Manage page layout

Last updated on Apr 4, 2022

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Welcome to Adobe Acrobat Sign for Government

Configure Acrobat Sign

Administrator processes

Admin guide overview
Users
1. Manage users in the Gov CloudCreating users
2. Add users to a group
3. Remove a user from group membership
4. Update users in bulk
5. Users in Multiple Groups (UMG)
  1. Overview
  2. Differences in UMG enabled accounts
Groups
Templates
1. Edit shared templates
2. Transfer template ownership
Custom workflow designer
1. Create a custom workflow
GDPR deletion processes
1. Delete a user
2. Delete agreements

User environment and processes

Support resources
Transaction limits
Page layouts
Configure your profile
Send agreements
Custom workflow designer
Manage agreements
Reporting
1. Create a report with classic reporting
2. Report charts and data exports
  1. Overview
  2. User permissions for report charts and exports
3. Data Exports
4. Report Charts
API
1. API Swagger documentation
2. Webhooks

Welcome to Adobe Acrobat Sign for Government
Configure Acrobat Sign
1. Configuration Overview
2. System requirements
3. Branding
4. User experience within the application
5. Compliance information
  1. GDPR
  2. HIPAA
Administrator processes
1. Admin guide overview
2. Users
  1. Manage users in the Gov CloudCreating users
  2. Add users to a group
  3. Remove a user from group membership
  4. Update users in bulk
  5. Users in Multiple Groups (UMG)
    1. Overview
    2. Differences in UMG enabled accounts
3. Groups
4. Templates
  1. Edit shared templates
  2. Transfer template ownership
5. Custom workflow designer
  1. Create a custom workflow
6. GDPR deletion processes
  1. Delete a user
  2. Delete agreements
User environment and processes
1. Support resources
2. Transaction limits
3. Page layouts
4. Configure your profile
5. Send agreements
6. Custom workflow designer
7. Manage agreements
8. Reporting
  1. Create a report with classic reporting
  2. Report charts and data exports
    1. Overview
    2. User permissions for report charts and exports
  3. Data Exports
  4. Report Charts
9. API
  1. API Swagger documentation
  2. Webhooks

Manage page overview

The Manage page contains the records of the agreements that a user has sent as well as any agreements shared or sent to the user from a trusted source.

In addition to agreements, the user can select to access the library templates, web forms, and bulk emails generated/owned by the user.

Users who have accounts shared with them can change the displayed content from their personal data to a view of the shared account's content (with some limitations regarding the available actions).

Layout and functionality

The central listing of records

The middle section of the Manage page loads a listing of agreements by default.

If agreements are waiting for the user's action, the Waiting for You filter is automatically selected.
If no agreements are waiting for the user, the In Progress filter is automatically selected.

This list is initially sorted by the "Modified" date, with the most recently modified agreement being at the top.

Clicking any column header sorts the list by that value in either descending order. If the header is clicked again, the sort order is reversed.

Quick actions and indicator icons

The records in the central list have one or more "quick action" buttons and up to two indicator icons that are exposed when you mouse over an individual record.

Actions are always hidden until mouse-over.
Indicator icons are hidden unless the feature the icon represents has been configured for the individual record.
- Indicator icons are always visible (in bright blue) when configured for the record.

Actions and icons in the record mouse over

Quick action: Open - The Open button opens the agreement for viewing (same as the Open Agreement action in the right rail).
- Holding down the CMD/CTRL key and left-clicking the Open button opens the agreement in a new tab.
Reminder indicator - When a Reminder is active for the record, the blue icon is evident in the record list.
- Clicking the icon allows a new reminder to be configured.
- If an existing reminder is in place, a reminder summary is presented with a note indicating when the last reminder was sent.
Notes indicator - When a Note has been added to the record by the user, the blue icon is evident in the record list.
- Clicking the Add Notes icon allows the user to add a personal note to the agreement. This note is not visible or searchable by other users in the system.
- Mousing over a configured Notes icon exposes the first several characters of the note in a text bubble over the icon.

Quick action: Open - The Open button opens the agreement for viewing (same as the Open Agreement action in the right rail).
- Holding down the CMD/CTRL key and left-clicking the Open button opens the agreement in a new tab.
Quick action: Sign - The Sign button opens the esign page to accept the user's signature (same as the View & Sign button in the right rail).
Notes indicator - When a Note has been added to the record by the user, the blue icon is evident in the record list.
- Clicking the Add Notes icon allows the user to add a personal note to the agreement. This note is not visible or searchable by other users in the system.
- Mousing over a configured Notes icon exposes the first several characters of the note in a text bubble over the icon.

Quick action: Open - The Open button opens the agreement for viewing (same as the Open Agreement action in the right rail).
- Holding down the CMD/CTRL key and left-clicking the Open button opens the agreement in a new tab.
Quick action: Download PDF - The Download PDF button triggers a download of the agreement PDF (same as the Download PDF action in the right rail).
Notes indicator - When a Note has been added to the record by the user, the blue icon is evident in the record list.
- Clicking the Add Notes icon allows the user to add a personal note to the agreement. This note is not visible or searchable by other users in the system.
- Mousing over a configured Notes icon exposes the first several characters of the note in a text bubble over the icon.

Quick action: Open - The Open button opens the agreement for viewing (same as the Open Agreement action in the right rail).
- Holding down the CMD/CTRL key and left-clicking the Open button opens the agreement in a new tab.
Quick action: Edit - The Edit button opens the Compse (Send) page to allow editing of the agreement (same as the Edit Agreement action in the right rail).
Notes indicator - When a Note has been added to the record by the user, the blue icon is evident in the record list.
- Clicking the Add Notes icon allows the user to add a personal note to the agreement. This note is not visible or searchable by other users in the system.
- Mousing over a configured Notes icon exposes the first several characters of the note in a text bubble over the icon.

Quick action: Open - The Open button opens the agreement for viewing (same as the Open Agreement action in the right rail).
- Holding down the CMD/CTRL key and left-clicking the Open button opens the agreement in a new tab.
Quick action: Edit - The Edit button opens the template in the authoring environment to allow editing of the template fields (same as the Edit Template action in the right rail).
Notes indicator - When a Note has been added to the record by the user, the blue icon is evident in the record list.
- Clicking the Add Notes icon allows the user to add a personal note to the agreement. This note is not visible or searchable by other users in the system.
- Mousing over a configured Notes icon exposes the first several characters of the note in a text bubble over the icon.

Quick action: Open - The Open button opens the agreement for viewing (same as the Open Agreement action in the right rail).
- Holding down the CMD/CTRL key and left-clicking the Open button opens the agreement in a new tab.
Quick action: Edit - The Edit button opens the Create Web Form composing page to allow editing of the web form (same as the Edit Web Form action in the right rail).
Notes indicator - When a Note has been added to the record by the user, the blue icon is evident in the record list.
- Clicking the Add Notes icon allows the user to add a personal note to the agreement. This note is not visible or searchable by other users in the system.
- Mousing over a configured Notes icon exposes the first several characters of the note in a text bubble over the icon.

Quick action: Open - The Open button opens the agreement for viewing (same as the Open Agreement action in the right rail).
- Holding down the CMD/CTRL key and left-clicking the Open button opens the agreement in a new tab.
Quick action: Download Form Data - The Download Form Data button triggers a download of the form field data for the Bulk Send transaction (same as the Download Form Field Data action in the right rail).
Notes indicator - When a Note has been added to the record by the user, the blue icon is evident in the record list.
- Clicking the Add Notes icon allows the user to add a personal note to the agreement. This note is not visible or searchable by other users in the system.
- Mousing over a configured Notes icon exposes the first several characters of the note in a text bubble over the icon.

The left rail filters

The left rail of the window shows a list of filters for agreement statuses (at the top) and a group of template objects (at the bottom).

Selecting any filter populates the central list of agreements/templates accordingly.

There are two "active" statuses. Each indicates the volume of content parenthetically after the status name:

In Progress (N) - Agreements returned in the In Progress status are waiting for participants to complete their actions. Agreements that are waiting for the logged-in user are not returned
Waiting for You (M) - Agreements waiting for the logged-in user are captured in the Waiting for You filter.

There are three "terminal" statuses:

Completed - Agreements that are wholly and successfully resolved
Canceled - Agreements that are abandoned for any reason. This includes:
- Agreements canceled by the sender
- Agreements declined by a participant
- Agreements that are terminated due to repeated failure to authenticate
- Agreements that suffer from a system error that causes the agreement to become unviable
Expired - Agreements that reach an expiration date and are closed automatically

The Draft status contains all of the partially built agreements, typically awaiting field placement.

The template filters contain only the "parent" templates used to generate "child" agreements. The child agreements are captured in the (above) agreement filters.

Parent templates are not agreements themselves but are used to produce high volumes of individual agreements. These parent objects include:

(Library) Templates - All of the document and field templates that are available in your document library.
- >> More details about library templates can be found here
Web Forms - Web forms (previously known as Widgets) are agreement templates that can be delivered as links or embedded into web pages. Web forms are signer initiated, generating a child agreement for every participant that completes the signature process.
- >> More details about web forms can be found here
Bulk sends - Send in Bulk templates (previously known as Mega Sign) accept a list of individual recipients to generate a high volume of discrete agreements using the same form(s). Each agreement is a discrete transaction; the individual recipients are unaware of the others (i.e., Sending an internal expense policy to all employees).
- >> More information about Send in Bulk can be found here

Search functionality

The Search bar and accompanying Filters button allow for precise search criteria to help find agreements in what can quickly become an overwhelming number of transactions.

Learn more about how searching works here >

The right rail context menu

Selecting (single-clicking) any record in the center list triggers the right rail to pop out a context-based menu of actions and metadata relevant to the selected object.

The right rail context menu has different options based on the user's tier of service (individual, enterprise, etc.), the object selected (agreement, web form, etc.), the status of the user (admin, user), and the status of the object (active, in-progress, complete, etc.). If you don't see an option/feature that you expect to be available, check with your administrator to see if you are limited by design (setting configuration, user authority level) or availability (tier of service).

The shared account selector (Optional)

Accounts that have enabled account sharing can click the Your Agreements title to open a list of the accounts currently shared with the user. This list acts as a filter that populates the manage page with the contents from the selected user or group. The option to choose All shared agreements is also available.

Upon selecting an option:

the clickable title changes to the name of the filter
the central list of records is populated with the shared content
two new columns are added to the list of records to indicate the source of the content:
- GROUP - the group that contains the record
- SHARED BY - the name of the user sharing the content

Accounts that have Advanced Account Sharing enabled can switch between the shared user accounts to possibly view, send, and sign agreements on behalf of the user (depending on how sharing is configured):

Mouse over your name in the upper-right corner of the screen
Click Switch Account
Select the user account you want to switch to and click OK

Switching to another user's account allows the logged-in user to send agreements on behalf of the "switched to" account:

"Agreement" specific data and actions

Below is a list of the agreement-specific features and actions that users can employ.

The Name or Title of the agreement is at the top right of the page layout:

The Created date is immediatly under the name of the agreement.

The current agreement Status is displayed under the name of the agreement and the creation date, in the upper-right of the window.

Who the agreement is From is at the top right.

The From field is only viewable when you are not the sender.

The global Message for the agreement is in the upper-right, just under the Sender

The current recipient is identified in the new, expanded participant list that clearly shows all recipients and their status as relatavie to the agreement

A user can sign an agreement from the Manage page by selecting the agreement record and clicking the View & Sign button in the right-rail or the Sign quick action on the record in the central list.

The standard agreement signing interface opens to accept field input and signatures:

The ability to cancel the agreement is found in the right-rail with the actions: Cancel

Full feature details

The ability to set, edit, and delte the expiration date for the agreement is found under the creation date: Expiration Date

Click the pencil icon to open the editing panel.

Full feature details

The Manage page layout exposes the participants of an agreement, providing:

A running status of how many participants have completed their actions (directly under the email of the current participant)
A full list of all participants and their role in relation to the agreement (in the right-rail)

The ability to replace the current participant can be found by mousing over the icon of the current participant, and then clicking the Replace Participant link.

Depending on yiour acocunt settings, two options exist:

Replace recipient - Thios option replaces the current recipient, denying them further access to the agreement
Add Alternate Recipient - Adding an alternate recipient includes the new recipient, leaving the original recipient vin place and capable of completing the agreement

>>Full details for how to replace the current signer can be found here

The sender of an agreement has the authority to change the authentication method for each of the participants, after the agreement is sent.

This is specifically useful if a password was used, but lost/forgotten. The password is simply reset.

The ability to edit recipient authentication can be found by mousing over the icon of the current participant, and then clicking the Edit link next to the Authentication method.

Note:

This setting only pertains to passwords used in recipient authentication.

Passwords used to protect a signed PDF are not impacted

The ability to replace the files on a sent agreement can be found in the right-rail actions: Modify Agreement

Full feature details

If an agreement is signed outside of the Acrobat Sign signature process (eg: a recipient prints the document and physically signs it), the originator of the agreement can digitize and upload the agreement back into Acrobat Sign.

If your account uses Government ID for recipient validation, and your have elected to store the authentication information, you will have the ability to download the Signer Identity Report.

The history of events for the agreement is found in the right-rail at the bottom of the actions: Activity

Clicking the Activity option replaces the right-rail controls with the full event history of the agreement, listed in chronological order, with the most recent events at the top.

Full feature details

Other common actions across objects

To view the content (files) of an agreement:

Single click the agreement to select it and open the right-rail
Click the Open Agreement action

The agreement opens for review; the right-rail controls remain in place.

The ability to create or delete reminders can be found on the right-rail with the actions: Reminder

Full feature details

Library templates and web forms have the option for admins to change the owner of the template. The template must be under the authority of the admin to expose the action.

Selecting the New Owner option triggers an input box to provide the email of the new owner.

More information about object transfers can be found here >>

The ability to share the agreement is found in the right-rail with the actions: Share

Once an agreement is shared:

An email is sent to the user (email) you share the agreement to
- The email contains a PDF attachment of the agreement in its current state
The agreement record becomes available on the manage page of the user (email address) you shared it to
- That user can review the agreement as if they were CC'd to the agreement

Full feature details

The ability to download the agreement and/or the agreement audit report can be found in the right-rail with the actions: Download PDF and Download Audit Report respectively

If multiple files are used to create the agreement, and the user does not want to download the entire PDF in one concatenated file, this option allows for the downloading of the individual files (as originally uploaded).

Selecting this option opens an interface allowing each file to be clicked in turn to download a PDF version of that file.

The "parent" template objects have the option to download the form field data of all agreements that have been spawned from the template.

Selecting this option triggers a download of a CSV format file to your local system with all field content for all child agreements generated from the parent template.

Content can be hidden on the manage page. This content is not deleted, the status is not changed, and the agreement can progress normally through the signature cycle. The agreement simply is not visible in the user's view of the Manage page.

Note:

To unhide the content, you must first search using the Show only hidden agreements filter

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Manage page layout

Manage page overview