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Phone authentication

 

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. 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. Custom email templates
      6. Enable Linkless Notifications
    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. eOriginal vaulting for chattel paper
    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 

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 

Enable a method of recipient authentication using the recipient's smartphone to receive a text or voice message containing a password.

Overview

Phone authentication is a premium second-factor authentication method that secures a robust verification of identity by having the recipient authenticate with a code delivered to their phone as either a text message or a voice call (upon their request).

Availability:

Phone authentication is available for enterprise license plans only.

Phone authentication is a premium authentication method that has a per-use charge.

  • Transactions must be purchased through your Adobe sales representative.
  • Transactions are an account-level resource. All groups consume from the same global pool.

Configuration scope:

The feature can be enabled at the account and group levels.

How it's used

The authentication process initially presents the recipient with a notification that they must enter a verification code to access the agreement. This notification provides the following:

  1. The last four digits of the recipient's phone number (as entered when the agreement was composed) so the recipient knows which device the code will be sent to.
  2. The (linked) name of the originator is provided in case the recipient needs to contact them for any reason (e.g., To change the phone number). The link opens an email to the sender of the agreement.
    • This link can be modified to guide the recipient to an explicit address, like your support team.
  3. An option for the recipient to have the code delivered via voice call or text message.

When the user is ready to receive the verification code, they select the Send Code button:

Phone authentication challenge

 

Once the Send Code button is selected:

  • The page refreshes to allow the input of the access code.
  • The indicated phone number receives an automated call or text with the five-digit verification code.
    • The code is valid for 10 minutes. After that, the recipient must return to the email and send a new code.
    • The recipient has a limited number of attempts to enter the correct code. The agreement is automatically canceled if the recipient fails enough times, and the sender is notified.
Enter the verification code

When the authentication is passed, the recipient can interact with the agreement.

If the recipient closes the agreement for any reason before completing their action, they must re-authenticate to continue.

Note:

Acrobat Sign uses a US-based service that leverages multiple carriers to deliver text and voice messages globally. The carrier used for any individual contact is based on the best combination of cost and performance at the time the contact is requested.

Based on the overall volume of transactions, the carriers may not be local providers based on the sender's data center or the recipient's number.

Configuring the Phone authentication method when composing a new agreement

When Phone authentication is enabled, the sender can select Phone from the Authentication drop-down just to the right of the recipient's email address:

Select the authenticaation method

After the user selects Phone as the authentication method, they must provide the phone number to be used for the recipient's verification process.

Note:

  • If the recipient delegates their role in the agreement, they must provide the new recipient's phone number.
  • The phone number tied to the authentication attempt can be changed for in-process agreements by editing the authentication type on the sender's manage page.

If a "bad" phone number is detected when composing the agreement, the process stops, and an error message is presented at the top of the page:

Bogus phone number warning

Consumption of premium authentication transactions

As a premium authentication method, Phone authentication transactions must be purchased and made available to the account before agreements can be sent with the method configured.

Phone authentication transactions are consumed on a per-recipient basis.

e.g., An agreement configured with three recipients authenticating by Phone consumes three authentication transactions.

 

Configuring an agreement with multiple recipients decreases one transaction for each recipient authenticating by Phone authentication from the total volume available to the account.

  • Canceling a Draft agreement returns all Phone authentication transactions to the total volume available for the account.
  • Canceling an In-progress transaction does not return the authentication transaction to the total volume available for the account.
  • Changing an authentication method to Phone (from any other method) consumes one transaction.
    • If you change the same recipient back and forth between Phone authentication and other methods, you only consume one transaction total.
  • Changing the authentication method from Phone to another method does not return the transaction.
  • Each recipient authenticating with Phone authentication consumes only one transaction, no matter how often they attempt the process.

 

Track available volume

To monitor the volume of Phone authentications available to the account:

  • Navigate to Account Settings > Send Settings > Identity Authentication Methods
  • Select the Track Usage link:
The Send Settings page highlighting the Track Usage link with the information pop-out exposed

Note:

Phone authentication and SMS link delivery share the same pool of transactions. Usage of the transactions is broken down in the pop-out ballon to show the volume consumed by SMS delivery and Phone authentication transactions.

Accounts that have purchased the service under the VIP licensing program have a modified format Track Usage pop-out to represent better the number of transactions within the context of their licensing scheme. 

Track Usage in VIP

Audit Report

The Audit Report clearly identifies that a phone number was used for identity verification. 

  • Only the last four digits of the phone number are exposed.

If the agreement is canceled due to the recipient being unable to authenticate, the reason is explicitly stated:

Failed authentication - audit log

Best Practices and Considerations

  • If second-factor signature authentication isn't required for your internal signatures, consider the Acrobat Sign Authentication method instead of Phone authentication to reduce the friction of signing and save on the consumption of the premium authentication transactions.
  • The phone number tied to the authentication attempt can only be changed for in-process agreements by editing the authentication type on the sender's manage page.
  • Personalize your phone authentication messages to bolster recipient confidence in your text messages and to streamline customer contacts.
  • Acrobat Sign text or voice messages are never unsolicited. They are always predicated on a signer who defines the contact type from the landing page of the Phone authentication challenge (by choosing their preferred option of Text or Voice) and then selecting the Send button to trigger the contact. The recipient's spam or malicious intent concerns can be mitigated mainly because the communication (voice or text) happens in near real-time.
  • Acrobat Sign voice and text contacts never prompt the recipient to take action (e.g., visit a website or provide personal information.). Only a numeric code is communicated.  

Configuration

Phone authentication has two sets of controls, which are available to be configured at the account and group levels:

  • Send Settings control the sender's access to the Phone method and configuration of the SMS options.
  • Security Settings limit the recipient's attempts to enter the correct token.

Enable the authentication method under Send Settings

The option to use phone-based authentication can be enabled for senders by navigating to Send Settings > Identity Authentication Methods

  • Phone authentication checkbox - When checked, Phone is an available option when agreements are composed.
  • By default, use the following country code - Requires the admin to select a default country code for agreements sent through the group being configured.
  • Personalize phone authentication message - Replace the embedded link to the agreement creator with some other literal value, like the email address of your support team.
SMS identity authentication controls

Configure the Security Settings

Phone authentication requires the admin to configure a non-zero number of failed attempts allowed before the agreement is canceled. Five is the default.

This setting can be configured on the Security Settings page:

Phone security controls

Automatic agreement cancellation when a recipient fails to authenticate

The agreement is automatically canceled if the limited number of Phone authentication attempts fails.

The agreement's originator is sent an email announcing the cancellation with a note identifying the recipient who failed to authenticate.

No other parties are notified.

Canceled agreement due to ID failure

 Adobe

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