Adobe Acrobat Sign for Veeva Vault: User guide

Last updated on Jul 20, 2023

This document is designed to help Veeva Vault customers learn how to use Adobe Acrobat Sign for Veeva Vault integration for sending an agreement.

Overview

Adobe Acrobat Sign integration with Veeva Vault facilitates the process of obtaining a signature or approval for any documentation that requires legal signatures or auditable document processing.

The overall process of sending documents for signature is similar to sending an email, so it is easy to adopt for most users.

Adobe Acrobat Sign integration with Veeva Vault streamlines and expedites your document and signature workflows. By using the integration workflow, you:

Save time and resources spent on snail mails, overnighting, or faxing.
Send contracts for e-signature or approval from Veeva Vault, access real-time contract history, and view saved contracts.
Track the deals in real time across your organization and get updates when agreements are viewed, signed, canceled, or declined.
eSign in over 20 languages and support fax-back service in 50+ locales worldwide.
Create reusable Agreement Templates for sending options.

Send an Agreement using Adobe Acrobat Sign for Veeva Vault

To send an agreement using Adobe Acrobat Sign for Veeva:

Go to the Veeva Vault login page and enter your username and password. It opens your Vault’s home page, as shown below.

Select the Library tab and then from the top-right corner, select Create.

Select Upload and Continue.

Upload any document from your local drive.

In the dialog that appears, select Type as Clinical and then select a Subtype and Classification, if required.

To close the dialog, select Ok.

Select Next.

In the window that shows, fill in all the required fields in the metadata section and select Save.

It creates a test document in Draft status, as displayed below.

From the top-right corner, select dropdown menu and select Start Review.

Using Adobe Acrobat Sign for Veeva Vault

Select the Reviewer and Review Due Date.

Select Start. It changes the document Status to IN REVIEW.

Complete the assigned task on behalf of the reviewers. Once you are done, it changes the document Status to REVIEWED.

Select dropdown menu and select Adobe Acrobat Sign.

If UMG (Users in Multiple Groups) feature is enabled on the Adobe Acrobat Sign account and the sender belongs to multiple groups, you see a dialog as shown below. In the dialog, select the group and then select Next.

In the iFrame window that opens in Vault, enter the recipient’s email address and select Next.

Note: If an Adobe Acrobat Sign user account does not exist for the sender’s email, the iFrame window displays a message, as shown below. It also sends the user an email with the instructions to activate the account.

However, if Auto Provision Sign Users feature is disabled, Adobe Acrobat Sign user creation fails, and the iFrame window displays a message asking the user to contact their Adobe Acrobat Sign account administrator. The Adobe Acrobat Sign Account Administrator can take one of the following actions:

Enable the Auto Provision Sign Users feature for the account.
Create the user in Adobe Acrobat Sign prior to using the Veeva Vault Adobe Acrobat Sign Integration.

Once the document is processed, drag and drop the Signature fields from the right panel and select Send.

It sends the document to the recipients for signature. Once the recipient receives the document email, the document status changes from Reviewed to In Adobe Acrobat Signing.

Note: Besides receiving an email notification, the recipients, who are vault users, also get a signing notification within Veeva Vault when the document is assigned to them for signing.

Recipients can select the link on the notification to view the agreement and take required action. To view all the tasks assigned to them, recipients can go to Home > My Tasks and then select the task name to perform an action on the document.

Once all the signatures are captured and completed in Adobe Acrobat Sign, the document Status in Vault changes to Approved.

Select Document Files option and expand the Renditions section in Vault. It automatically creates a Rendition called ‘Adobe Acrobat Sign Rendition’ once the document is in an Approved state.

Download the Adobe Acrobat Sign Rendition for validating the recipient signature.

Cancel an Agreement using Adobe Acrobat Sign for Veeva Vault

Go to the Veeva Vault login page and enter your username and password.
It opens your Vault’s home page, as shown below.

Select the Library tab and then select the document.
The document status can be: In Adobe Acrobat Sign Draft, In Adobe Acrobat Sign Authoring, or In Adobe Acrobat Signing.