Transfer ownership of library templates and web forms to a new owner

Currently, there is a known issue where administrators can only change the ownership of the Web Forms they own themselves. Web Forms owned by other users are not transferable.

Overview

"Ownership" of an asset, such as a library template or web form, is originally based on the user that creates the asset.

The owner of an asset has the authority to edit the template fields, properties, and distribution scope.

However,  when the owner of an asset changes their role in the company, it may become necessary to change the ownership of an asset so an active user in the Adobe Sign system has full authority to manage and update it.

Changing the owner of an asset can be done by any administrator in the account that has access to it.

The admin can assign the asset ownership to any user under their authority.
  • Account-level admins have access to all shared assets and all users. Therefore, account-level admins can reassign the ownership of any library template or web form to any other user in their account
    • If the asset is configured to only be available to one user, it is not shared and therefore unavailable to reassign to a new owner
  • Group-level admins can only access library templates and web forms within the groups where they have administrator authority
  • Group-level admins can only reassign an asset to a user whose primary group falls under their admin authority
Ownership of an asset can be observed in two places:
  • The Shared Libraries tab of the admin menu will show all of the shared templates that the admin has access to:
Shared Library assets

  • Within the properties of the template the owner is identified in the top-right corner just under the asset name:
Ownership identified on a template

Note:

Only Library Templates and Web Forms are available for ownership transfer.


How to transfer the template or web form to a new owner

  1. Log in to Adobe Sign as an administrator

  2. Navigate to the Manage tab

  3. Single click the library template or web form you want to assign to a new owner

    • The Actions panel opens on the right side of the window
  4. Click the New Owner action

    • You may need to click the See More link to expose all of the available actions
    Navigate to New Owner action

  5. Enter the email address of the user that will be the new owner of the asset

    Ente rthe email of the new owner

  6. Click Save

    • A success message is displayed
    Success message


Updated API endpoints

The endpoints described below are only available in the v6 REST API.

PUT /libraryDocuments/{libraryDocumentId}

Extended to support update of library document owner.

LibraryDocumentInfo:

New Field

Type

Required

Description

Action

ownerId

String

No

Id of the library document owner. Will be ignored in POST requests.

Updates form and origin participation.

 

Additional Error Status Codes:

HTTP Status Code

ErrorCode

Message

400

INVALID_NEW_OWNER

User specified as a new owner is invalid.

403

INVALID_ASSET_OWNERSHIP_CHANGE

Ownership change cannot be made because new owner is not a member of group that asset belongs to.

PUT /widgets/{widgetId}

Extended to support update of widget owner.

WidgetInfo:

New Field

Type

Required

Description

Action

ownerId

String

No

Id of web form owner. Will be ignored in POST requests.

Updates form and origin participation.

 

Additional Error Status Codes:

HTTP Status Code

ErrorCode

Message

400

INVALID_NEW_OWNER

User specified as a new owner is invalid.

403

INVALID_ASSET_OWNERSHIP_CHANGE

Ownership change cannot be made because new owner is not a member of group that asset belongs to.

GET /libraryDocuments

New fields in LibraryDocument object:

Name Type Description Note
ownerEmail String Email address of the library document owner. This field will be populated from Form.user_id.

GET /libraryDocuments/{libraryDocumentId}

New fields in LibraryDocumentInfo object:

Name

Type

Description

Note

ownerId

String

Id of the library document owner. Will be ignored in POST requests.

This field will be populated from Form.user_id.

ownerEmail

String

Email address of the library document owner. Will be ignored in POST requests.

This field will be populated from Form.user_id.

ownerName

String

Name of the library document owner. Will be ignored in POST/PUT requests.

This field will be populated from Form.user_id.

 

Fields with updated behavior:

Name

Type

Description

Current behavior

New behavior

creatorEmail

String

Email address of the library document creator. Will be ignored in POST/PUT requests.

Value from Form.user_id

Value from Participation table.

creatorName

String

Name of the library document creator. Will be ignored in POST/PUT requests.

Value from Form.user_id

Value from Participation table.

GET /widgets/{widgetId}

New fields in WidgetInfo object:

Name

Type

Description

Note

ownerId

String

Id of web form owner. Will be ignored in POST requests.

This field will be populated from Form.user_id.

ownerEmail

String

Email of web form owner. Will be ignored in POST requests.

This field will be populated from Form.user_id.

ownerName

String

Name of web form owner. Will be ignored in POST/PUT requests.

This field will be populated from Form.user_id.

creatorName

String

Name of the web form creator. Will be ignored in POST/PUT requests.

This field will be populated from the Participation table.

 

Fields with updated behavior:

Name

Type

Description

Current behavior

New behavior

creatorEmail

String

Email of the web form creator. Will be ignored in POST/PUT requests.

Value from Form.user_id

This field will be populated from the Participation table.

Adobe logo

Sign in to your account