Supported browsers

Adobe Sign for Dropbox is a web based integration that has been certified on the following browsers/versions:

  • IE 11 - 11.0.9600.19180 update Version:11.0.95
  • Edge - 42.17134.1.0
  • Firefox - 63.0.3
  • Safari - 12.0.2
  • Chrome - 69
     

Connecting Dropbox to Adobe Sign

Connecting your Dropbox account to Adobe Sign is a quick, "one-time" authentication process that establishes a relationship between the two services.

Once the relationship is established, you can send your documents for signature using the Adobe Sign service, without having to authenticate each time.

If you don't have account with Adobe, then you can create one absolutely free, and if you do, you can use your existing Adobe ID.

New users to the Adobe Sign service will have a free account created, and existing users will be connected to their existing account.

 

Establishing the relationship is only done the first time you use the integration:

 

  • Log in to Dropbox
  • Mouse over any document and click the Open With menu
  • Select Adobe Sign in the SEND FOR SIGNATURE section of the menu
open_with_menu

The "getting started" page loads and offers you four options to authenticate:

Sign up for free - This option will create a free Adobe ID for you

Once you click the Sign up for free button, the page refreshes to the Adobe ID Sign up form. 

Your Dropbox profile information will be inserted automatically.

Verify /edit the required information:

  • First and last name
  • Email address
  • Password
  • Date of birth

Then click Sign up

new_user_-_sign_up

The page refreshes again to show a Verify your Email dialogue.

Open your email, find the recently delivered email from Adobe, and click the link to verify your email ownership.

new_user_-_verifyyouremail

 

Verifying your email ownership opens a new tab with a confirmation that the email has been verified:

new_user_-_emailverified

 

Return to the Verify your Email page, and click the Check again and continue button:

new_user_-_checkagain

 

Success!

The Send page should load with your document attached in the Files section.

If you are only establishing the connection, and not looking to actually send an agreement at this time, you can close the tab, and return to Dropbox.

send_page_with_transactioncounter-free

Note:

Free users will see a blue banner in the upper right corner of the window that tracks the number of transactions their account has available.

Transactions are counted once the Send button is pushed, committing the transaction. Aborting the process on the Send page does not consume a transaction.

Already have an Adobe ID? Log in - If you already have an Adobe ID (free or otherwise)

Once you click the Log in link, the page refreshes to the Adobe ID Sign in page.

  • Enter your Adobe ID user name and password 
  • Click Sign In
adobe_id_sign_in

 

Success!

The Send page should load with your document attached in the Files section.

If you are only establishing the connection, and not looking to actually send an agreement at this time, you can close the tab, and return to Dropbox.

send_page_with_transactioncounter-adobe

Note:

Free users will see a blue banner in the upper right corner of the window that tracks the number of transactions their account has available.

Transactions are counted once the Send button is pushed, committing the transaction. Aborting the process on the Send page does not consume a transaction.

Or continue with:

Facebook authentication - Authenticate using your Facebook credentials

Once you click the Facebook button, the page refreshes to a Facebook authentication page.

  • Enter your Facebook email and password
  • Click Log in
facebook_authentication

 

Facebook then presents a challenge.

This is to inform you that your public profile and email will be delivered to Adobe for the purpose of creating your Adobe ID

  • Click Continue as...
facebook_verification

 

The Welcome to Adobe sign up page appears for the Adobe ID.

  • Your email address is imported from your Facebook profile
  • Enter your date of birth
  • Click Done
welcome_to_adobe

 

Success!

The Send page should load with your document attached in the Files section.

If you are only establishing the connection, and not looking to actually send an agreement at this time, you can close the tab, and return to Dropbox.

send_page_with_transactioncounter-facebook

Note:

Free users will see a blue banner in the upper right corner of the window that tracks the number of transactions their account has available.

Transactions are counted once the Send button is pushed, committing the transaction. Aborting the process on the Send page does not consume a transaction.

Google authentication - Authenticate using your Google (gmail) ID

Once you click the Google button, the page refreshes to a Google authentication page.

  • Enter your Google email and password
  • Click Next
sign_in_with_google

 

The Welcome to Adobe sign up page appears for the Adobe ID.

  • Your email address is imported from your Google profile
  • Enter your date of birth
  • Click Done
welcome_to_adobe-gmail

 

Success!

The Send page should load with your document attached in the Files section.

If you are only establishing the connection, and not looking to actually send an agreement at this time, you can close the tab, and return to Dropbox.

send_page_with_transactioncounter-google

Note:

Free users will see a blue banner in the upper right corner of the window that tracks the number of transactions their account has available.

Transactions are counted once the Send button is pushed, committing the transaction. Aborting the process on the Send page does not consume a transaction.

create_an_accountorlogin


Disconnecting your Dropbox and Adobe Sign account

At any time you can disconnect the relationship between Dropbox and Adobe by signing out of the application on the Adobe Sign screen.

Disconnecting the relationship between services

To disconnect the services:

  • Mouse over the leftmost icon in the top right corner
  • Click the Sign Out option
sign_out

Signing out only deletes the relationship between the two services. This means:

  • You would have to authenticate the relationship again the next time you want to use Adobe Sign
  • Because the relationship is forgotten, any signed document completed after the relationship is deleted will not automatically push back to Dropbox

It does not mean:

  • Your existing transactions are lost or deleted. All transactions that have been sent through Adobe Sign will still be available to the account
    • Transactions that are still "in-flight" will continue to process normally in the Adobe Sign system. Nothing is automatically canceled
    • Email will continue normally as these are sent from the Adobe Sign service, and not reliant on the established connection to Dropbox


Account authentication goes "inactive" after 30 days without use

The relationship between Dropbox and Adobe refreshes as long as you continue to use the integration.

30 days of inactivity will cause the relationship to be deemed inactive, and "forgotten". 

Inactive relationships

This means:

  • You would have to authenticate the relationship again the next time you use it
  • Because the relationship is forgotten, any document completed after 30 days of inactivity will not automatically push back to Dropbox

It does not mean that your existing transactions are lost or deleted. All transactions that have been sent through Adobe Sign will still be available to the account

  • Transactions that are still "in-flight" will continue to process normally in the Adobe Sign system. Nothing is automatically canceled
  • Email will continue normally as these are sent from the Adobe Sign service, and not reliant on the established connection to Dropbox

Once the relationship is inactivated and forgotten, the next time you want to use Adobe Sign, the relationship has to be reauthenticated using the same process described above.


Sending documents for signature

The Dropbox integration with Adobe Sign streamlines the process of getting one or more signatures on your documents with a minimum steps.

The sender only needs to supply the email address of each signer in the order that they are expected to sign the document. Signatures are obtained in a sequential process when multiple signers are involved.

  • If there are multiple signers that are signing from the same email address, you can add the email address multiple times (once for each signer).

Optional features exist for second-factor user authentication, signed document security, and reminders for transactions that are pending.

Once the document is fully signed, a copy of the signed PDF is automatically pushed back to your Dropbox account.

Sending a document

The basic steps to send a document are:

  1. Mouse over a document in Dropbox
  2. Click the Open with button
  3. Select Adobe Sign
select_adobe_signsignatureoption

The Adobe Sign Send page opens

  • The document is automatically added
  • The name of the agreement adopts the name of the file. Edit this as necessary
  • The agreement message inserts the name of the attached document. This is also editable

4. Enter the email addresses of the signers

  • If there are multiple signers for the agreement, enter them in the order they should sign
    • All signers will be signing the same document 
  • Click the Add Me link (above the recipient list) if you need to add yourself to the signature process
  • Click and drag the recipients to change the order of the recipient list
dropbox_send_page

5. Edit the Message as needed

  • The agreement Name is the top field, and is displayed in the subject line of the emails (highlighted in yellow below)   
  • The agreement Message is the multi-line text box, and is displayed in the email body (highlighted in green below)
name_and_messagefields

6. Add any additional document files as needed

add_files

 

7. Click Send

 

The document is sent to the first recipient for signature, and the post-send page displays. There are three options available:

  • Go to Dropbox - Returns you to your Dropbox page
  • Track Agreement - Opens the Manage tab of Adobe Sign
  • Change Destination Folder - Allows you to route the return path for the signed document of this transaction

 

post_send_page

Second-factor authentication for signers

The dropbox integration supports a password as a second-factor authentication method for signers.

Set the password option by clicking the Email icon to the right of the recipient email address, and select Password from the drop-down menu.

You will be prompted to enter an alphanumeric value between 3 and 32 characters.

Note:

Signers will not be able to view the document until the password is properly entered

authentication_method

There are a few things to keep in mind when using password authentication:

  • Passwords are not communicated to the recipient through Adobe Sign. You must deliver the password out-of-band to ensure security
  • When creating a password, use a scheme that you can re-create in the future  (in case the signer forgets it)
  • Passwords are not stored in the Adobe Sign agreement record. If the password is forgotten, it cannot be recovered
  • If a password authentication is failed five times, the agreement will be automatically canceled and the sender will be notified

Password protection for signed PDFs

Signed PDFs are sealed by default to prevent tampering with the PDF content.

Additionally, a sender can apply a password that will prevent the PDF from being viewed when opened.

This password is a 3 to 32 character alphanumeric value set when the agreement is created:

set_pdf_password

Similar to authentication passwords, the password is not stored in the agreement records, and cannot be recovered if it is lost.

The password forces an authentication when the PDF is opened. The PDF content cannot be viewed until the password is successfully entered.

pdf_secured

After the password is successfully applied, the PDF content can be read.

The basic PDF tamper proofing security is still in place and will prevent the content from being altered.

Reminders

When sending an agreement, a reminder can be established for the whole agreement. 

This means each recipients will have a reminder assigned to them when it is their turn to sign the document. Only the current recipient is ever notified with an agreement reminder.

When an agreement with a reminder is initially sent, a Please Sign email is delivered to the first recipient. This event starts the timer for the first reminder.

If the reminder is configured to send every third day (for example), the first reminder will trigger exactly 72 hours after the Please Sign email was delivered.

When the recipient completes their action with the agreement, the reminder clock for that recipient is terminated.

In the case where there are multiple recipients, the next recipient in the flow receives a Please Sign email immediately after the preceding recipient has completed their action. The reminder clock starts for the new recipient based on the delivery time of their Please Sign email (not the initial time stamp).

This process cycles through all the recipients of the agreement until the agreement is fully executed.

set_reminder

Setting a reminder from the Manage page

Reminders created after the send process are configured on the Manage page.

The Manage page interface has a few more options that the Send page does not:

  • You can select which recipients you want to include in the reminder. Design the reminder for one, some or all of your recipients.
  • You can select a cyclic reminder process like on the Send page
    • If a recipient is added to a cyclic reminder after they have completed their action on the agreement, they will not receive reminders
  • You can create a one-time (ad hoc) reminder that will send either "Right Now" or on a "Specific Date"
    • Ad hoc reminders can be configured for participants that have completed their action for the agreement
    • Ad hoc reminders can be configured after the agreement is closed-signed, or archived
  • You must include a message. This is a required field when building a reminder on the Manage page
send_reminder_frommanage

For deeper information on Reminders, refer to this article.

Signed document routing on the post-send page

By default, the signed PDF will be pushed back to the original folder where the original document launched the process.

When sending the agreement, the sender has the option to change this default routing to any other folder in Dropbox.

Note: Re-routing a document only applies to the one agreement. This is not a change in the established behavior for future or previous documents.

To re-route the signed PDF:

  • Click the Change Destination Folder button on the post-send page
post_send_page_-redirect

 

  • Select the new folder in Dropbox where you want the signed document to be placed
select_signed_documentfolder

 

The post-send page will update to reflect the new path.

You can change the path again if needed.

selected_new_destinationfolder

Note:

Once you close out the post-send page, you cannot further edit the return path for the signed PDF.


Authoring documents

"Authoring" refers to the process of placing fields onto the uploaded documents.

Most commonly, this is used to place signature fields.

  • Explicitly placing signature fields is not required, but can improve the overall look of the final document
  • If signature fields are not explicitly placed on the document, they will automatically be placed at the bottom of the document content
    • Signature fields occupy a specific "footprint" of space.  If Adobe Sign determines there isn't enough space to fit the signature at the bottom of the last page, an additional page is added to the document to allow for the signature placement.

Additional field types are available for basic form creation, when you need to allow for the signers to input information.

Authoring

Note:

Customers that want to create reusable forms should investigate the Text Tag guide, which provides instructions on how to place text based field indicators into the document, which convert to fields after uploading to Adobe Sign.

Four signer Authoring example - multiple signer fields

In the below example we are sending an agreement to four signers.

On the Send page we describe the four recipients in the order we want them to sign:

  • Io and Calliope, the two customers, sign first and second
  • Casey and Jeanie, the two internal counter-signers, signer third and fourth

Once the agreement is configured, check the Preview & Add Signature Fields check box.

  • The button text will change from Send to Next when the box is checked
  • Click Next
send_to_authoring

The document processes for a short time, and then renders the page in the authoring environment.

Across the top you can find the standard field alignment tools.

On the right side is the list of recipients and the field sections (containing individual field types that you can drag onto the document).

Check here for a detailed description of the field types.

authoring_overview

In this example we will focus on just the signature fields.

At the bottom of the example form are described sections to capture the signature information.

The key element to placing fields is to ensure you are assigning the fields to the correct recipient. To do this, click on the recipients drop down.

All of the recipients are listed (in their signature order). Select the first recipient.

  • Notice that each recipient has a uniquely colored square next to it. This color is present in the fields assigned this recipient, helping readily identify how fields are assigned
  • Selecting a recipient from the list marks them as the designated target for any fields you subsequently place
  • Once a recipient is selected, the list collapses back to the right rail
  • The "active" recipient is shown in the recipient section
first_recipient

 

Click on the Signature Fields section to expose the individual field types.

Click on the signature type you want to use, and drag it onto the document where it should be placed.

Grab the bottom right corner to adjust the field width and height

drag_the_feild_intoplace

 

According to the document template, we should also gather the (printed) Name, Title, and signature Date. These are all fields found in the Signer Info Fields section.

Click the Signer Info Fields section to expose the individual fields.

Drag the appropriate fields to their proper lines, and size them to fit nicely.

place_the_other_fields

 

With all of the fields placed for the first recipient, click the recipient list and select the second one.

Notice when the field collapses back that the second recipient is clearly identified as active in the recipient section

recipeint_2

 

With recipient 2 active, place all of the fields that are required just like we did before.

There are two things to notice about the fields:

  • The color block next to the recipient is reflected in the upper right corner of all of the fields
  • The fields themselves are a bright yellow vs. the fields assigned to the previous recipient which are a muted gray
    • The fields assigned to the active recipient are always highlighted this way. All other fields are muted
          
recipient_2_fields

 

Repeat this process for the other two recipients, and the final document should show all fields properly placed

authoring_four_signatures

 

If you need to manually change the field assignment of one field:

  • Double-click the field to open the field properties
  • Change the value in the Assigned To field to the correct recipient
  • Click OK
manually_change_fieldassignment

 

Once all of the fields are properly in place, click the Send button in the bottom-right corner, and the agreement will be delivered to the first recipient.


Manage Agreements

The Manage page is the hub for all agreements uploaded to Adobe Sign.

The main body of the page contains the lists of agreements, sorted by their current status, ordered within each status to have the most recently modified agreements at the top.

Filters are supplied across the top to help find individual agreements.

The right side panel supplies tools and data views pertaining to any agreement selected in the main list.

manage_page_overview

Main body list of agreements

The main body of the of the Manage page displays the agreement content in four columns, divided by several sections or "folders".

The columns represent content agreement details. Each column can be clicked to sort the content of the sections alphabetically (or chronologically in the case of Date).  The columns are:

  • Name - This column displays the name or email address of the current signer for agreements that are "in-flight", or the name / email address of the first recipient for agreements that are completed/canceled
    • A name value is displayed if there is a name value attached to the email address. This happens if the recipient has signed the agreement, or if they have an account with Adobe Sign (which saves their name independently of any one agreement). 
      • When a Name value is not yet known, the email address is displayed   
  • Company - Displays the "Company" value associated to the named recipient
    • This value is automatically populated when a user has a profile in Adobe Sign with a company value filled in.
    • Adding a "Company" field to your agreement will capture this value
    • If the Company value is unknown, the field is left empty
  • Document Title - The name of the agreement as defined by the sender when the agreement was created
  • Date - This value represents the last modified date for the agreement

 

The sections represent the current status of the agreement:

  • Waiting for me to sign - Agreements that are waiting for the user's signature
  • Draft - Agreements that have been configured up to the authoring stage, but have been left unsent
    • Click the edit link to open the agreement again and resume editing and/or send the agreement
  • Out for signature - Agreements that are waiting for some recipient (not the user) to complete their action
  • Signed - Legally signed and completed documents
  • Canceled/Declined - Agreements that were either canceled by the sender or declined by the recipient
  • Archived - Documents that have been uploaded to Adobe Sign outside of the agreement process

 

manage_-_main_body

Archive section / Upload agreements

The Archive section of the Manage page is for uploading documents external to the Adobe Sign system.

Any document format normally allowed in Adobe Sign can be uploaded, and will be converted to a PDF.

The user can then download the PDF version at any time later.

Only a document name is required to upload a document, and additional fields are available to improve discoverability using the wildcard search filter.

manage_-_archiveinterface

Note:

The Archive section is not a location to move agreements to for document storage. 

Agreements cannot be manually moved between status folders.

Filters

Across the top of the main body agreement list are three filters, useful for reducing the displayed agreements in the main body list.

The filters can be used in combination to optimize the reduction of the data set.

manage_-_filters

The leftmost is the Name/Company filter, that is auto-populated with every Name and Company value related to all of the agreements in your list.

Name values are alphabetically listed in the top half of the list, and Company values are alphabetically listed in the bottom half.

manage_-_filter_-name-company

The second filter filters by agreement Status:

manage_-_filter_-status

 

The third filter is a text box that allows you to enter a string of characters.

This string can represent any part of the document name, the signer name, the signer email, or the company.

Only agreements that match the string to some portion of the searchable criteria will be returned.

manage_-_filter_-stem

Meta data panel

The meta data panel contains tools to view and control the document above a list of the meta data of the agreement.

The tools in the top rail are:

  • Print - Opens the document in a PDF viewer, and launches the print driver of that viewer
  • Enlarge - Opens the PDF in a windowed frame
  • PDF- Opens the PDF in a PDF viewer
  • Cancel/Delete - Cancels or deletes the agreement (depending on the current state of the agreement)
    • Active agreements must be canceled before they can be deleted
          
    • And agreement in a terminal state (canceled, signed, expired) can be deleted
    • Deleted agreements are deleted from your view, not deleted from the system

The meta data included in the panel shows:

  • The agreement name
  • The sender of the agreement
  • The recipient(s) of the agreement
  • The "last modified" date the agreement
  • The current status of the agreement
  • The original message included with the agreement
manage_-_meta_data

View tab

The view tab exposes a thumbnail of the agreement.

Click the magnifying glass icon in the upper-left corner of the panel to open the document in full view mode.

manage_-_view_tab

Share tab

The Share tab is only available when the agreement is completed.

Sharing an agreement provides the document to the target email in two ways:

  • An email is sent with an attached PDF of the document
  • The agreement is exposed in the Adobe Sign account associated with the email address
manage_share_tab

Protect tab

The Protect tab displays the security attached to the selected agreement.

This includes the the recipient authentication methods for agreements in flight, as well as the security of the PDF after it's a signed document.

When the agreement is in the signature process, you can click the edit link to change the authentication methods for the recipients that haven't signed yet:

manage_-_protect-in-flightediting

 

Once the agreement is completed, if no PDF security password is applied, the content indicates that the reader security seal is in place.

manage_-_protectnosecurity

 

Agreements that use PDF password security clearly indicate that the password is needed to view the document.

manage_-_protect-passwordsecurity

Remind tab

Reminders on the Manage page are available to establish reminders if they were not defined during the Send process, ro to send one-off, targeted reminders.

Click the Create link to open the new reminder interface.

  • All existing reminders are listed to review.

Reminders can be canceled by clicking the delete icon (garbage can).

 

Learn more about Reminders here.

manage_-_remindertab

History tab

The History panel is an “at a glance” summary of where the transaction is in the end-to-end process, viewed within the Adobe Sign application.

It contains a minimal amount of information, only exposing the event, the user/recipient (identified by email address) that registered the event, and the time/date stamp of the event (adjusted to the viewers time zone based on local system settings)

The Audit Report is linked at the top-right of the History tab, and opens the official PDF report of the agreement events which can be downloaded and printed.

Additional information on the History panel and Audit Report can be found here

manage_-_historytab

Notes tab

The Notes tab allows the sender to enter any notes they want associated with the agreement.

Notes are only viewable from the Manage page, and are never viewable by recipients.

manage_-_notes_tab


Replace Signer

The Replace Signer feature is designed to help senders redirect an agreement when the current recipient either is unavailable, or when the wrong email value was used.

Once the current recipient is replaced, they will no longer be allowed to apply their signature.

Links to replace the current signer can be found:

  • In the meta data panel just under the status of the agreement
  • On the History tab, in line with the current recipient
replace_signer_links


Upload a signed copy

Adobe Sign delivers agreements to be signed electronically.

However, the occasional recipient will print the document, physically sign it, and then deliver that signed document to you.

In this case, Adobe Sign allows you to upload that document in place of the electronic signature, completing the signature for that recipient.

Links to upload the document can be found:

  • In the meta data panel just under the status of the agreement
  • On the History tab, in line with the current recipient
upload_document_links


Signing the document

Signing the document is quick process for the recipient.

They do not need an account, they don't need to sign up for anything. 

The request to sign an agreement is delivered to their email box with a link to the document.

The signature process is simply:

  • Click the link in the email
  • Click the signature field
  • Type in your name
  • Click Apply 
  • Click the Click to Sign button

Here's a quick video on the signature process

apply_signature


Transaction limits / Upgrading

The Adobe Sign for Dropbox integration is open to all levels of Adobe Sign service.

If you are connecting with an established user in a paid account, then your transaction limits will be the same as if you logged directly into the website.

New users that are establishing a free account should refer to the "Free" row of the transaction limits table.

Free users are also subject to a "hard cap" on the number of transactions they can send. This is currently limited to five transactions in a 30 day window.

As time passes, agreements will fall outside the 30 day window, allowing you to send additional agreements.

  • A blue banner in the top right of the Send page indicates how many transactions you have available. 

Transactions are consumed when you Send an agreement.

  • Draft agreements are not yet sent, so they do not count
  • Canceled agreements were sent, so they do count
  • All transactions sent count, wether the agreement was sent through DropBox or the Adobe web site
transaction_counter

 

When you get to your last transaction, the banner will include an Upgrade Account link, which guides you through the process of purchasing a paid account.

When you are out of transactions, you can either upgrade to a paid level of service, or wait until some of your existing transactions age beyond 30 days.

last_transaction

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