobe Sign manage tab (in the web application)
- If a file is attached before the agreement name is entered, the the name field will adopt the name of the file. (This value is fully editable)
- The agreement name field can contain up to 255 characters
- The message content - The message content is inserted into the body of the "Please Sign" email that gets sent to each recipient
- The message content field can accept up to 1000 characters
The Files field shows the files (documents) from which the agreement is created.
Files can be added by clicking the Add Files link. Two options are available:
- Add from Adobe Sign Library - This option presents all of the documents that are available to the user within the Adobe Sign library
- Add from Device - This permits you to upload a file from the device you are using to configure the agreement. Mobile devices are supported as well as desktop platforms
All files are concatenated into one PDF for the signature process. The files are displayed in the order they are listed in the Files section
Once the three sections are completely filled out, click the Send For Signature button at the bottom of the panel to send the agreement to the first recipient.
A confirmation message is displayed:
Clicking the Check the status of this document link opens a window to the Adobe Sign Manage page.
The notification process informs Workplace users in near real-time when an agreement is waiting for their signature.
By clicking the Sign button just under the notification, the user can open the document, review it as needed, and then apply their signature.
Notifications to the user can be triggered by any agreement involving the user, regardless to the point of origin. Agreements sent external to the Workplace environment, or from an entirely different Adobe Sign account will push notifications in the same manner.
All notifications from Adobe Sign are received in the Adobe Sign Bot chat panel.
Pop-up blockers must be disabled to open the Sign window.
Once the signature is applied, the Thank you for signing notification is delivered to the recipient.
Once the agreement reaches a terminal status (completed, cancelled or expired), the Sender and all recipients get an appropriate notification indicating the final status.