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Overview and configuration for custom sending workflows

 

Adobe Acrobat Sign Guide

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Send, Sign, and Manage Agreements

Advanced Agreement Capabilities and Workflows

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Use the Custom Workflow Designer to create custom Compose pages designed to support your documents, policies, and compliance requirements.

The Custom Workflow Designer provides an environment for users to create workflow templates that produce a custom Compose page when triggered. Through the design process, the custom Compose page is tailored to the business needs, streamlining agreement composition and consistent signing processes. With its intuitive interface, you can define participant details (emails, names, roles, and routings), include specific documents, set pre-filled form fields, manage email distribution, and configure options like expiration dates or passwords.

Benefits of Workflow Templates

Workflow templates promote consistency, reduce errors, and make agreement creation easier by providing custom instructions and pre-defined fields.

For agreements requiring regulatory compliance, workflows streamline complex configurations for signatures and notifications. They ensure consistency by pre-defining controllable elements and enforcing guardrails for sender-added values. This approach saves time and ensures adherence to applicable regulations.

 Once you are logged in, select Workflows in the top menu of the home screen.

Access and Actions

  • All users: Create workflows for personal use. Access can be assigned to a group or the whole organization (when configured to do so).
  • Group admins: Can create and grant access to workflows for the groups they administer.
    • Group admins can edit and reconfigure any workflow shared with a group they have admin authority over.
  • Account admins: Can create and grant access to a workflow for any user or group in the organization. 
    • Account admins can edit and reconfigure any workflow shared with a group or with the organization.

Each agreement generated from a workflow template is treated as a distinct agreement, with its history and audit report accessible from the Manage page.
All normal interactions with the individual agreements, such as modifying the expiration date or creating reminders, are allowed.

Reporting and Data Exports

Generate agreement reports and data exports by applying Workflow filters to include specified workflows in your report dataset.

Configuration

Availability:

The Custom Send Workflow Designer is available for the Acrobat Sign Solutions license only.

Configuration scope:

The controls that impact Custom Send Workflows can be accessed at the account and group levels.

Note:

The help documentation assumes that the following settings are enabled:

  1. Enable new Custom Workflow send experience
  2. Enable template-defined signature placement

If these settings are not enabled for your organization, contact your success manager for assistance with the update.

Error Reporting for common issues in the legacy environments

Due to the new interface's enhanced control and security, some legacy workflow elements can cause errors. To better explain these issues, additional error checks have been added.

If your account is configured to use the modern Send experience and a problematic workflow is launched, users will see a red banner indicating the error:

If the account is still configured to use the classic experience by default, the workflow may continue to work under those rules. 

The modern experience displays errors as detected. 

In the case where more than one problem is found, all errors detected will be listed.

To make the workflow valid under the new interface ruleset, an admin must edit the workflow and correct the detected issues:

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