Adobe Acrobat Sign for Self Signing: User Guide

Overview

Self Sign is an Acrobat Sign for Salesforce component that allows community portal users to sign self-service agreements. You can add Self Sign to any Salesforce Experience Cloud portal, such as customer, partner, employee, and more to help users initiate and sign their agreements right from the portal.

Adobe Acrobat Sign for Salesforce: Self Signing User Guide provides instructions on how to configure Acrobat Sign for Salesforce to generate self-signing agreement templates. To enable community portal users to receive and sign agreements on the Community Portal, you must complete the following steps:

  • Verify Prerequisites
  • Enable Chatter
  • Enable Digital Experiences
  • Activate Two CSP Trusted Sites
  • Enable Adobe Acrobat Sign Community User Permission Sets for all community users
  • Create Community Portal User
  • Create Account, Contact, and User for the Community
  • Configure SFDC Community Page
    • Start a new Digital Experience
    • Configure Digital Experiences Workspace to enable Users
    • Publish the Portal
    • Set Contact profile visibility to Public
    • Add Adobe Self Service Sign component to the Digital Experiences Workspace
  • Enable 'Allow Sending As Other Users' setting
  • Use Community Portal for sending and signing agreements

Prerequisites

  • You must choose to generate sample agreement templates during installation by selecting Generate Sample Agreement Templates when linking Salesforce to Acrobat Sign.
link-accounts

  • If the templates were not generated during installation, or if you've upgraded from an older version to package V 19, you must generate the templates using the steps below:
    1. Go to the Adobe Acrobat Sign Admin tab.
    2. From the list of Resources in the right panel, select Generate Sample Self Sign Agreement Template.
    3. In the 'Test Community Agreement' draft page that opens, verify the following:
      • The Agreement Types tab has the NDA type.
      • The Agreement Templates tab has the Test Community Agreement template.
generate-self-sign-template

verify-nda-agreement-types

agreement-templates

Enable Chatter (Only for package V 18-21)

If you're using Acrobat Sign for Salesforce V22 or older, you must enable Chatter in your SFDC organization. To do so:

  1. Navigate to Setup > Platform Tools > Feature Settings > Chatter > Chatter Settings.
  2. Select Edit.
  3. Select the Enable checkbox.
  4. Select Save.
edit-chatter-settings

enable-chatter-settings

Enable Digital Experiences

To enable Digital Experiences:

  1. Navigate to Setup >  Platform Tools > Feature Settings > Digital Experiences > Settings.
  2. Select the Enable Digital Experiences checkbox.
  3. Provide a domain name for your Digital Experiences. You can use your account domain values if your account has an established domain.
  4. Select Save. It displays a dialog warning that your Domain cannot be changed once established.
  5. Select Ok.
enable-digital-experience-settings

Activate two CSP Trusted Sites

You must configure two CSP (Content Security Policy) Trusted Sites to allow the base URLs for your Adobe Acrobat Sign account. To do so:

  1. Get your Acrobat Sign account shard value as follows:

    1. Log in to your Adobe Acrobat Sign account.
    2. From the URL, copy the parameter just before the echosign.com (possibly adobesign.com) part (the shard value). 
      For example, the URL https://caseyjones.na1.echosign.com has a shard value of na1.
    3. Close the tab.

    See how to identify the Adobe Acrobat Sign account environment.

    global-settings

  2. Navigate to Setup > Settings > Security > CSP Trusted Sites and then select New Trusted Site.

    csp-trusted-sites

  3. In the new Site Definition page that opens, fill in the required fields as follows:

    1. Trusted Site Name - Provide a name such as AcrobatSign
    2. Trusted Site URL - Enter the site URL https://secure.<shard>.adobesign.com
      For example, https://secure.na1.adobesign.com
      If your account isn't updated to the adobesign.com domain, you may use echosign.com instead.
    3. Select the  Active checkbox.
    4. Context - Select Experience Builder Sites for Context.
    5. Select CSP Directive Allow site for frame-src checkbox.
    6. Select Save.
    csp-trusted-site-definition

  4. Navigate back to Setup > Settings > Security > CSP Trusted Sites and then select New Trusted Site.

  5. In the new Site Definition page that opens, fill in the required fields as follows:

    1. Trusted Site Name - Provide a name such as AcrobatSign2
    2. Trusted Site URL - Enter the site URL  https://secure.adobesign.com
    3. Select the Active checkbox.
    4. Context - Select Experience Builder Sites for Context.
    5. Select CSP Directive Allow site for frame-src checkbox.
    6. Select Save.
    Second CSP trusted site

  6. Verify the two CSP Trusted Sites.

    CSP Trusted sites

Enable Adobe Acrobat Sign Community User Permission Set for all Community Users

You must enable the community users with the Adobe Acrobat Sign Community User permission set to allow them to use the portal. To do so:

Note: You can build the Community Portal without enabling the Adobe Acrobat Sign Community User permission set.

  1. Navigate to Setup > Administration > Users > Permission Sets.

  2. From the list of Permission Set Labels, select Adobe Acrobat Sign Community User.

    Assign Permission Sets

  3. In the Permission Set page that opens, select Manage Assignments.

    permission-set-manage-assignments

  4. In the Assigned Users page, select Add Assignment.

    permission-set-add-assignments

  5. In the Assign Users page, select all the users who you want to apply the permission set to, and then select Assign.

    permission-set-assign-users

Create Community Portal User

Clone the Community User Profile

To configure your user profiles to use the Adobe Acrobat Sign self-service portal, you must clone and edit one of the standard profiles. To do so:

  1. Navigate to Setup > Administration > Users > Profiles.

  2. For any of the standard Customer Customer profiles, select Clone.

    There are four Customer Community profiles, and you can use any of them to clone and create a user profile. Note the User License type of the profile that you clone.

    setup-profiles

  3. Provide an intuitive name for your cloned profile and then select Save.

    cloned-profile-name

  4. On the cloned profile page that opens, select Edit.

    cloned-profile-edit

  5. On the Custom Edit page, scroll down to the Custom Object Permissions and enable all Adobe Acrobat Sign objects. You can select the Modify All check box or select only the required permissions for added security. 

    cloned-prodile-custom-object-permissions

Create Account, Contact, and User for Community

You must create an Account, a Contact, and a User for the Community. 

An account owner must be associated with a Role to enable portal users. To associate a role with your Salesforce user, go to Setup > Administration > Users > Users. Then, from the list of users, select Edit for a user and then in the page that opens, open the Role drop-down menu > select a role > select Save.

To create an Account:

  1. Launch the Sales app from the App launcher.

  2. Open the Account drop-down menu and select +New Account.

    sales-new-account

  3. In the New Account page that opens, enter an Account Name value and then select Save.

    The account name should identify the account as an Adobe Acrobat Sign Portal account. The Account name is the only value that you need to provide here.

    sales-new-account-details

To create a Contact:

  1. From the top-right corner of the Ligtning page, select + to open the Create menu, and then select New Contact.

    create-new-contact

  2. In the New Contact dialog that appears:

    1. Enter a meaningful Name value.
    2. Enter an Email value for the contact. You should preferably add the email of an admin who manages the community portal content.
    3. Associate the Contact to the Adobe Acrobat Sign Community Portal account that you created in the previous step.
    4. Select Save.
    new-contact-details

  3. Open the new Contact page that you just created.

  4. From the top-right corner of the page, select Setup (gear icon) > Edit Object.
    It opens the Contact object in Object Manager.

    new-contact-edit

  5. From the left panel of the Object Manager page, select Page Layouts.

  6. For the Contact Layout item, open the drop-down menu, and then select Edit.

    edit-contact-layout

  7. In the Contact Layouts section, select Mobile & Lightning Actions from the object options.

  8. Drag Enable Customer User button to the Salesforce Mobile and Lightning Experience Actions section.

    drag-enable-customer-user

  9. Drag Log in to Experience as User button to the Salesforce Mobile and Lightning Experience Actions section.

    drag-login-to-experience-user

  10. Select Save.

  11. Return to your Community Contact page and open the drop-down menu from the top-right corner. From the menu, select the Enable Customer User.

    It opens a New User page opens with the Contact information imported.

    contact-page-enable-customer-user

  12. In the New User page that opens, configure the User as follows:

    • Set the User License to match the license of the Profile you cloned earlier.
    • Set the Profile to the cloned profile.
    • Select Save.

    The Setup User page refreshes and displays the details of the user.

    new-user-edit

  13. On the refreshed page, hover over Permission Set Assignments and select Edit Assignments.

    contact-permission-set-edit

  14. On the Permission Set Assignments page for the user that opens:

    1. From the  Available Permission Sets box, select Adobe Acrobat Sign Community User.
    2. Select Add.
      The selected permission set appears in the box for Enabled Permission Sets box.
    3. Select Save.
    permission-set-add-contact

Configure SFDC Community Page

Start a new Digital Experience

  1. Navigate to SetupPlatform Tools > Feature Settings > Digital Experiences > All Sites.

  2. Select New.

    digital-all-sites-new

  3. On the page that opens, select Customer Service experience.

    The Customer Service experience is required for the Self-Service components.

    choose-customer-service-experience

  4. On the Customer Service page that opens, select Get Started.

    customer-service-get-started

  5. On the dialog that appears:

    1. Enter a Name for the site.
    2. Optionally, add site-specific name to the URL, which is useful if you have multiple sites
    3. Select Create.
    enter-name-customer-service-portal

    A delightful graphics show runs while the Community is created. Once done, the Community page is displayed, where the name of the Community is displayed at the top of the window (highlighted in yellow) and the site-specific string in the URL can be seen in the address bar.

    new-community-portal

Configure Digital Experiences Workspace to enable Users

  1. Navigate to Setup >  Platform Tools > Feature Settings > Digital Experiences > All Sites.

  2. For your community listing, select Workspaces.

    digital-experiences-workspaces

  3. In the My Workspaces page that opens, select Administration.

    It opens the Administration page for your community.

    test-portal-administration

  4. With Settings selected on the left panel, select Activate.

    portal-administration-activate

  5. From the left panel, select Members and configure the fields as follows:

    • Open the Search drop-down menu and select All.
    • From the Available Profiles list, select the custom Profile that you created.
    • Select Add to move the profile to the Selected Profiles list.
    • Select Save.

Publish the portal  

  1. Navigate to Setup > Platform Tools > Feature Settings > Digital Experiences > All Sites.

  2. For your community listing, select Builder.

    digital-experiences-builder

  3. On the Builder page that opens:

    1. From the upper-right corner of the page, select the gear icon to open the Settings page.
    2. Select Guest users can see and interact with the site without logging in checkbox.
    3. Close the settings window.
    experience-builder-settings

  4. From the upper-right corner of the page, select the Publish icon. Then, in the dialog that appears, select Publish again to confirm.

    Publish

    experience-builder-settings-publish-confirm

    It displays a message saying that the site updates are getting published. You receive a confirmation email once the changes are live.

Add Adobe Self Service Sign component to Digital Experiences Workspace

  1. Navigate to Setup > Platform Tools > Feature Settings > Digital Experiences > All Sites.

  2. For your community listing, select Workspaces.

    recipients-send-on-behalf-of

  3. Under My Workspaces section, select Builder.

    workspaces-builder

  4. From the left panel, select Components icon and then:

    1. Scroll to the bottom of the menu.
    2. Drag Adobe Self Service Sign option and drop it onto the page layout.
      You can drop the component whereever you want the Acrobat Sign agreements to be exposed.
    drag-self-service-sign

    The page refreshes to show the added component on the page layout, and exposes the management panel for the component in the top right corner.

    adobe-self-service-sign

    You can control the Portal settings via the Management panel in the upper-right of the window. The settings are applied to all the agreements exposed within the component.

    Note: None of the settings are required, and should only be used when you intend for the setting to be applied globally.

    The management panel has following controls:

    • Agreement Template - What is the template that governs the agreements listed in the portal.
    • Agreement Scope - This setting defines what level of signer engagement is required. It has following two setting options:
      • User - The User setting makes the agreement available to all users within the account, and each is required to sign it.
      • Account - The Account setting makes the agreement available for all users in the account, but requires that only one user sign it. Once signed, the agreement is no longer available to other account users.
    • Signing Deadline - A static date field that limits how long the agreement can be signed. When the deadline passes, the Sign button next to the agreement is removed, preventing users from completing the agreement.
    • Renewal Days - A free-form number value that dictates when the agreement is made available again, after being signed. If you have an agreement that needs to be resigned every 90 days, you can automatically re-publish the agreement 90 days after the previous agreement was signed.
    • Header Title - The top most title in the Self Service component, just to the right of the Adobe Acrobat Sign log in the above image.
    • Hide Header Logo - Hides the Adobe Acrobat Sign logo to the left of the Header Title. Checking the box will hide the logo

    Refer to The Community Users View to see examples of the above settings.

  5. To make the portal updates available, select Publish.

    Every time you change the portal settings or make any update, you must re-publish the portal.

Enable 'Allow Sending As Other Users' setting

You can enable the "Allow Sending on Behalf of Others" setting for the users who don't have Adobe Acrobat Sign licensing. This setting allows a community user to generate an agreement using the licensing of another user.

To do this setup, you must complete the following confiuguraiton steps:

Step 1: Enable the Allow Sending on Behalf of Others feature in the custom settings using the steps below:

  1. Navigate to Setup > Platform Tools > Custom Code > Custom Settings.

  2. In the Custom Settings page that opens, select Adobe Sign Settings.

    custom-settings

  3. Select Manage.

    adobe-sign-settings-manage

  4. Select New (or Edit, if you have configured settings before).

  5. In the Adobe Sign Settings page that opens, select Allow Sending on Behalf of Others chekbox and then select Save.

    adobe-sign-settings-edit

Step 2: Enable Allow Sending on Behalf of for the licensed user as follows:

  1. Navigate to Setup > Platform Tools > Objects and Fields > Object Manager.

  2. Select User.

  3. From the left panel, select User Page Layouts.

  4. With Fields selected, select Allow Sending As Other Users and drag it to the “Additional Information (Header visible on edit only)” section of the layout.

    drag-allow-sending-as-other-users

    dragged-allow-sending-as-other-users

  5. Select Save.

Step 3: Configure Agreement Template with Admin User ID

Each Agreement Template can have one (and only one) User that the agreements are sent on behalf of. The chosen user must be able to send agreements through Adobe Acrobat Sign, but no other restrictions are in place.

You must configure the Agreement Template with the Salesforce ID of a community user with an Adobe Acrobat Sign license. To do so:

  1. Navigate to Setup > Administration > Users > Users.

    setup-users.png

  2. Select the Full Name link of the user.

    It opens the Setup Users page, where the UserID is found in the URL of the page (highlighted in yellow).

    users-user-id-url

    The above URL reads (with the ID in bold): https://adobe-1df-dev-ed.lightning.force.com/lightning/setup/ManageUsers/page?address=%2F0055j000006w2LP%3Fnoredirect%3D1%26isUserEntityOverride%3D1

  3. Copy and save the UserID.

    Make sure that you do not include the %2F.

  4. To apply the UserID to the Template, navigate to App Launcher > Adobe Acrobat Sign > Agreement Templates and select the Agreement Template Name that you want to edit.

    agreement-templates

  5. Select the Recipients tab and then in the Send On Behalf Of field, paste the Salesforce UserID into the field, and select Save.

    recipients-send-on-behalf-of

Step 4: Set Contact's Profile Visibility to Public

You must set the community user's Email setting to make the profile public. To do so:

  1. Open the Contact page for the user that you are using to send on behalf of.

  2. Select Log in to Experience as User.

    Log in to experience as user

  3. On the portal page that opens:

    1. From the top-right corner of the community page, select the user name to open the drop-down menu. 
    2. From the menu, select My Settings.

  4. On the My Settings page, in the Profile Visibility section, set the Email value to Public and select 
    Sav
    e
    .

Use Community Portal for Sending and Signing Agreements

You can use any one of the below two methods to deliver Agreements to Users in the community portal:

  • Direct Send - If you send an agreement to a Salesforce Contact, that user sees the agreements listed in their personal portal view.
  • Account Template - When you need to get signatures from an Account, you can create a template, and then expose that template to the Users. From the user perspective, this looks the same, but this method generates a new agreement only at the time the User clicks the Sign/Approve button. Check out the Agreement Template section for more details.

Prerequisites

  • To send agreements using any of the above two methods, you must:
    • Configure the Portal
      • It must be active
      • It must allow the correct Profile, so the User can access it
      • It must have the Adobe Acrobat Sign component installed
    • Configure the Users for the community
      • Enabled in the community
      • Configured with the correct User License and Profile
  • To send an Agreement directly to a User, the Recipient must be a Contact. If you use an Email value, the agreement does not populate in the portal.

Configured Agreement

An Account level Template must meet the following requirements:

  • Created with an Agreement Template that looks-up to an Agreement Type.
  • Has a Master Object Type set to Contact.
  • Has a File attached.
  • Optionally has Send on Behalf of configured.


The Community Users View

With the Users and Portal correctly configured, Agreements sent to the Contact populate on the Portal for Users to access and sign at their own discretion.

Agreements waiting for the user to sign are listed at the top. The button to the right of the agreement name indicates if a Signature or Approval is required.

Whenever a user successfully signs or approves an agreement, a success message is displayed at the top of the component panel

Agreements previously signed by the user, but waiting on other recipients to complete their actions are listed next.

At the bottom of the component panel are the completed agreements, with the email address of the signer/approver and the execution date listed.

Example portal

Agreement Template

An Agreement Template can be inserted into the community portal through the component management panel for the community.

Management Panel

When added, the template is viewed in the Waiting for You section, and looks just like a directly sent agreement to the user.

The difference is that the Send/Approve button triggers the template to generate a new agreement at the time it is clicked, and then hosts the agreement within the portal.  So the Agreement list isn't populated with these potential agreements until the user initiates the signing process.

Only one template can be used at any given time, and that template is controlled by the other settings on the management panel (described below).

Agreement Scope

The Agreement Scope limits who can trigger the template in terms of volume:

  • When the Agreement Scope is set to User, the template is available for all users with access to the portal. Each user can sign their own copy of the agreement. When User is selected, each signed copy of the template is visible in the portal under the Completed Agreements section.
  • The Account option allows only one user to sign (the first user to click the button and generate the Agreement). After the first signer completes the agreement, the link is removed from the view of all other users.

Signing Deadline

If a Signing Deadline is entered into the component management panel, agreements must be signed by that date. The deadline is clearly indicated under the agreement name.

Deadline defined

Once the defined date has passed, the Sign button is removed, and the deadline text appears in a red font.

inactive-after-deadline


Renewal Days

The Renewal Days value is not explicitly visible from the Customer side, but causes the template link to become available again once the number of days has passed.

For example, if there is a value of 360, the agreement template link will appear again 360 days after the last time the template was signed.

Header Title and Logo

The header title is an open text field that can be changed to any value.

The header logo is an on/off option that either shows the Adobe Acrobat Sign logo or suppresses it.

Logo Adobe

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