The Adobe Sign for SharePoint Online installation package is available to any enterprise level account that is interested in installing the Adobe Sign solution. Prior to installation, contact your Success Manager to ensure the account is established in the correct channel to enable the required API functionality.
The Adobe Sign integration for Microsoft SharePoint provides an integrated solution for creating, sending, tracking and managing electronic signatures.
This documentation, and the installation package it refers to, are developed for Microsoft SharePoint Online multi-tenant (generally referred to as “SharePoint” throughout this guide).
The solution is developed as an add-in application for SharePoint and provides:
To configure the solution, you MUST be both a SharePoint site admin and an Adobe Sign account admin. If you are not Adobe Sign account admin, please work with him or her to configure the integration.
The Adobe Sign solution can only be installed and configured by a Microsoft SharePoint site administrator. Please consult SharePoint documentation and your organization’s SharePoint site, or tenant administrator, for additional systems permissions that may be required to install SharePoint site solutions.
In the Microsoft Office 365 tenant, the first name, last name and work email address must be set for all SharePoint users who want to access the Adobe Sign add-in on their SharePoint sites.
All users of the Adobe Sign solution need to be present the SharePoint site's default site members or default site owners group. All Adobe Sign users need to have at least Edit permissions on the site.
The current version of Edge, Chrome, Firefox, and Safari browsers are all supported.
Private/Incognito browser sessions are not supported.
In order for SharePoint add-ins to work with Edge browsers, some configuration of Trusted Sites is required. Internet Explorer and legacy versions of Edge are not supported.
Additionally, Edge users need to explicitly edit their Trusted Sites settings to include the following URLs:
To edit your Trusted Sites:
1. Open Edge
► Press Windows + S
2. Type Internet Options into the search field
3. The Internet Options menu opens. Select the Security tab
4. Click on the Trusted Sites icon
5. Click the Sites button
6. Enter one of the URLs above, and click Add
7. Repeat for each URL above
8. Close the Internet Options menu when done.
Adobe Sign for SharePoint v2.0 requires additional permissions to be approved via OAuth (webhooks and web form permissions).
Customers that are upgrading from v1.x must update their OAuth credentials to gain access to these new permissions:
1. Update the Adobe Sign add-in to the 2.x package
2. Update the connection to Adobe Sign:
The person who is both the Office Tenant Administrator and an Adobe Sign Account administrator must bring up the settings page for the sharepoint sign integration tenant.
All sites in the tenant which use the tenant connection should now be able to use web form features
It’s important to close or refresh the settings tab even if you want to immediately start setting up web form mappings after re-authentication with Adobe Sign.
Failure to refresh the settings window produces errors on the web forms tab until you do.
If the SharePoint Administrator and the Adobe Sign Account Administrator are different people, both need to collaborate to configure the solution.
For every site that uses the integration, the person who is both the SharePoint Administrator and an Adobe Sign administrator for that particular site must update the site connection for that site:
Once done, users of that particular site should be able to use web form features
It’s important to close or refresh the settings tab even if you want to immediately start setting up web form mappings after re-authentication with Adobe Sign.
Failure to refresh the settings window produces errors on the web forms tab until you do.
If the SharePoint Administrator and the Adobe Sign Account Administrator are different people, both need to collaborate to configure the solution.
It is not recommended to batch install the Adobe Sign for SharePoint Online add-in on multiple sites via tenant scoped deployment because of the following limitations.
To install the online edition of the Adobe Sign for SharePoint package:
1. Authenticate to the site
2. Navigate to: Site Contents > New > App
3. Click SharePoint Store
4. Search for Adobe Sign in the Find an app search box (top right of the page)
5. Single click the Adobe Sign icon to select it from the search results.
6. Click the ADD IT button to start the automatic installation
The App installation takes few minutes.
Once the package is installed, you can navigate to the Adobe Sign Settings page and access links for both this admin/configuration guide, as well as the User guide, and other Adobe Sign resources.
Once the application is installed, there are only two steps required to start sending agreements:
Adobe Sign establishes an OAuth connection with your SharePoint environment to facilitate the seamless usage of the application for all users.
To establish the relationship, you must use an account-level admin in the Adobe Sign application as well as on SharePoint.
It is recommended that a functional email address be used (e.g.: AdobeSignAdmin@MyDomain.com) if possible to reduce the risk of the admin account being inactivated for any reason.
To establish the OAuth connection:
1. Navigate to the Adobe Sign Settings page
2. Click the Connect Adobe Sign tab
3. Select the scope that you want to install Adobe Sign:
► Establish SharePoint site connection (Site level - for the SharePoint site administrator)
• This functionality connects the add-in to an Adobe Sign account at the current SharePoint site level
1. Authenticate to Adobe Sign using your admin user credentials
2. Click Allow Access to approve the trusted relationship between Adobe Sign and SharePoint
○ A success message will briefly display once the connection is established
When you are successfully authenticated at the Site level, you see the email and name of the user that has authenticated to Adobe Sign above the two links.
►Connect your SharePoint tenant to an Adobe Sign account (Tenant scope - for the O365 tenant admin only)
• No repetitive OAuth login is required at Adobe Sign for add-in instances connected in tenant scope
• Adobe Sign OAuth performed on any single add-in instance in the global scope sets the Sign linkage to all other installed instances linked in the tenant scope
○ OAuth must be performed on at least one tenant scoped add-in
• Any newly installed add-in instance is automatically connected to the Adobe Sign account available at the tenant scope
A confirmation box pops up indicating that you are about to link your tenant to your Adobe Sign account. This requires Microsoft Office 365 administrator login.
1. Authenticate to SharePoint using your admin user credentials
2. Click Accept to approve access to the SharePoint resources
3. Authenticate to Adobe Sign using your admin user credentials
4. Click Allow Access to approve the trusted relationship between Adobe Sign and SharePoint
○ A success message will briefly display once the connection is established
When you are successfully authenticated at the Tenant level, you see the email and name of the user that has authenticated to Adobe Sign above the two links, along with an assertion that the account is "configured for your SharePoint tenant by your Office 365 tenant administrator."
If your SharePoint deployment has multiple sites, it is possible that one or more sites can be authenticated at the site level, but a tenant level authentication can exist as well.
If both types of authentication exist, and the Site you are configuring is authenticated at the Site level, a link is exposed that can promote the authentication to the Tenant level.
There are two mechanisims to grant SharePoint users access to the Adobe Sign integration:
Seamless on-boarding is the simplest configuration for adding users.
Any user assigned the default Edit permission level for your SharePoint site automatically has permission to access and use the Adobe Sign integration.
With the Users with Edit permission option enabled, any user that opens the Adobe Sign add-in (or uses any of its features), triggers a check of the user's permissions for the SharePoint site. If the user has a set of permissions recognized as typical of Editors, access is granted to the add-in.
The table below shows the list of all SharePoint permissions, the default permissions assigned to each permission level, and the required set of permissions to be recognized as a User (User Mask) or Admin (Admin Mask):
|
Permission | Reader | Contributor | User Mask | Editor | Admin Mask | Designer | Full Access |
---|---|---|---|---|---|---|---|---|
3 | list: add items | |||||||
7 | list: Approve Items | |||||||
11 | list: Create Alerts | |||||||
5 | list: delete items | |||||||
10 | list: Delete Versions | |||||||
4 | list: edit items | |||||||
1 | list: manage lists | |||||||
8 | list: open items | |||||||
2 | list: Override List Behaviors | |||||||
12 | list: view application pages | |||||||
6 | list: view items |
|||||||
9 | list: View Versions | |||||||
32 | personal: Add/Remove Personal Web Parts | |||||||
31 | personal: Manage Personal Views | |||||||
33 | personal: Update Personal Web Parts | |||||||
17 | site: add and customize pages | |||||||
19 | site: Apply Style Sheets | |||||||
18 | site: Apply Themes and Borders | |||||||
21 | site: Browse Directories | |||||||
25 | site: browse user information | |||||||
20 | site: create groups | |||||||
15 | site: create subsites | |||||||
30 | site: edit personal user information | |||||||
24 | site: enumerate permissions | |||||||
26 | site: manage alerts | |||||||
13 | site: manage permissions | |||||||
16 | site: manage web site | |||||||
29 | site: open | |||||||
28 | site: Use Client Integration Features | |||||||
27 | site: use remote interfaces | |||||||
22 | site: use self-service site creation | |||||||
23 | site: view pages | |||||||
14 | site: View Web Analytics Data |
The number in the far left column is the order in which these permissions are displayed in the SharePoint UI.
Rows marked with are permissions assigned to the default role levels.
Rows marked with are permissions required to be recognized as a User or Admin by the Adobe Sign integration.
Rows marked with are required for correct functioning of the Admin features for the Adobe Sign integration.
If you require more control over who may use the Adobe Sign for SharePoint integration, this option grants access to only those users who are direct members of the <site name> Members SharePoint group.
To add members to the SharePoint site using the modern experience:
Using the Invite people button to invite people to the SharePoint site will not grant them access to the Adobe Sign Integration.
When you are done the new member of the SharePoint group will be displayed in the list of members.
Once users are added to the groups, there may be several minutes delay for the Microsoft servers to properly sync up. This does not impact further configuration, but user testing/usage should be suspended during this window.
The following optional configurations, while not required, can greatly improve the value that Adobe Sign brings.
As an administrator, you can define a global target folder where all completed agreements will be deposited for the whole site. This is configured on the Signed File Settings page.
When a global storage folder is defined, all signed agreement and audit trail PDF files are saved automatically in that global storage folder. This includes agreements sent from document libraries as well as lists.
If no global storage folder is set on the Adobe Sign Signed Files Settings page, a new folder called Signed Agreements is automatically created in the document library from which the Agreement was created/sent. All completed Agreements sent from the same library have the completed PDFs returned to the same Signed Agreements folder.
Agreements sent from lists are attached to the list item (as attachments) if no global default file is identified.
If you are using web forms to collect data, a similar storage process can be employed for the signed web form agreements.
The admin can define a global storage folder for all signed web forms.
If a global repository is not defined, the signed web form is stored in an automatically created folder called Signed Web Forms.
By default, Adobe Sign returns only the signed agreement PDF. However, if you enable Store audit trail with signed agreement, a second PDF is returned that contains the full Audit Trail for the agreement.
Adobe Sign supports the idea of relating data between SharePoint Lists and the Agreement form fields.
By using workflows and mapping the list fields to the form fields, you can automatically pre-fill documents before sending, reducing the time for senders and/or signers to complete the form, and reducing the chance for miskeying the data.
Conversely, you can also create a mapping that extracts the form field data from a signed Agreement, to populate a SharePoint list.
The full guide for configuring template mappings can be found here.
Similar to Template Mapping, Adobe Sign supports the idea of relating data between Adobe Sign web form agreements and SharePoint lists.
By mapping the web forms’ form fields to the SharePoint list columns, you can automatically route data to SharePoint, reducing the time and errors for miskeying the data.
The full guide for configuring web forms mappings can be found here.
Web form template mapping is only available to Adobe Sign for SharePoint Online v2.0+ installations.
Earlier versions must upgrade to gain access to this featrue.
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