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Adobe Acrobat Sign for ServiceNow: User Guide

  1. Adobe Acrobat Sign Integrations
  2. What's New
  3. Product Versions and Lifecycle
  4. Acrobat Sign for Salesforce
    1. Install the package
    2. Configure the package
    3. User Guide
    4. Developer Guide
    5. Advanced Customization Guide
    6. Field Mapping and Templates Guide
    7. Mobile App User Guide
    8. Flows Automation Guide
    9. Document Builder Guide
    10. Configure Large Documents
    11. Upgrade Guide
    12. Release Notes
    13. FAQs
    14. Troubleshooting Guide
    15. Additional Articles
  5. Acrobat Sign for Microsoft
    1. Acrobat Sign for Microsoft 365
      1. Installation Guide
    2. Acrobat Sign for Outlook
      1. User Guide
    3. Acrobat Sign for Word/PowerPoint
      1. User Guide
    4. Acrobat Sign for Teams
      1. User Guide
      2. Live Sign Guide
      3. Mobile User Guide
      4. Release Notes
      5. Microsoft Teams Approvals
    5. Acrobat Sign for Microsoft PowerApps and Power Automate
      1. User Guide
      2. Release Notes
    6. Acrobat Sign Connector for Microsoft Search
      1. User Guide
      2. Release Notes
    7. Acrobat Sign for Microsoft Dynamics 
      1. Overview
      2. Dynamics Online: Installation Guide 
      3. Dynamics Online: User Guide 
      4. Dynamics On-Prem: Installation Guide 
      5. Dynamics On-Prem: User Guide
      6. Dynamics Workflow Guide
      7. Dynamics 365 for Talent
      8. Upgrade Guide
      9. Release Notes
    8. Acrobat Sign for Microsoft SharePoint 
      1. Overview
      2. SharePoint On-Prem: Installation Guide
      3. SharePoint On-Prem: Template Mapping Guide
      4. SharePoint On-Prem: User Guide
      5. SharePoint On-Prem: Release Notes
      6. SharePoint Online: Installation Guide
      7. SharePoint Online: Template Mapping Guide
      8. SharePoint Online: User Guide
      9. SharePoint Online: Web Form Mapping Guide
      10. SharePoint Online: Release Notes
  6. Acrobat Sign for ServiceNow
    1. Overview
    2. Installation Guide
    3. User Guide
    4. Release Notes
  7. Acrobat Sign for HR ServiceNow
    1. Installation Guide
  8. Acrobat Sign for SAP SuccessFactors
    1. Cockpit Installation Guide (Deprecated)
    2. Recruiting Installation Guide (Deprecated)
    3. Recruiting User Guide
    4. Cloud Foundry Installation Guide
    5. Release Notes
  9. Acrobat Sign for Workday
    1. Installation Guide
    2. Quick Start Guide
    3. Configuration Tutorial
  10. Acrobat Sign for NetSuite
    1. Installation Guide
    2. Release Notes
  11. Acrobat Sign for SugarCRM
  12. Acrobat Sign for VeevaVault
    1. Installation Guide
    2. User Guide
    3. Upgrade Guide
    4. Release Notes
  13. Acrobat Sign for Coupa BSM Suite
    1. Installation Guide
  14. Acrobat Sign Developer Documentation
    1. Overview
    2. Webhooks
    3. Text Tags

Overview

The Adobe Acrobat Sign for ServiceNow: User Guide provides instructions on how to create, send, view, sign, and manage agreements. See how to:

Create an agreement 

  1. Expand the Adobe Acrobat Sign menu and select Send for Signature.

  2. On the Send for Signature page, select an Acrobat Sign template or add a file. 

    You can create an agreement with multiple documents using any one of the following two ways:

    • Create a multi-document template and select it from the ‘Templates’ field.
    • Upload multiple files. Adobe combines multiple documents into one PDF document for signature.
    create-agreement-1

  3. On the next page, select one or more signers, edit the Subject if required, and then select Submit.

    It displays a confirmation message from where you can view the agreement.

    create-agreement-2

    Note:

    Agreements created by a record producer are submitted directly to Acrobat Sign. The application doesn’t support submitting agreements in a ‘Draft’ state.

Create an agreement from an incident

Only users with the Sender (x_adosy_as.adobe_sign_sender) role can see the Sign with Adobe Acrobat user interface option. Users with the sender, requestor, or signer role can see the agreements in the ‘Adobe Acrobat Sign’ related list. 

  1. From the Incident form, select Sign with Adobe Acrobat.

    create-agreement-3

  2. On the section that appears, select a template or upload your own file and then select Next.

    create-agreement-4

  3. When prompted, verify the fields in the document and then select Next.

    In the example, a Merge rule exists for the Local Pet Policy template on the Incident record that maps:

    • ‘TodaysDate’ from ‘opened_at’
    • ‘EmployeeName’ from ‘caller_id’
    create-agreement-5

  4. In the dialog that appears:

    1. Add Signers. You may select ServiceNow users or enter email addresses.
    2. Enter a Subject. The Subject value is pre-populated with New Agreement, which can be edited.
    3. To set a password for accessing the agreement, select Password Protect.
    4. Optionally select Send emails from Adobe.
    5. To create an agreement in Draft state, Submit as Draft. It uploads the agreement to Adobe Acrobat Sign but requires the user to Review Details (available from the Agreement record) so it can be sent for signature.
    6. Select Submit.
    create-agreement-6

  5. On the confirmation message that appears:

    • Select View agreement in ServiceNow to see an end-user view of the agreement.
    • Select X icon to stay on the Incident form. Reload the form or refresh the Adobe Acrobat Sign-related list to update the form with the details of the agreement.

    On the agreements page, you can select Cancel agreement to cancel the agreement. 

    The Cancel agreement option is available only to the senders or users with the Manager role (x_adosy_as.adobe_sign_manager).

    create-agreement-7

    create-agreement-9

    Merge fields auto-populated in an agreement.

    Note:

    When the signers review and sign the agreement, the TodaysDate and EmployeeName values on the document are pre-populated according to the Merge rule noted when checking the filled fields (above).

  6. Once all signers sign the agreement, the related list on the Incident form shows the updated status.

Review and submit a draft agreement

For agreements that you create in Draft status (by selecting the Submit as Draft checkbox), you can review the agreement details and modify them as required before sending. 

Senders review the agreement from the Adobe Acrobat Sign Web UI and any modifications made to the agreement before submission are synchronized into ServiceNow. Admins can re-order the signers in the Adobe Acrobat Sign Web UI and the changes are automatically synchronized into ServiceNow.

To review and submit drafts:

  1. Navigate to Adobe Acrobat Sign > Operational > Agreements and then select the Draft agreement that you want to review and send.    

  2. On the Agreement page, select Review Details
    It redirects you to the Adobe Acrobat Sign Web UI. 

    Note: The Review Details button is only available to users with the Admin role (x_adosy_as.adobe_sign_admin).

    Review Details

  3. If prompted, enter the credentials to log in to your Adobe Acrobat Sign account.

  4. On the Send details page that opens, modify the details as required:

    1. To re-order the signers, drag the recipients up or down as required.
    2. Update the agreement message if desired.
    3. Select or deselect the agreement options.
    4. Once done, select Send.
    Adobe Sign move users

    It reorders the recipients and sends the updated agreement to recipients. It displays a confirmation message, as shown below.

    Successful Send message

  5. Once you see the confirmation message, navigate back to the agreement in ServiceNow. 

    The agreement status is now updated to ‘Out for Signature’ and the participants are re-ordered and the state is now 'Out for Signature'. 

    You may need to refresh the related list to view the changes.

    Out for signature

Use Electronic Seals

You can use Electronic Seals to add a digital signature to an Agreement that is specific to your organization or department.

Once you set up Electronic Seals in your Adobe Acrobat Sign account, you can add them to ServiceNow and apply them to your agreements.

Users with the Admin role (x_adosy_as.adobe_sign_admin) can create and manage document templates.

To create an Electronic Seal:

  1. Navigate to Adobe Acrobat Sign > Administration > Electronic Seals and click New.
  2. Give the seal a name and copy/paste the seal id into the Id field.
  3. Select Submit.

To use an Electronic Seal:

  1. Add a seal to a Document Template in the Electronic seal field.
  2. Use the addElectronicSeal() method in the Scripting API.
Note:

Documents must contain a digital signature form field for the sealing process to work. Alternatively, you can manually add digital signature fields in the Acrobat Sign compose interface by using the Submit as Draft option during creation followed by the Review Details action on Agreement.

Sign an agreement 

  1. To access the documents waiting for your signature, navigate to Self-Service > Adobe Acrobat Sign and then select For Signature.

  2. Double-click the record that you wish to sign from the list to open it and then select Review and sign

    review-and-sign

  3. Complete the fields as required and then select the Signature field.

    Signature field

  4. Enter your name and then select Apply.

    apply-sign

  5. If prompted, agree to the Terms of Use and Customer Disclosure and then select Click to Sign.

    Click to Sign

    Once the signatures are placed, you see a confirmation message as shown below. It redirects you to the agreement, where:

    • The state is Complete.
    • The status is Signed.  
    • The Signed document field is populated with the name of the document signed. 
    • The embedded participants list is updated. 
    • The document itself is attached.

    You may need to right-click and Reload the form to see the changes to the fields and the attachment.

    sign-agreement-message

View the signed agreements

To view the signed agreements, navigate to Self-Service > Adobe Acrobat Sign > My Signed Documents.

The list displays agreements that you have sent or recieved, and the state is Complete.

cancel an agreement

You can cancel an agreement that has been submitted for signature (in the 'Submitted' state). Only the user who created the agreement or users with the Manager [x_adosy_as.adobe_sign_manager] role can cancel the agreement.

To cancel an agreement, open the agreement record and then select Cancel agreement.

cancel-agreement

 Adobe

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