The Send page is where you configure and send new ad hoc agreements. There are five functional sections to configure:
Sending documents and collecting signatures and approvals is what Acrobat Sign is all about! Every customer has different requirements regarding who needs to interact with the document and in what order, so there are a number of workflow features available in the Send page interface you should know about.
If you are in an account that has Users in Multiple Groups (UMG) enabled, select the group you want to send the agreement from before configuring the agreement.
If you do not see the Send from dropdown at the top of the page, your account is not UMG enabled.
Define the recipients and the order in which they gain access to interact with the document.
In the Recipients section, the very top switch asks you select the basic signature order:
To the right of the signature order switch, you will see two links:
To change the order of the recipients, you can click and drag the recipients to the correct stack order, or you can directly edit the numbers and the stack will adjust accordingly.
Each recipient is created with five elements:
A. Participation Order – When Complete in Order is selected the participation order provides a clear indication of when each recipient will interact with the agreement.
B. Role – How is the recipient best characterized?
C. Email address – This is the recipient’s identifying email address and is used for all email communication with the recipient, including the request to sign.
D. Authentication Methods – How should the recipient be vetted? Do you want to use second-factore authentication?
E. Private Message (optional) – The sender can supply individual instructions to each recipient which appear when the recipient is viewing the agreement.
The Show CC link under the recipient list exposes a field where you can carbon copy (CC) any email address that you want to view the agreement, without them having signing/approval authority.
A “Hybrid” workflow is an instance of the sequential participation order where one or more of the steps includes two or more recipients gaining access to the document at the same time. All of the signers/approvers of the “parallel” step will need to complete their part before the sequential process moves to the next step.
Recipient Groups are useful when you need sign-off from a team or an organization, but not from a specific individual in that group. Any member in the group is authorized to sign or approve on behalf of the entire group.
The Message section contains two fields that can dramatically improve your success.
The Agreement Name field allows you to enter any string that will identify the agreement. This string will populate in the Subject line of the recipients’ email (highlighted in yellow below), and also as the name value on the Manage page. Providing a unique and meaningful agreement name will help your recipients identify your email more readily, and can improve your ability to search for the agreement if needed.
If no agreement name is entered before a document is attached, the agreement name will adopt the file name of the first file attached. This value can be edited until the agreement is sent.
The Agreement Message is a plain text field where you can enter any instructions or comments that are warranted (highlighted in green below). This message appears on the Please Sign email sent to all recipients (unlike the Private Message which only appears for the recipient it is configured for).
Enterprise level customers will have access to Message Templates which are configured by your Administrator. Message templates are directly tied to the Recipient’s Language feature in the Options sections, so when you select “Spanish” from the language drop-down, all of your Spanish templates will become available.
If you have a language selected that has no templates tied to it, the Message Template option will not be visible on your Send page.
The Options section allows you to better control the agreement after it has been sent:
The File section is where you attach the documents to the transaction.
Acrobat Sign will combine all documents into one inclusive PDF agreement for the signature process, and will build that PDF based on the order that the documents are listed. Documents can be rearranged by clicking and dragging one document to a new list location.
Files can be attached from the Acrobat Sign library, Google docs, Box.net, Dropbox, OneDrive, uploaded from your local system using file search, or you can drag and drop a file into the Files box.
File types allowed are: Word, Excel, PowerPoint, PDF, JPG, GIF, TIF, PNG, BMP, TXT, RTF, HTML
Just under the Files list you will see the Preview & Add Signature Fields check box. This option allows you to open the documents that you upload and place form fields as needed on them.
You should place at least the signature fields, but there are many other fields you can use to build complex forms if you like.
If no signature fields are placed, Acrobat Sign will automatically add a new page to accommodate the signatures at the end of the document.
Sending a document to just one recipient is one of the most common agreement workflows and a great way to learn the basic process. All you need is:
Sending an agreement to multiple recipients follows the exact same steps with two notable differences: