Adobe Sign for Self Signing (Experience Cloud)

Self 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 Experience Cloud portal (customer, partner, employee, etc.), so users can initiate and sign their agreements right in the portal.

Prerequisites

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

Step 1 - Link your account

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.

2. Generate Templates from Admin tab

Verify that:

  • The Agreement Types tab has the NDA type
  • The Agreement Templates tab has the Test Community Agreement template
3. Agreement Type - NDA

4. Agreement Templates - Test Community


Enable Chatter (v18-21 only)

If your package version is under v22, 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


Enable Digital Experiences

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

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


Activate two CSP Trusted Sites

Two Content Security Policy Trusted Sites must be configured to explicitly allow the base URLs for your Adobe Sign account

1. Find your Adobe Sign URL shard:

  • Log in to Adobe Sign and look at the URL
  • Copy the parameter just before the echosign.com (possibly adobesign.com) part (the shard value)
    • .na1 in this case: https://caseyjones.na1.echosign.com
  • Close the tab

 

2. Navigate to Setup > Settings > Security > CSP Trusted Sites

3. Click New Trusted Site

 

4. Set fields as follows:

  • Trusted Site Name: AdobeSign
  • Trusted Site URL: https://secure.<shard>.adobesign.com
    • (e.g. https://secure.na1.adobesign.com)
    • If your account has not updated to the adobesign.com domain, you may use echosign.com instead
  • Active: Keep checked
  • Context: Experience Builder Sites
  • Check the CSP Directive Allow site for frame-src

5. Click Save

CSP Trusted Site Defination

 

6. Navigate back to Setup > Settings > Security > CSP Trusted Sites

7. Click New Trusted Site

8. Set fields as follows:

  • Trusted Site Name: AdobeSign2
  • Trusted Site URL: https://secure.adobesign.com
  • Active: Keep checked
  • Context: Experience Builder Sites
  • Check the CSP Directive Allow site for frame-src

9. Click Save

Second CSP trusted site

 

When done the CSP sites should look like this:

CSP Trusted sites


Enable the Adobe Sign Community User permission set for all community users

Enabling the community users with the Adobe Sign Community User permission set is not a prerequisite of building the community portal, but it is required before they can use the portal:

  • Navigate to: Setup > Administration > Users > Permission Sets
  • Click on the Adobe Sign Community User permission set label
Assign Permission Sets

  • The Permission Set page opens:
    • Click Manage Assignments
  • The Assigned Users page opens
    • Click Add Assignment
  • The Assign Users page opens
    • Select all of the users that you want to apply the permission set to
    • Click Assign
Assign Permission Sets to users


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
  • Provide an intuitive name for your cloned profile and Save


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

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

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

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
  • Click Save
Configure the community contact

  • Open the new Contact page that you just created
  • Click the Setup gear in the upper-right corner of the window
  • Select Edit Object from the menu
Edit the Contact Object

 

  • Select the Page Layout option from the left hand rail
  • Edit the Contact Layout 

 

  • Select Mobile & Lightning Actions from the object options
  • Drag the Enable Customer User button to the Salesforce Mobile and Lightning Experience Actions section
  • Drag the Log in to Experience as User button to the Salesforce Mobile and Lightning Experience Actions section
  • Save the page layout

  • Return to your community contact and click the Enable Customer User button
Enable Customer User

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

The Setup User page refreshes, showing the details of the user.

  • Mouse over the Permission Set Assignments link
  • Click the Edit Assignments button

The Permission Set Assignment page for the user opens.

  • Select the Adobe Sign Community User
  • Click the Add button
  • Click Save


Configuring the SFDC Community Page


Start a new Digital Expereince

  • Navigate to: Setup >  Platform Tools > Feature Settings > Digital Experiences > All Sites
  • Click the New button
Digital Expereinces - All sites

 

  • Select the Customer Service experience
    • The Customer Service experience is required for the Self-Service components

 

  • When the Customer Service page loads, click Get Started

 

  • Enter a Name for the site
    • Optionally, you can add site-specific name to the URL, which is useful if you have multiple sites
  • Click Create when the Name is configured

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


Configure the Experience workspace to enable Users

  • Navigate to: Setup > Platform Tools > Feature Settings > Digital Experiences > All Sites
  • Click the Workspaces link of your community
Click Workspaces

The My Workspaces page loads:

  • Click the Administration option

The Administration page opens for your community.

With Settings selected on the left rail:

  • Click the Activate button to the right of the Status indicator
Activate the site

 

Select Members from the left rail

  • Select All 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

Publish the portal  

  • Navigate to: Setup > Platform Tools > Feature Settings > Digital Experiences > All Sites
  • Click the Builder link of your community
Select Builder

  • Click the Publish button in the upper-right corner of the window
Publish


Set the Profile Visibility settings for the Email setting of the community user to Public

The email address in the Profile Visibility section of the community must be set to Public:

  • Open the Contact page for the user you are using to send on behalf of
  • Select Log in to Experience as User
Log in to experience as user

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

The My Settings page for the user opens:

  • In the Profile Visibility section, set the Email value to Public
  • Click Save


Add the Adobe Self Service Sign component to the Workspace

  • Navigate to: Setup > Platform Tools > Feature Settings > Digital Expereinces > All Sites
  • Click the Workspaces link of your community
  • Click the Builder option in the My Workspaces section of the page
  • 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
Drag component to workspace

 

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.

14. The Adobe Self Service Sign object on the Community page

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


"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

    3. Click the Manage button

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

  • The Adobe Sign Settings page will load.

5. Search for Allow Sending on Behalf of Others

  • Enable the setting by checking the check box
  • Click Save

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

With the field in place, enable the specific User:

  • Navigate to: Setup > Administration > Users > Users
  • Click the Edit Action for the "community contact" user
  • In the User Edit page, Additional Information section, enable the Adobe Sign Allow Sending as Other Users option.
  • Click the Save button


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

The Setup Users page opens.

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

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
Navigate to the Agreement Template

Click the Recipients tab 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
Edit Send on Behalfof


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

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
Configured Agreement

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


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.

Management Panel

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.


Header Title and Logo

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.

Adobe logo

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