The new Manage page for Adobe Sign is designed to improve speed and access to the full library of content for each user.

Overview

The new Manage page has been designed to reduce clutter and improve the exposure of the user's content.

The new Manage page is not yet in parity with the classic interface.

Given the complexity of the many features on the Manage page, the more advanced features are being released in stages to allow a cleaner “burn-in” time, and isolation of problems if any surface. 

Subsequent releases will deliver more advanced elements, and some elements have been retired from the interface.


Deployment schedule

The new Manage page format is currently optional to preexisting customers.

New accounts only have access to the new page format, and do not have the option to switch to the legacy format.

Note:

An option to flip between the new and classic experience is exposed in the upper-right corner of the page when the option to access the new page is enabled for the account.

The new manage page switch linkl

By default, the page will load a listing of agreements.

  • If there are agreements waiting for your action, the Waiting for You filter is automatically selected
  • If no agreements are waiting for your attention, the In Progress filter is automatically selected

This list is sorted by the "Last modified" date, with the most recently modified agreement being at the top.

 

The column headers that detail the agreement table can be clicked to apply an alphanumeric sort of the table contents.

Page headers

Single-click an agreement record to expose the details and controls for the agreement in the right-rail.

Click Open Agreement to review the details.

Open agreement

 

When the agreement is open, you will have access to the controls in the right-rail.

Opened agreement


Elements available on the Manage page

The multiple status "folders" on the classic page have been consolidated into a more practical series of filters that return the agreements of a given status type.  In the top section you have the Agreement filters, which return agreements based on the current status of the agreement

There are two "active" statuses. Each indicates the volume of content parenthetically after the status name:

  • In Progress (N) - Agreements returned in the In Progress status are waiting for a participant to complete their action. Agreements that are waiting for the logged in user are not returned
  • Waiting for You (M) - Agreements waiting for the logged in user are captured in the Waiting for You filter.  

 

There are three "terminal" statuses:

  • Completed - Agreements that are successfully and completely resolved 
  • Canceled - Agreements that are abandoned for any reason. This includes: 
    • Agreements canceled by the sender
    • Agreements declined by a participant
    • Agreements that are terminated due to repeated failure to authenticate
    • Agreements that suffer from a system error that causes the agreement to become unviable
  • Expired - Agreements that reach an expiration date and are closed automatically

 

There is a Draft status that contains all of the partially built agreements.

 

The lower section is dedicated to template "parent" objects.  The "child" agreements that are created from these templates are filtered above in the agreement status filters.

Parent objects are not agreements themslves, but are used to produce high volumes of individual agreements. These parent objects include:

  • (Library) Templates - All of the document and field templates available in your doucment library
  • Web Forms - Previously called Widgets, web forms are agreement templates that can be delivered as links, or embedded into web pages.  Web forms are signer initiated, generating a child agreement for every participant that fills one out
  • Mega Sign - Mega Sign templates are designed to produce a high volume of individual agreements that are sent and signed like a "regular" agreement
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>> Review account sharing options here

Users that have content shared to them from other user accounts can filter for that content by clicking the down arrow next to Your agreements.

The pop-down menu shows a list of all users (and groups when advanced sharing is enabled) that have shared content to you.  Select the user, and your Manage page reloads with the content of the selected user.

Shared account filter

Accounts that have Advanced Account Sharing enabled can switch between the shared user accounts to Send agreements on behalf of the user:

  • Mouse over your name in the upper-right corner of the screen
  • Click Switch Account
  • Select the user account you want to switch to and click OK
Switch Account

Switching to another user's account allows the logged in user to Send agreements on behalf of the "switched to" account:

Switched to account

The search bar returns all transactions that match the string provided for the content source selected.

  • If you are looking at "your agreements", you search against your content. If you are looking at a shared account, you search that shared accounts' content

The content in the below fields is indexed as a transaction is created/updated:

  • Participant name
  • Email address
  • Recipient Title
  • Recipient Company
  • Agreement Name
  • Agreement Notes
  • Agreement Message
  • Recipient personal message
  • Recipient Group name
  • Recipient Group list of recipients
  • Original document names
  • All text field content accepted during the creation process

How text searching works:

If you were searching for the string: "A simple fish"

  • Adobe Sign "tokenizes" the string, using spaces as delimiters. The above example string is broken into three tokens: Asimple, and fish
    • Characters treated as delimiters (other than space) are: ~ ` ! @ # $ % ^ & * ( ) - + = { } [ ] | \ . , : ; " ' < > ? /
      • Quotes do not specify a literal string value (as quotes are delimiters)
      • Periods, colons, and semicolons not followed by whitespace remain as part of the token (e.g. ver:1.0)
      • The apostrophe is preserved in the token if followed by anything other than whitespace or an "s" character (eg: don't)
  • Case distinction is removed. eg: a, simple, and fish
  • Search then tries to match each the full text of each token to an indexed value
    • More complex tokenization occurs for the Agreement Name (see below)
  • An inclusive search is used,  meaning that every agreement that matches at least one token from at least one searchable field is included in the returned dataset
    • The returned dataset is sorted by last modified date, with the most recent at the top

 

The Agreement Name field:

As noted above, the Agreement Name field has more sophisticated tokenization due to an additional "customized" tokenizer that primarily tokenizes on context delimiters (vs. explicit characters). This custom tokenizer is different from the standard in that:

  • Prefix tokens (up to 10 characters) are generated - A prefix token is the incrementing string of any standard token. eg: If the standard token is fish, the incrementing tokens are: f, fi, fis, and fish
    • This allows searching for partial strings, given you start at with the first character of the token
    • Mid-string matches are ignored. eg: Searching for rent will not match the word apparently
  • Split tokens at non-alphanumeric characters. eg: The string: Supe_Duper yields the tokens: Super and Duper
    • Underscores are not delimiters in the standard tokenizer
  • Split tokens at letter case transitions. eg: The string: PowerShot yields the tokens: Power and Shot
  • Split tokens at letter-number transitions. eg: The string XL500 yields the tokens: XL and 500
  • Removes leading or trailing delimiters from each token. eg: The string: XL---42+'Autocoder' yields the tokens:  XL42, and Autocoder
  • Removes the English possessive ('s) from the end of each token. eg: The string: Dave's yields the token: Dave

Note that the combination of the standard and custom tokenizers allow you to search for the full token string (thanks to the standard tokenizer) and the prefix tokens (thanks to the custom tokenizer), but you will not match a prefix token that spans a delimiter. 

Example:  If you have an agreement named My_NDA

  • The standard tokenizer would produce a token that looked like: my_nda
  • The custom tokenizer would produce a series of prefix tokens: m, my, n, nd, and nda
  • Attempting to search for my_nd would return no results because 
    • The standard tokenizer does not create prefix tokens, only full strings
    • The custom tokenizer delimits the underscore, so any prefix tokens would not include it

Example 2: If you have an agreement named XL500

  • The standard tokenizer would produce a token that looked like: xl500
  • The custom tokenizer would produce a series of prefix tokens: xxl550, and 500
  • Attempting to search for xl5 would return no results because 
    • The standard tokenizer does not create prefix tokens, only full strings
    • The custom tokenizer delimits the letter-number transition, so no prefix token can be created that bridges from a letter to a number

 

Search filters

The filter icon opens the opens the options to further reduce the data set by selecting a date range:

  • All dates
  • Last 24 hours
  • Last 7 days
  • Last 30 days
  • Last 12 months
  • Custom date range

An additional option to Search hidden content is available.

  • When the Search hidden content is selected, only hidden content is included in the returned data set in addition to any other filtering in place

Note:

When a filter is selected, a tag is displayed next to the filter icon.  Any one filter can be clicked to remove it after the data set has returned.

 

The Name or Title of the agreement is at the top right of the page layout:

Title - Name of agreement

 

The Created date is immediatly under the name of the agreement.

Creation date

 

The current agreement Status is displayed under the name of the agreement and the creation date, in the upper-right of the window.

Agreement Status

 

Who the agreement is From is at the top right. 

  • The From field is only viewable when you are not the sender.
Sent by - From

 

The global Message for the agreement is in the upper-right, just under the Sender

Global Message

 

The current recipient is identified in the new, expanded participant list that clearly shows all recipients and their status as relatavie to the agreement

Recipient list

The ability to review and edit library templates is available by selecting the Templates filter in the lower-left rail.

By selecting one template, the right rail options are exposed:

  • Open Template - Opens a view of the template
  • Use Template - Starts a new agreement with the template already attached
  • Edit Template - Allows the user to edit the template fields and properties
  • Delete - Deletes the template.  This  can not be undone.
  • Download PDF - Allows the user to download a blank PDF of the library template
  • Download Individual Files - Allows the user to download the individual files that were originally used to create the library tempalte.  
    • The total number of files originally used is indicated parenthetical 
  • Download Form Field Data - Downloads a csv file of all completed agreements that have used the form
  • Notes - Notes for the tempalte that can only be viewed by the template owner or the users/groups that the template is shared to

>> More details on creating and editing templates can be found here

Edit the template

The ability to review and edit web forms is available by selecting the Web Forms filter in the lower-left rail.

By selecting one web form, the right rail options are exposed:

  • Open Web Form- Opens a view of the template
  • Get Code - Exposes the HTML and script code for the web form
  • Edit Web Form- Allows the user to edit the template fields and properties
  • Download PDF - Allows the user to download a blank PDF of the library template
  • Download Form Field Data - Downloads a csv file of all field content from completed web forms
  • Download Individual Files - Allows the user to download the individual files that were originally used to create the library template.  
    • The total number of files originally used is indicated parenthetically 
  • Share - Shares access to the web form to the designated shared to party's Manage page
    • Sharing a web form allows the shared to party to:
      • Open the web form to view the original documents
      • Get the code for the web form
      • Download a PDF of the original document(s) used to build the web form
      • Download the form field data that has been collected on all completed child agreements spawned from the web form
      • Share access to the web form to other parties
      • Hide the web form from personal view
      • Review and edit the notes on the web form
  • Hide Web Form - Hides the web form from your personal view
    • Hiding the web form template does not disable it or prevent users from accessing it (assuming it is active)
  • Notes - Notes for the web form that can only be viewed by user that enters them

>> More details about web forms can be found here

Edit a web form

The ability to review a Mega Sign transaction is available in the lower-left rail of the Manage page.

By selecting one mega sign event, the right rail options are exposed:

  • Open Mega Sign - Opens a view of the template document used for the mega sign
  • Reminder  - Create and send a reminder to all parties that have not completed their child agreement
  • Download PDF - Allows the user to download a blank PDF of the library template
  • Download Form Field Data - Downloads a csv file of all completed agreements 
  • Download Individual Files - Allows the user to download the individual files that were originally used to create the library template.  
    • The total number of files originally used is indicated parenthetically 
  • Hide Mega Sign - Hides the mega sign event from your view
    • Hiding the parent template does not impact the child agreements
  • Share - Sharing the parent object populates that object on the shared to person's Manage page
    • Sharing a parent mega sign template automatically shares the child agreements
    • A shared parent template allows the shared to party to:
      • View the original parent template
      • Download a PDF of the original document
      • Download the field data collected on the completed child agreements
      • Share the parent object to other parties
      • View the activity summary for the mega sign event
      • View and edit notes for the parent object
  • View Activity Report - Opens a summary of the child agreements, segmented by the current status
  • Notes - Notes for the template that can only be viewed by the template owner or the users/groups that the template is shared to
  • A quick summary of the child agreements 

>> More information about Mega Sign can be found here

View mega sign activity

The ability to replace the current participant can be found by mousing over the icon of the current participant, and then clicking the Replace Participant link.

Depending on yiour acocunt settings, two options exist:

  • Replace recipient - Thios option replaces the current recipient, denying them further access to the agreement
  • Add Alternate Recipient - Adding an alternate recipient includes the new recipient, leaving the original recipient  vin place and capable of completing the agreement

>>Full details for how to replace the current signer can be found here

Replace current recipient options

The sender of an agreement has the authority to change the authentication method for each of the participants, after the agreement is sent.

This is specifically useful if a password was used, but lost/forgotten. The password is simply reset.

The ability to edit recipient authentication can be found by mousing over the icon of the current participant, and then clicking the Edit link next to the Authentication method.

Note:

This setting only pertains to passwords used in recipient authentication.

Passwords used to protect a signed PDF are not impacted

Edit authentication method

The ability to set, edit, and delte the expiration date for the agreement is found under the creation date: Expiration Date

Click the pencil icon to open the editing panel.

Full feature details

Edit the Expiration date

The Manage page layout exposes the participants of an agreement, providing:

  • A running status of how many  participants have completed their actions (directly under the email of the current participant)
  • A full list of all participants and their role in relation to the agreement (in the right-rail)
Recipient List

To view the content (files) of an agreement:

  • Single click the agreement to select it and open the right-rail
  • Click the Open Agreement action 
Open the agreement

 

The agreement opens for review; the right-rail controls remain in place.

Opened agreement

The ability to replace the files on a sent agreement can be found in the right-rail actions: Modify Agreement

Full feature details

Modify Agreement

The ability create or delete reminders can be found on the right-rail with the actions: Reminder

Full feature details

New Manage page - Reminder

The ability to share the agreement is found in the right-rail with the actions: Share

Once an agreement is shared:

  • An email is sent to the user (email) you share the agreement to
    • The email contains a PDF attachment of the agreement in its current state    
  • The agreement record becomes available on the manage page of the user (email address) you shared it to
    • That user can review the agreement as if they were CC'd to the agreement

Full feature details

Share an agreement

The ability to cancel the agreement is found in the right-rail with the actions: Cancel

Full feature details

Cancel Agreement

The ability to download the agreement and/or the agreeement audit report can be found in the right-rail with the actions: Download PDF and Download Audit Report respectivly

Download PDF - Audit report

The Manage page splits the funciton of Downloading the whole PDF, and Downloading the individual files.

Each file can be clicked in turn to download a PDF version that file.

Download individual files

If an agreement is signed outside of the Adobe Sign signature process (eg: a recipient prints the document and physically signs it), the originator of the agreement can digitize and upload the agreement back into Adobe Sign.

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If your account uses Government ID for recipient validation, and your have elected to store the authentication information, you will have the ability to download the Signer Identity Report.

Download Identity Report

Content can be hidden on the manage page. This content is not deleted, the status is not changed, and the agreement can progress normally through the signature cycle.  The agreement simply is not visible in the user's view of the Manage page.

Note:

To unhide content, you must first search using the Show only hidden agreements filter (see: Metadata / Notes search)

Hide agreement

The history of events for the agreement is found in the right-rail at the bottom of the actions: Activity

Agreement Activity

 

Clicking the Activity option  replaces the right-rail controls with the full activity (History) of the agreement, listed in chronological order, with the most recent events at the top.

Full feature details

Activity list

A user can sign an agreement from the Manage page by selecting the agreement record and clicking the View & Sign button in the right-rail.

View and sign

 

The standard agreement signing interface opens:

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Elements that have been deprecated

The below elements are being removed from the Manage page, and are not expected to be available in the completed version of the page.

The ability to archive a document is being removed completely. 

  • This includes the direct email-to-archive feature
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Customers that have content in their archive can still view and download those files from the Manage page, but will not be able to upload new documents.

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The Print function is being removed.

To print a version of the agreement, it is recommended to download the PDF and print from your local print driver.

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Known Issues

Problem: When switching to the new Manage page, the page is entirely blank, with no agreement content.

Test: attempt to load this page: https://documentcloud.adobe.com/

  • If you can not load https://documentcloud.adobe.com/ then you should contact your internal network administration and work with them to unblock the documentcloud.adobe.com domain.
  • If you can access the above link, contact support

Note:

The Home and View Agreement pages are similarly impacted.