Set up signing workflows

Log in as an Account Administrator and navigate to: Account > Workflows 

Click the Create a New Workflow button to open the Workflow Designer. 

The Workflow Designer opens and the Workflow Info panel displays:

In the Workflow Designer banner, the default name of the workflow displays (e.g., New Workflow).

The dot next to the workflow name indicates whether the workflow is draft/inactive (grey dot) or active
(green dot).

The following controls are located to the right:

• Close—Click to close the workflow
• Save—Click to save your changes
• Activate/Deactivate—Click to activate (or deactivate) the workflow for the selected group

In the Workflow Info page, enter the following information:

• Workflow Name—Enter a name for your workflow. This name displays in the Workflow Designer banner, in the Use a Workflow drop-down on the Home page, and at the top of the Send page when the workflow is used to send an agreement. 
• Instructions for the Sender—Enter instructions for using the workflow. These instructions display on the top of the Send page when the workflow is used to send an agreement. 

• Who can use this workflow—Specify who can use the workflow. The options are:
  
  • Selected Group - A dropdown field that displays all groups the creator has access to.
    
    • When only one group is selected, any user that is a member of that group has access to send the agreement.
    • When Users in Multiple Groups is enabled for the account, group-level admins can create workflows for any group they are a member of (not restricted to their primary group).
      
    • Group-level administrators have the authority to edit any workflow shared with a group where they have administrative authority. (Account-level admins also have authority to edit group shared workflow as they have authority over all groups.)
      
  • Any user in my organisation - Any user in the Acrobat Sign account can use the workflow.
    • Account-level administrators can edit any workflow shared at the account level.
      

Below is an example of Workflow Info: 

Click Agreement Info in the left rail

2. In the Agreement Info section, define the agreement information as it should display on the Send page for the sender:

• Agreement Name—Enter the name of the agreement. This name displays on the Send page when the workflow is used to send an agreement and in the “Please sign/Please approve” email heading. This field is required and the label is editable.
• Message—Enter a message for the recipients. This message displays on the Send page when the workflow is used to send an agreement. This field is required and the label is editable.
• Cc—If needed, enter the email addresses for cc'd parties. Email addresses must be separated by either a comma or semicolon
  • Minimum—Specify the minimum number of email addresses that can be included for cc.
  • Maximum— Specify the maximum number of email addresses that can be included for cc.
  • Editable—Enable this option to allow senders to edit the workflow cc addresses on the Send page.
• Recipient’s Language—The Sender can use this to specify the language for the recipient.  This setting defines whether or not the language selector displays on the Send page and if so, what default language should display.
• Send Options
  • Set password to open downloaded PDF—Enable this option to allow the sender to specify a password for a downloaded PDF.
    • Setting this option will also set the Signer Verification to Password, and will use the same password value.
    • Required—Enable this option to always require a password for the downloaded PDF. If this option is set, senders cannot disable it on the Send page and must provide a password.
  • Completion deadline—Enable this option to allow for the specification of a completion deadline on the Send page.
    • days to complete the agreement—Select the default number days the recipient(s) have to complete the signing process. The number of days specified is always editable on the Send page.
  • Allow authoring of documents prior to sending—Enable this option to allow senders to modify document form fields in the authoring environment using the Preview option on the Send page.
    • Enable authoring by default—Enable this option to automatically enable the Preview option on the Send page.

Below is an example of Agreement Info:

Click Recipients in the left rail to access the Recipients Routing section

In the Recipients Routing section, you can specify the recipients and the routing order per your requirements. You can build very complex workflows with serial, parallel, hybrid, or nested hybrid routing.  The following instructions highlight the functionality available for Recipient Routings.

• To add another recipient before or after an existing recipient:
  • Click the add icon
  • Select the role (all roles enabled for the account will be available) you want to insert

• To specify a parallel branch, click the add icon above a recipient and select Parallel Branches. 

• To delete a recipient, cursor over the recipient bubble, and click the delete icon

• To customize a recipient, cursor over the bubble and click the edit icon

When editing a Recipient, you can configure the following:

• Recipient Label— Customize the label for the recipient. For example, change the default Recipient label to Buyer. 
  • The labels for recipients must be unique within a workflow.
• Email—Enter the email address of the recipient.
• This recipient is the sender - When checked, the sender will be inserted as the recipient.
• Mark as recipient group - When checked, a recipient group is added to the workflow instead of a standard recipient email record. The recipient group can be left empty or populated with one or more email addresses from the Email field (comma delimited).
  
• Role—Update the recipient’s role (Signer or Approver).
• Required—Enable this option if a signature from the recipient is required.
• Editable—Enable this option to allow the sender to update the email address for this recipient on the Send page.
• Identity Verification—Select what type of identity verification is required for the signer.
  • None, Acrobat Sign, Phone, KBA, Password, and Web Identity are the possible options.
  • Only the options that have been enabled for the Acrobat Sign account will be visible.

Be sure to click Save to save any recipient configurations made.

Below is an example of Recipients information and a routing where the labels for both signers (Buyer and Sales Director) and for the approver (VP Sales) have been customized. 

Click Emails in the left rail to move to the Emails section

• In the Emails section, you can control which emails are sent during the signature and approval process based on various events. 
• For example, you can specify that notification emails be sent to recipients and CCs when an agreement is cancelled. 

Check the boxes for the events you want to trigger an email notification

Click Documents on the left rail to move to the Documents section

In the Documents section you can configure the following

• Document Title—Enter a title for the document. This title displays in the Documents area of the Send page when you send using the workflow
• Files—Click the Add File icon to attach a document from your Acrobat Sign library. This document is automatically attached when you send using this workflow
  • If no file is selected, the workflow allows the sender to provide a file when sending the agreement
  • If a document is flagged as Required, then it will be attached automatically to the agreement when the workflow is initiated
  • Delete File – If you attach the wrong file, you can click the delete icon (X) next to the file name to remove it
• Document Name—Enter a meaningful name that identifies the document for the sender. The name of the uploaded library document is defaulted but can be overwritten
• Required—Specifies whether the document is required
• Add Document—Click the Add Document button to add rows for additional documents
  •  Document titles must be unique values
• Delete Row—Click the delete row icon (X) to delete the entire row

Below is an example of a configured Documents section:

Click Sender Input Fields on the left rail to access the Sender Input Fields section.

These input fields are mapped to form fields defined in the documents that are attached (either as part of the workflow design, or as a sender uploaded file).

The sender can use these fields to prefill content prior to sending the agreement to the recipient.

In the Sender Input Fields panel, click Add Field

Then for each row added, you can configure the following:

• Field Title—Enter a title for the field. This value will display on the Send page for the sender to reference
• Document Field Name—Enter the field name for a field on the attached library document
  • The field name entered here must match the form field name in the document
• Default Value—Enter a default value, if any.
• Required—Enable this option if a value for this field must be entered before the agreement is sent
• Editable— Enable this option to allow the sender of the agreement to modify default value
• Click the delete row icon (X) to delete the entire row

Below is an example of Sender Input Fields: 

Log in as an Account Administrator and navigate to: Account > Workflows 

In the Workflows list, click to select a workflow

In the context menu, click Open. The Workflow Designer displays

Once the Workflow Designer is open, the workflow is fully editable. All sections can be changed as needed, and no changes will be saved until the Update button is clicked.

In the Workflow Designer, you can make the following changes: