Adobe Acrobat Sign for Self Signing: User Guide

Overview

The 'Self Sign' feature in Adobe Acrobat Sign for Salesforce enables users on community portal to sign self-service agreements. You can add Self Sign to any Salesforce Experience Cloud portal, such as customer, partner, employee, and more to help users initiate and sign their agreements right from the portal.

The 'Self Sign' feature is available for access from the following portals of a few different editions of the Salesforce community cloud:

  • B2C portal: community user login and community user login plus licenses are used by customers
  • B2B portal: partner community user license

To enable users to receive and sign agreements on the Community Portal, you must complete the following steps:

Verify prerequisites

  • Go to the Adobe Acrobat Sign Admin tab, select Generate Sample Agreement Templates option, if not already selected. Once done, select Save.

Note: Ideally, you must select Generate sample agreement templates option while linking your Acrobat Sign account to Salesforce.

link-accounts

  • If the templates weren’t generated during installation, or if you've upgraded from an older version to package V 19, you must generate the templates using the steps below:
    1. Go to the Adobe Acrobat Sign Admin tab.
    2. From the Resources list in the right panel, select Generate Sample Self Sign Agreement Template.
      It opens a 'Test Community Agreement' template in the Agreement Templates tab.
    3. Under Advanced Options of the 'Test Community Agreement' template, verify that the Agreement Type is NDA.
Generate self sign template in Acrobat Sign for Salesforce.

Acrobat Sign Agreement type NDA

Enable Chatter (Only for Commercial Cloud users on v 18 to 22)

If you're on Commercial Cloud using Acrobat Sign for Salesforce V22 or older, you must enable Chatter in your SFDC organization. 

Not:

Acrobat Sign Government Cloud users do not need to enable Chatter.

Activate two CSP Trusted Sites

You must configure two CSP (content security policy) Trusted Sites to allow the base URLs for your Adobe Acrobat Sign account. To do so:

  1. Get your Acrobat Sign account shard value as follows:

    1. Log in to your Adobe Acrobat Sign account.
    2. From the URL, copy the parameter just before the echosign.com (possibly adobesign.com) part (the shard value). 
      For example, the URL https://caseyjones.na1.echosign.com has a shard value of na1.
    3. Close the tab.

    See how to identify the Adobe Acrobat Sign account environment.

    global-settings

  2. Using the Setup page Search bar, search for 'Trusted sites' and then from the search results, select CSP Trusted Sites. On the page that opens, select New Trusted Site.

    Alternatively, navigate to Setup > Settings > Security > CSP Trusted Sites and then select New Trusted Site.

    csp-trusted-sites

  3. In the new Site Definition page that opens, fill in the required fields as follows:

    1. Trusted Site Name - Provide a name such as AcrobatSign
    2. Trusted Site URL - 
      For Commercial Cloud users: Enter the site URL https://secure.<shard>.adobesign.com For example, https://secure.na1.adobesign.com If your account isn't updated to the adobesign.com domain, you may use echosign.com instead.
      For Government Cloud users: Enter the site URL https://secure.<shard>.adobesign.us
    3. Select the Active checkbox.
    4. Context - Select Experience Builder Sites for Context.
    5. Select CSP Directive Allow site for frame-src checkbox.
    6. Select Save.
    csp-trusted-site-definition

  4. Verify the two CSP Trusted Sites.

    CSP Trusted sites

Enable 'Adobe Acrobat Sign Community User' permission set for all

You must enable the community users with the Adobe Acrobat Sign Community User permission set to allow them to use the portal. To do so:

Note: You can build the Community Portal without enabling the Adobe Acrobat Sign Community User permission set.

  1. Navigate to Setup > Administration > Users > Permission Sets.

  2. From the list of Permission Set Labels, select Adobe Acrobat Sign Community User.

    Enable permission sets  for community user.

  3. In the Permission Set page that opens, select Manage Assignments.

    Enable permissions set for community user

  4. In the Assigned Users page, select Add Assignment.

    permission-set-enable-3

  5. In the Assign Users page, select all the users who you want to apply the permission set to, and then select Next.

    permission-set-enable-4

  6. On the 'Select an expiration...' page that opens, you may select an expiration date for the assigned users if required. Once done, select Assign.

    permission-set-enable-5

Create a community portal user

To configure your user profiles to use the Adobe Acrobat Sign self-service portal, you must clone and edit one of the standard profiles. To do so:

  1. Navigate to Setup > Administration > Users > Profiles.

  2. For any of the standard Customer Customer profiles, select Clone.

    There are four Customer Community profiles, and you can use any of them to clone and create a user profile. Note the User License type of the profile that you clone.

    setup-profiles

  3. Provide an intuitive name for your cloned profile and then select Save.

    cloned-profile-name

  4. On the cloned profile page that opens, select Edit.

    cloned-profile-edit

  5. On the Custom Edit page, scroll down to the Custom Object Permissions and enable all Adobe Acrobat Sign objects. You can select the View All check box or select only the required permissions for added security. 

    Additional access to custom objects' records can be granted based on user licenses. For example, users with Customer Community licenses can be granted access through user profiles, while users with Customer Community Plus licenses can be provided access through sharing rules.

Create an account and a contact for the community

You must create an Account and a Contact for the Community. 

An account owner must be associated with a role to enable portal users. To associate a role with your Salesforce user, go to Setup > Administration > Users > Users. Then, from the list of users, select Edit for a user and then in the page that opens, open the Role drop-down list > select a role > select Save.

Enable Digital Experiences

To enable Digital Experiences:

  1. Navigate to Setup >  Platform Tools > Feature Settings > Digital Experiences > Settings.
  2. Select the Enable the platform check box.
  3. Select Enable Experience Workspaces check box if not already enabled.
  4. Select Save
Enable Digital Experiences in Acrobat Sign for Salesforce.

Configure SFDC community page

To configure SFDC community portal page, you must implement the following steps:

Enable 'Allow Sending As Other Users' setting

You can enable the "Allow Sending on Behalf of Others" setting for the users who don't have Adobe Acrobat Sign licensing. This setting allows a community user to generate an agreement using the licensing of another user.

To do this setup, you must complete the following configuration steps:

Grant access to Salesforce integration data

Our package's custom objects are initially set as "private" for external users by default. Community user permission sets provide access to custom objects and their fields, but not to records created by other users (both internal and external).

Within community portals, administrators have the following two options for setting up eSign flows:

  • Use our prebuilt components (self-sign and simple-sign).
  • Create your own flows using our Apex APIs. 

In both cases, admins often use agreement templates to enable community users to initiate or participate in eSign flows. For this to work, community users need read-only access to agreement templates and related resources, such as merge and data mapping objects, which are typically created by internal users.

The type of community user license determines how access can be granted:

  • Community User Login License: Admins can enable "View All" for agreement templates and merge/data mapping objects through the community user profile to grant access.
  • Community User Login PLUS License and Partner Community User License: Enabling "View All" access via the profile isn't possible. Admins need to use roles-based sharing rules to provide access.

Grant access to agreement templates and related objects

For community users to create agreements using agreement templates, they must be given "ViewAll" access to the Agreement templates and the associated Objects.

  • Agreement Template (echosign_dev1__Agreement_Template__c)
  • Merge Mapping (echosign_dev1__SIGN_Merge_Mapping__c)
  • Data Mapping (echosign_dev1__SIGN_Data_Mapping__c)

If Acrobat Sign Document Builder templates are used with Agreement template as a file attachment, the objects below need to be granted access to community users:

  • Document Builder Template (adobesign__Document_Template__c)

  • Object Field Mapping (adobesign__Object_Field_Mapping__c)

Use community portal for sending and signing agreements

Verify the prerequisites

To be able to send agreements or sign agreements via using the community potal, you must ensure that:

  • Community portal is configured:
    • Portal must be active.
    • Ensure the appropriate profile is permitted for user access.
    • Adobe Acrobat Sign component is installed.
  • Users are configured for the community:
    • Users are enabled in the community.
    • Users are assigned the correct user license and profile.
use-portal-1

Ensure that the Account level template meets the requirements

An account level template must meet the following requirements:

  • Created with an Agreement Template that 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.
Ensure that the account level template meets Acrobat Sign community portal requirements.

See how to Send agreements to users in the community portal

You can use any one of the below two methods to deliver Agreements to Users in the community portal:

  • Via direct send - If you send an agreement to a Salesforce contact, that user sees the agreements listed in their personal portal view.
  • Via 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.

An Agreement Template can be inserted into the community portal through the component management panel for the community. 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’s 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).

use-portal-3

Agreement template settings

  • Agreement scope: It defines the user limit for triggering the template.
    If set to 'User', all users with portal access can use the template. Each user can sign an individual copy of the agreement. With this option, every signed copy appears under the 'Completed Agreements' section on the portal.
    If set to 'Account', only the first user to generate the Agreement can sign it. Once they complete the agreement, it disappears from other users' views.
  • Renewal days: It determines when the template link reappears for the customer, although they can’t see it directly. Specifically, this value specifies the number of days after the last template signing before the link becomes accessible again. For example, a value of 360 ensures that the agreement template link reemerges 360 days post-signing.
  • Header title and logo: The header title is a customizable text field that you can adjust as needed. Meanwhile, the header logo option controls the visibility of the Adobe Acrobat Sign logo, allowing you to either display or hide it.
  • Signing deadline: It obligates agreements to be signed by that date, displayed prominently beneath the agreement name. After the deadline, the system removes the "Sign" button and highlights the deadline text in red.
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Not:

To send an agreement directly to a user, the recipient must be a contact. Using an email value will not populate the agreement in the portal.

See how Users can view and sign the agreement in the community portal

Once users and the portal are properly set up, agreements sent to the contact appear on the portal. Users can access and sign these agreements at their convenience. Here's what users see on the community portal:

  • Agreements awaiting user signature appear at the top of the list. A button next to the agreement's name shows if a Signature or Approval is needed.
  • A success message pops up on the component panel after a user signs or approves an agreement successfully.
  • Agreements already signed by the user, but awaiting action from other recipients, are listed next.
  • Completed agreements appear at the bottom of the component panel, displaying the signer's/approver's email address and the date of execution.
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