Adobe Self Service Sign is an easy out of the box component to allow community portal users to sign self service agreements. Add this component to any Salesforce Community Cloud portal (customer, partner, employee, etc.), so users can initiate and sign their agreements right in the portal.

Prerequisites

To gain access to the Adobe Sign self service functionality, you must have version 19.0 or later of the Adobe Sign for Salesforce package installed.

New installations should be mindful to Generate Sample Agreement Templates when linking Salesforce to Adobe Sign

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If the templates were not generated during install, or if you have upgraded from a previous version of the package to v19, you can generate the templates on the Adobe Sign Admin tab.

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Verify that:

  • The Agreement Types tab has the NDA type
  • The Agreement Templates tab has the Test Community Agreement template
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Enable Lightning

Lightning must be enabled within your Salesforce organization for the portal to work.

On the off chance that you don't have Lightning enabled:

  • Navigate to: Setup > Lightning Experience
  • Select the Turn It On tab
  • Click the Enable button to show Enabled
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Enable Chatter

Chatter must be enabled in your SFDC organization.

If you do not already have Chatter enabled:

  • Navigate to: Setup > Platform Tools > Feature Settings > Chatter > Chatter Settings
  • Click the Edit button
  • Check the Enable check box
  • Click Save
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Enable Communities

Communities will need to be enabled, if not done so already.

  • Navigate to: Setup >  Platform Tools > Feature Settings > Communities > Communities Settings
  • Check the Enable check box
  • Provide a domain name for your communities
    • If your account already has an established domain, you can use the same value for communities
  • Click Save
    • Click OK when you are warned that your Domain cannot be changed once established
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Configuring the SFDC Community Page


Start a new Community

  • Navigate to: Setup >  Platform Tools > Feature Settings > Communities > Communities Settings
  • Click the New Community button
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  • Select the Customer Service (Napili) experience
    • Napili is required for the Self-Service components
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  • When the Napili launch page loads, click Get Started
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  • Enter a Name for the community
    • Optionally, you can add site-specific name to the URL, which is useful if you have multiple Communities
  • Click Create when the Name is configured
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A delightful graphics show runs while the Community is created. Once done, the Community page is displayed.

►The name of the Community is displayed at the top of the window, highlighted in yellow

►The site-specific string in the URL can be seen in the address bar, highlighted in teal

 

  • Click the Builder option in the My Workspaces section of the page
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  • Click the Components icon in the top-left of the page, scroll to the bottom of the menu, and click-drag the Adobe Self Service Sign option onto the page layout.
    • Drop the component where ever you want the Adobe Sign agreements to be exposed
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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.

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The management panel in the upper-right of the window governs the Portal settings. All agreements exposed within the component have the settings applied.

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

The individual controls are:

► Agreement Template - What is the template that governs the agreements listed in the portal.

► Agreement Scope - This setting dictates what level of signer engagement is required. Two settings are possible:

○ 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 Sign log in the above image.

► Hide Header Logo - Hides the Adobe Sign logo to the left of the Header Title. Checking the box will hide the logo

 

Click the Publish button to make the portal available.

  • Every time you make a change to the portal or any settings, you must re-publish the portal
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Creating the Community Portal User

Clone the Community User Profile

To configure your user profiles to use the Adobe Sign self-service portal, you will need to edit the profile, and that means you need to clone one of the standard profiles.

  • Navigate to: Setup > Administration > Users > Profiles
  • Click the Clone link next to one of the standard Customer Community profiles
    • There are four Customer Community profiles, and any of them can be used
    • Note the User License type of the profile you clone
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The cloned profile page opens automatically

  • Click the Edit button to open the custom profile for editing
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Scroll down to the Custom Object Permissions, and enable all Adobe Sign objects, either by checking the Modify All check box, or selecting a tighter security setting by checking only the permissions you want to set (Read, Create, Edit):

  • Add File Attachments
  • Add Form Field Templates
  • Add Recipients
  • Agreements
  • Agreement Events
  • Agreement Templates
  • Agreement Types
  • Data Mappings
  • Mutexes
  • Field Mappings
  • File Mappings
  • Form Field Child Mappings
  • Form Field Child Mapping Entries

 

Click Save when done

  • Form Field Imports
  • Form Field Mappings
  • Form Field Mapping Entries
  • Group Mappings
  • Library Templates
  • Map Data Into Agreement Fields
  • Merge Mappings
  • Object Mappings
  • Recipients
  • Signed Agreements
  • Triggers
  • User Sync Results

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Create an Account, Contact, and User for the community

An Account, Contact, and User need to be created.

Note:

An account owner must be associated with a Role to enable portal users.  Please make sure that your Salesforce user has a Role associated (any Role works).

Setup > Administration > Users > Users > {click on the Edit link to the left of your Full Name}

To create the Account:

  • Launch the Sales app from the App Launcher
  • Click the downward pointing arrow on the Account tab, and select the + New Account menu option
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When the New Account overlay appears, enter an Account Name value that clearly identifies this account as the Adobe Sign Portal account.

  • This is the only value needed
  • Click Save when done
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Next, a Contact and User need to be created in the Account:

  • Click the Create icon at the top right of the window
  • Select New Contact from the menu
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When the New Contact overlay appears:

  • Enter a meaningful Name value
  • Enter an Email value for the contact. Preferably the email of an admin that manages the community portal content
  • Associate the Contact to the Adobe Sign Community portal account that you created in the previous step
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Open the new Contact page

  • Click the Enable Customer User button (you may need to add this button to your Contact page layout if it's not exposed)
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A New User page opens with the Contact information imported.

Configure the User:

  • Set the User License to match the license of the Profile you cloned earlier
  • Set the Profile to the cloned profile
  • Click Save when done
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Configure the Community workspace to enable Users

  • Navigate to: Setup > Platform Tools > Feature Settings > Communities > All Communities
  • Click the Workspaces link
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The My Workspaces page loads:

  • Click the Administration option
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The Administration page opens for your community.

With Settings selected on the left rail:

  • Click the Activate Community button to the left of the Status indicator
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Select Members from the left rail

  • Select Portal from the Search drop-down
  • Select the custom Profile that you created from the Available Profiles list
  • Click the Add button, moving the profile to the Selected Profiles list
  • Click the Save button
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"Allow Sending on Behalf of Others" to enable users that don't have Adobe Sign licensing

If you have portal users that aren't licensed in Adobe Sign, you will need to circumvent the user licensing by exploiting the "Send on Behalf of" feature built in to the package.  This allows a community user to generate an agreement using the licensing of another user.

This setup requires four configurations:

  • Enable the Allow Sending on Behalf of Others feature in the custom settings
  • Enable Allow Sending on Behalf of for the licensed user
  • Configure the Agreement Template with the Salesforce ID of a community user with an Adobe Sign license
  • Set the Profile Visibility settings for the Email setting of the above community user to Public

 

Part one - enable the setting:

  1. Navigate to Setup > Platform Tools > Custom Code > Custom Settings
    • This loads the Custom Settings page
  2. Click the label Adobe Sign Settings
    • The Adobe Sign Settings page will load
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    3. Click the Manage button

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

  • The Adobe Sign Settings page will load.
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5. Search for Allow Sending on Behalf of Others

  • Enable the setting by checking the check box
  • Click Save
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Enable the User to have agreements sent on their behalf

To enable the User that supports the Send on Behalf of functionality, add the Allow Sending as Other Users field to the User record layout by doing the following:

  • Navigate to Setup > Platform Tools > Objects and Fields > Object Manager
  • Select User from the Object Manager
  • Select User Page Layouts from the left rail of the User object page
  • Click the User Layout link
  • With Fields selectedclick Adobe Sign Allow Sending As Other Users and drag it to the “Additional Information (Header visible on edit only)” section of the layout
  • Click Save
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With the field in place, enable the specific User:

  • Navigate to: Setup > Administration > Users > Users
  • Click the Edit Action for the specific user.
  • In the User Edit page, Additional Information section, enable the Adobe Sign Allow Sending as Other Users option.
  • Click the Save button
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Configure the Agreement Template with the Admin userID

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 Sign, but no other restrictions are in place.

The below example uses the Community User configured previously.

 

First, find and save the userID for the Salesforce User:

  • Navigate to: Setup > Administration > Users > Users
  • Click on the Full Name link for the User
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The Setup Users page opens.

The UserID is found in the URL of the page (highlighted in yellow below):

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The above URL reads (with the ID in bold):

https://adobedocwinter18test-dev-ed.lightning.force.com/one/one.app?source=aloha#/setup/page?nodeId=ManageUsers&address=%2F0051I000000TA5N

Be careful not to include the %2F

  • Copy and save the UserID

 

Next, apply the UserID to the Template:

  • Navigate: App Launcher > Adobe Sign > Agreement Templates
  • Click the Agreement Template Name that you want to edit
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Scroll down to the Agreement Options section, and edit the Send On Behalf Of field

  • Paste the Salesforce UserID into the field (there is a place holder ID that you can delete without worry)
  • Click Save
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Set the Profile Visibility settings for the Email setting of the community user to Public

The Profile value for the email address of the user you will send on behalf of must be set to Public:

  • Open the Contact page for the user you are using to send on behalf of
  • Click the More Options (▼) icon in the top-right of the contact window and select Log in to Community as User
    • This button may need to be added to your Contact page layout if not present
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The portal interface opens:

  • Click the user name at the top-right of the community page window to open the drop-down window
  • Select My Settings
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The My Settings page for the user opens:

  • In the Profile Visibility section, set the Email value to Public
  • Click Save
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Populating the Portal with Agreements

There are 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.

 

Both Methods require that you:

  • Configure the Portal Correctly
    • It must be active
    • It must allow the correct Profile, so the User can access it
    • It must have the Adobe Sign component installed
  • Configure the Users for the community
    • Enabled in the community
    • Configured with the correct User License and Profile
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To send an Agreement directly to a User:

  • The Recipient must be a Contact 
    •  If you use an Email value, the agreement will not populate in the portal
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Creating an Account level Template  

  • Created with an Agreement Template that properly 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
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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.

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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.

expired_agreement


Renewal Days

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

eg: If there is a value of 360, the agreement template link will appear again 360 days after the last time the template was signed.

The header title is an open text field, andcan be changed to any value you like.

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

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