This article contains prerelease information. Release dates, features, and other information are subject to change without notice.
Overview
The Recipient Agreement Access controls allow a sender to flag a recipient to use a single-use participant ID instead of using their Acrobat Sign registered userID to interact with the individual agreement they are configuring.
When a recipient is engaged by Acrobat Sign, the recipient's email is searched for in the Acrobat Sign user database. If found, the agreement is related to the userID associated with the email address. This will populate the agreement on that recipient's Manage page, making it visible to the user and any other users who can view the account through account sharing.
When a recipient's Recipient Agreement Access flag is enabled, a new single-use participant ID is generated for this agreement's specific use. By doing this, the agreement isn't associated with the registered userID and, therefore, cannot be added to the registered userIDs assets, including their Manage page.
Flagging a recipient as a single-use participant does not negatively impact the signature process. The recipient is treated and tracked just like any other user that doesn't have a registered Acrobat Sign userID.
Using a single-use participantID is useful in cases like offer letters or pay adjustments that are confidential but visible if the agreement is in Acrobat Sign and the user's account content is shared.
Availability:
Recipient Agreement Access controls are available for the enterprise license plans only.
Configuration scope:
The feature can be enabled at the account and group levels.
How it's used
When the setting is enabled, the Recipient settings section of the agreement configuration process will include the option to hide the agreement from the recipient's Acrobat Sign account.
The sender must enable this option for each recipient to be treated as a single-use participant, and thereby ensure the agreement isn't populated into the Acrobat Sign Manage page.
When the feature is enabled, senders have the option to flag a recipient as a single-use participant, ensuring their registered Acrobat Sign user is not used, and the agreement is not populated to their Manage page.
When the setting is disabled, senders do not have the option to configure a recipient as a single-use participant, and the agreement will be populated on the recipient's Manage page (if they have an Acrobat Sign user account).
Once logged in, select Manage > Status of the agreement you would like to see > Select the agreement name, then select Download Audit Report on the right pane.
Configuration - Enterprise
The feature can be enabled at both the account and group levels.
To review and edit the feature controls:
- Log in as an administrator
- Navigate to Account Settings > Global Settings > Audit Report
The configurable options are:
Customers can enable the option to allow unauthenticated access to their Audit Reports through the transaction verification page.
TransactionIDs for all agreements sent through the Adobe Acrobat Sign system can be verified by entering the transactionID on the verification page: https://secure.na1.adobesign.com/verify.
To use the verification page, you must have the transactionID, which can be found on the agreement's audit report, obtained through reporting and data exports, or through API action.
Enter the transactionID into the Transaction Number field and select Verify.
If the transaction is valid, a green verification banner is presented with a link to the Audit Report for the agreement:
Invalid transactionIDs return a red banner:
Access to the transaction verification page through signature fields
Recipients who don't have access to the transaction number can access a direct link to the verification page by clicking on the signature/initials fields in their agreement PDF. This action automatically opens a browser tab, delivers the transactionID to Acrobat Sign, and provides the success or failure banner.
- Accounts created after June 15, 2022, do not have linking enabled through signature and initial fields.
- Enterprise accounts created before June 15, 2022, can contact the support team to have signature linking disabled at the account level.
- Once disabled, signature linking can not be reenabled.
- If linking is disabled, the setting takes effect for all new agreements created in the account. Previously created agreements continue to have the signature link enabled.
Customers who would like to affirm that reminders are being delivered can add each reminder as it's triggered.
When enabled, a record of each reminder email sent is logged on the audit report (up to a maximum of 250 reminder events).
Customers that want to track the viewing activity for their agreements can enable this option to list each time a participant of an agreement views the agreement, either from an email link or through the Manage page.
When enabled, views are recorded once per status change of the agreement. Viewing an agreement ten times between status changes will only report the first view event.
Status changes happen when the agreement is modified (eg: moves to a new recipient).
There are two types of "viewed" events:
- Email viewed - Only occurs for accounts that have the email tracking pixel enabled.
- Agreement viewed - When the agreement is opend either by URL (in a participant's email) or through the Manage page.
When enabled, the option to Include document names in audit report for completed agreement provides a list of the document names (both those used to create the agreement and those attached using file attachment fields) along with their relative page counts in the Audit Report header:
When enabled, the option to Include document names within each audit event provides the document names that are interacted with by the participant in each individual event:
When enabled, Mask phone numbers in audit report will hide all but the last four numbers of the phone number. If disabled, the phone numbers are fully exposed:
Other settings to consider
There are many elements of the Acrobat Sign service that will inform how the audit report records events. Recipient Roles, signature solutions, authentication methods, and more will populate additional information automatically.
Aside from the automatic additions, there are several settings that directly involve the Audit Report that are worth mentioning:
- Global Settings > Attach audit report to documents
- Global Settings > Set a default timezone for Audit Reports
- Security Settings > Apply a timestamp to certification seals for agreements containing only e-signatures, and their audit reports
When reminder emails are suppressed, no updates are added to the audit report. This restriction includes reminders that are triggered to produce a webhook event. e.g., When the account settings are configured to add reminders to the audit report, and individual groups have the reminder email suppressed, the specifically configured groups will not include reminder events in their audit reports.