Adobe Sign for Salesforce - Installation Guide (v21)

Adobe Sign for Salesforce works from any browser and mobile device. The app is available from the AppExchange and supports the following Salesforce Editions:

• Professional
• Enterprise
• Unlimited
• Developer
• Ultimate

Reap immediate benefits for your document and signature workflows:

• Save time and money by eliminating snail mail, overnighting, and faxing
• Send contracts for e-signature or approval directly from Salesforce, access real-time contract history, and view saved contracts from any object
• Track deals in real-time across your organization and also get updates with Chatter when agreements are viewed, signed, canceled, or declined
• eSign in over 20 languages and support fax-back service in 50+ locales worldwide
• Merge Salesforce data into documents before sending and map signer data back to Salesforce objects – automatically and seamlessly
• Create reusable Agreement Templates for sending options and enable one-click 'Send for Signature’ buttons to send custom agreements from any Salesforce object
• Native integrations with Conga Composer, Apttus, Selectica, Drawloop, Zuora, Emptoris, and more
• All Adobe Sign objects and pages in Salesforce are translated to all 16 languages supported by Salesforce.com so your Salesforce users can send and track all their agreements in their native language

Prerequisites

There are a few prerequisites that you need to be aware of and some basic discovery that will help ensure your deployment runs smoothly.

Before downloading the package, please contact the Adobe Sign support team to:

• Ensure the Adobe Sign account is properly provisioned in the Salesforce channel
• Verify the correct userID (email address) is designated as an administrator in the Adobe Sign system
• Provide all of the owned domains that your users could be using in their email addresses (Do not include public use domains like gmail.com, yahoo.com etc.)
• Obtain a list of all users in the Adobe Sign system using your owned domains
  • You may need to request valid users to be moved into your Adobe Sign account
  • It is vital that the user email in Adobe Sign match the primary email of the user. In the event where it is not, the Adobe Sign email value should be changed.

Within the Salesforce environment there are a couple of items to take note of:

• Disable any pop-up blockers during installation/configuration
• Adobe Sign for Salesforce requires that you enable cookies on your browser. Please also check that third-party cookies are enabled as that is required in some browsers
• My Domain must be enabled in order to use Adobe Sign in the Lightning environment 
• Navigate to Setup > Settings > Security > Session Settings and ensure:
  • Lock sessions to the IP address from which they originated is disabled
• Licensing - Adobe Sign Users and Administrators need to be assigned a valid license to use the service.
• File Limitations – The file upload size is limited to ~700KB in Salesforce Lightning. You can configure Salesforce to send documents from the library up to 9MB in the background (see Configure Salesforce to Send Large Documents). For most admins, this is worth configuring early.

Supported Browsers

Known Issues with Microsoft Edge:

• Salesforce Administrators will not be able to Launch the Set Up wizard in Edge browser.

Known Issues

There is a known issue for customers that have enabled account sharing on their Adobe Sign account.

After account sharing is enabled, users that are not party to the agreement will not be able to view the agreement (in the Salesforce environment), unless:

• The agreement was created from a shared library template in the Adobe Sign library
• The library template is shared in a manner that encompasses the viewer. Either:
  • Shared for all users in the account
  • Shared at the group level, where the sender and viewer are in the same group

The agreement is still viewable in the Adobe Sign environment.

Adobe Sign Support

If you have any questions or require additional assistance, please open a ticket with Adobe Sign Support, or your contact your designated Client Success Manager.

Install Adobe Sign for Salesforce v21

New Customer Testing and Installing for the First Time—For those who are new to Adobe Sign for Salesforce, you can try installing and start sending test agreements within minutes.  Basic installation to the point of functionality takes only 15 minutes

Existing Customers Upgrading from Previous Versions—We strongly encourage customers to upgrade to the latest version of the package to take advantage of the latest features and also get the best support. See the Upgrade Guide for more information if you are upgrading to Adobe Sign for Salesforce v21.x from a prior version.

The Lightning experience is fully supported by the new Adobe Sign package, and these instructions are written using the Lightning interface.

Important Sandbox Testing Notes

When testing on a Salesforce Sandbox, you often are not using a real email address that you have access to. (e.g., user@company.com.sandboxname) If so, we strongly recommend that you change your Salesforce Sandbox email to a real email address before you begin testing so that your Adobe Sign account is tied to a real email address. If not, it may be problematic if you want to change your email address later when you move to Production because your Adobe Sign account will be tied to an email address that does not exist and cannot be verified to make email changes.

Installing the Adobe Sign package

You must have a Salesforce account to install the Adobe Sign package. If you do not, you can create one during the installation process as described below:

1. Click here to access the Adobe Sign application package on the Salesforce AppExchange.
2. Click the Get It Now button.
3. Select the appropriate login option.
   • If you already have a Salesforce account, select Continue as Guest
     • Enter your credentials to when prompted
   • If you don’t have an account, select I don’t have a login.
     • You will be prompted to create a Salesforce account.
     • When you are done, repeat steps 1 and 2 to log in with your credentials.

    4. When prompted, select which environment to install into, Production or Sandbox

    5. Review the installation information and terms and conditions:

• Check the Terms and Conditions check box to verify that you have read and agree to the conditions
• Click Confirm and Install to start the installation process

    6. When prompted to login to your Salesforce organization, enter the Username and Password then click Login in to Salesforce.

    7. When the Install Adobe Sign page displays

• Select Install for All Users
• Click Install

    8. In the Approve Third Party Access popup:

• Check Yes, grant access to third-party web sites so that Salesforce can securely access Adobe Sign
• Click Continue to start the installation

    9. During the import process, a notification page displays telling you this will take some time

• Click Done to continue.

After the installation is completed, you will receive email notification that the package is installed. You can verify this by checking Setup > Platform Tools > Apps > Installed Packages

The Installed Package page displays your installation information.

Post-Install Configurations (Required)

A few simple setup steps are required before you can start sending Adobe Sign agreements from Salesforce. These steps are described below.

Apply the Adobe Sign Permission Sets as needed

Adobe Sign installs four permission sets to facilitate granting field level access to the custom objects:

• Adobe Sign User - Minimum required permissions for an Adobe Sign for Salesforce sender user. Includes limited access to the required components included in the managed package: objects, fields, tab, classes and pages
• Adobe Sign Community User - Minimum required permissions for an Adobe Sign for Salesforce community user
  • Includes limited access to the required components included in the managed package: objects, fields, tab, classes and pages
• Adobe Sign Admin - Minimum required permissions for an Adobe Sign for Salesforce administrator user. Includes full access to all of the components included in the managed package: objects, fields, tab, classes and pages.
• Adobe Sign Integration User - All required permissions for an Adobe Sign for Salesforce integration user. Includes all admin access as well as access to all org data.

Assign yourself and any other full-access Admins the Adobe Sign Integration User permission set.

All users of the Adobe Sign package will need to have Adobe Sign User applied before they can use the service.

Launch the Adobe Sign Setup Wizard

1. Click the App Launcher in the upper-left corner, and then click the Adobe Sign app to open a view with the Adobe Sign tabs exposed.
   

    2. Click the Adobe Sign Admin tab to launch the installation wizard

    3. In “Step 1: Link your Adobe account to Salesforce” of the Setup Wizard, choose appropriately:

• Sign in to Adobe - You are prompted to sign in to Adobe Sign.
  • Log in with your Adobe Sign admin user
  • Allow Access when challenged
  • You should get a message saying Success! You have successfully authorized your Adobe account.
• Sign up for a free trial account - A new browser page opens prompting you to create a new account. After you create your account, you must close the browser page, navigate back to the Salesforce page, then select the ‘Sign in to Adobe’ option to continue.

    4. Click Next on the successful Step 1 notification

    5. In “Step 2: Enable Adobe Sign Automatic Status Updates”, click the Enable button

• When challenged to allow access to Adobe Sign, click Allow

• A message should pop up: Success! You have successfully enabled Automatic Status Updates for your account.

    6. Click Next at the bottom of the page to proceed

    7. When Setup Wizard displays Congrats! Your setup is complete, click Done, and you can start using Adobe Sign for Salesforce.

Congratulations! You have successfully installed and set up Adobe Sign for Salesforce.

After the initial setup, you can use the Adobe Sign Admin tab to access advanced Adobe Sign features, account setup, and other resources. 

Add the Agreements Object to Page Layouts

You can greatly improve the usability of Adobe Sign by adding the Agreement object to the page layouts that your users interact with most when sending documents for signature.

1. From the Adobe Sign Admin tab, click the Send for Signature Components link.
2. An overlay appears allowing you to select one of five standard page layouts: Account, Opportunity, Contract, Lead, and Contact.  Select the page layout you want to modify.

When the object page loads:

    3. Click the Page Layouts option in the left rail

    4. Select the page layout you want to edit

3. Click on Related Lists in the left menu, then drag and drop the Agreements object to the desired place on the page layout.

    4. Click the Save button

With the Agreement object in place you can readily see all agreements related to the Salesforce object, or send new agreements directly from the relevant record.

Optional Post-Install Configurations

What follows are the optional configurations that will move your installation from functional to valuable. Adobe Sign allows for a very wide array of configuration options, and the rest of this document describe the most commonly used adjustments. The less common (read: situationally valuable) configurations can be found in the Advanced Configuration guide.

Enable Delegator Roles for Recipients

The Delegator roles are a placeholder for the situations where you know someone will have to interact with the agreement, but you can’t determine who that will be at the time you are sending the agreement.  The Delegator is not expected to act, so no fields are available to them when they receive the document.  Once they have delegated the agreement, the delegatee will have full access to all of the fields designated for their access.

There are delegator options for all five of the standard roles (signer, approver, acceptor, form filler, and certified recipient).

To enable the Delegator roles:

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. Find the values you want to adjust with your favorite “Find” function (cmd/ctrl + f).

    The available delegator role values are:

• Enable Delegate Acceptor Role - Needed when you want to delegate an Acceptor role
• Enable Delegate Certified Recipient Role - Needed when you plan to delegate a certified recipient
• Enable Delegate Form Filler Role - Used when you have to delegate a Form Filler role
• Enable Recipient Delegate Approver Role – Needed when you plan to delegate to Approvers
• Enable Recipient Delegate Signer Role – Needed when you are going to delegate to Signers

    6. Click Save

Adding Agreements to other Salesforce Objects

You may associate Adobe Sign Agreements with Salesforce objects of your choosing (standard or custom objects). This enables you to create Agreements that are linked to those objects and that show all the Agreements that relate to an object on that object’s page.

The instructions below describe how to associate Agreements with an Order object, but they can be applied to any other object in your Salesforce Organization.

1. Navigate to Setup > Platform Tools > Objects and Fields > Object Manager
   
2. Click the Agreement object 
3. Click the Fields & Relationships link in the left rail of the page
4. Click the New button

    5. In Step 1. Choose the field type, select Lookup Relationship, then click Next. 

    6. In Step 2. Choose the related object, select your object (Order in this example) from the drop-down, then click Next

    7. In Step 3. Enter the label and name for the lookup field, enter a Field Name and click Next.  

    8. Click Next in Step 4 and Step 5

    9. In Step 6. Add custom related lists, ensure that the Add Related List option is enabled then click Save.

Advanced Identity Authentication Methods

Legally, authenticating to an email account (and thus the signing URL on the email) is sufficient to capture a binding signature. However, in many cases, a second factor authentication for the signer’s identity is desired. Adobe Sign provides four second-factor identity verification methods (US based customers have five options when KBA is included):

• Password—Recipients enter a password to view and sign the agreement.
  • Password must be communicated to recipients out of band
  • Enabled by Default
• Social Identity—Recipients authenticate with Facebook, Google, LinkedIn, or another service before viewing and signing.
  • Disabled by default
• Phone Authentication—Recipients are sent an automated text (SMS) message or phone call with the required code.
  • Per transaction costs apply
  • Disabled by default
• Knowledge Based Authentication—Recipients answer questions taken from publically accessible databases to verify their identity.
  • Per transaction costs apply
  • US based signers only
  • Disabled by default
• Government ID Authentication - Recipients submit an image of a passport or government issued ID/Driver License
  • Per transaction costs apply
  • Must be enabled by your success manager in the Adobe Sign system
  • Disabled by default

There are two configuration options to consider:

• Which (if any) second factor verification methods do you want to enable?
  • Keep in mind that Phone, KBA, and Government ID authentication have a cost attached, so they should not be enabled unless there is contract in place permitting this usage.
• Do you want all signers to always use the same verification method, or do you want to set per recipient verification?
  • Also allowed is the idea of “internal” vs “external” signing methods. Adobe Sign classifies any email address included in your Adobe Sign account as an internal signer, whereas any email not in your account is external.
  • Strongly recommended if you are using a paid authentication method and you collect internal counter-signatures.

Enable Advanced Identity Authentication Methods (Adobe Sign)

First, you will need to enable the options in the Adobe Sign account.  To do so:

1. Log in to Adobe Sign with your Account Administrator userID
2. Navigate to Account > Account Settings > Send Settings > Identity Authentication Methods

    3. Check the options you want to enable

    4. Click Save

Enable Advanced Identity Authentication Methods (Salesforce)

To adjust the available authentication methods in Salesforce:

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)

    5. Find the values you need to adjust with your favorite “Find” function (cmd/ctrl + f)

    6. Once you have made your changes, click Save

Enable Advanced Identity Authentication per Recipient (Adobe Sign)

Customers that implement second factor verification will likely want to enable separate signer identity methods so their internal signers aren’t challenged as vigorously.

The configurable settings are in the same location as the verification methods.

First, you will need to enable the options in the Adobe Sign account.  To do so:

1. Log in to Adobe Sign with your Account Administrator userID
2. Navigate to Account > Account Settings > Send Settings > Identity Authentication for Internal Recipients

    3. Check Enable different identity authentication methods for internal recipients

    4. Check the verification options you want to allow for internal signers

    5. Click Save

Enable different Identity Authentication methods for internal recipients (Salesforce)

To adjust the available authentication methods in Salesforce:

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)

• The Adobe Sign Settings page will load.

    5. Find the values you need to adjust with your favorite “Find” function (cmd/ctrl + f):

• Enable Separate Signer Identity Methods—Check this box to enable different identity verification methods for recipients in your Adobe Sign account vs. those outside of your Adobe Sign account. E.g. You can require that a customer be verified with Knowledge Based Identity before signing the document but require that your sales manager provide no second factor verification.
• Enable Per Signer Identity Verification—Enable this setting to allow each signer to have a different identity verification method. (e.g., password, phone, social identity, KBA,Government ID).
  • If both Separate and Per Signer methods are enabled, Per Signer is the observed behavior

    6. Click Save when you are done

Adobe Sign for Salesforce - Professional Edition

If you are using Salesforce Professional Edition, please make sure to follow the instructions in the following sections after completing the standard installation steps.

Adding Fields to the ‘Agreements Layout Professional’ Page Layout

1. Navigate to: Setup > Platform Tools > Objects and Fields > Object Manager
2. Select the Agreement Label on the left side of the window
3. Select Page Layouts from the left rail
   
4. Click the Agreement Layout Professional Page Layout Name

    5. With Fields selected, click to drag and drop each of the following fields to the page layout:

• Recipient (User)
• Additional Recipient 1 (User)
• Additional Recipient 2 (User)
• Additional Recipient 3 (User)
• Enable Automatic Reminders
• Recipient Addresses
• Merge

    6. Click the Save button.

Adding Fields to the Recipient Page Layout

1. Navigate to: Setup > Platform Tools > Objects and Fields > Object Manager
2. Select the Recipient Label on the left side of the window
3. Select Page Layouts from the left rail
   
4. Click the Echosign Recipient Layout Page Layout Name
5. With Fields selected, click to drag and drop each of the following fields to the page layout:

• Agreement
• Contact
• Email Address
• Lead
• Order Number
• Person Account
• Recipient Type
• useEmailAddress
• User
• Merge

    6. Click the Save button.

Things to consider

Adobe Sign configurations

All the custom objects shipped in Adobe Sign for Salesforce are set to Private access at the Organization Default Level Setting.  This is in place to ensure proper level security as per Salesforce Security guidlines.

Admins should carefully read through and understand the Record Level Sharing (and other permission models) in Salesforce. This trailhead is useful ifyou need a refresher.

If your business requirements warrant a less restrictive environment, that can be achieved:

• Navigate to Setup > Security > Sharing Setting 
• Edit the sharing permission to “Public Read/Write” for the objects as per your requirement 
• Click Save when done

Changing objects to Public access means the record can be viewed/edited by all the authenticated users.

We recommend using role hierarchy, groups, profile permission, permission sets, etc for this purpose instead of changing the Organization wide default.

Salesforce controls

The below settings are not specific to the Adobe Sign for Salesforce application, but they are resources that are used. 

Because any change to these settings apply to the whole Organization (including other apps installed in the Org, as well as custom code), Adobe Sign does not want to override the admin’s configured setting.

However, we strongly recommend enabling these settings for these reasons:

Common Problems

Granting Access to Additional Profiles

During installation, you may have only granted Administrators access to Adobe Sign for Salesforce. If you need to extend access to additional user profiles, please refer to the documentation for Granting Profile Access for Adobe Sign for Salesforce.

Updating Email Addresses or Passwords

Administrator Salesforce Account Password Changes

If the Salesforce password or username has changed for the account linked to Adobe Sign for your Salesforce Org, remember to update it so that status updates continue to work properly for agreements in your Org.

    1. Navigate to the Adobe Sign Admin page and click the Enable Automatic Status Updates link.

    2. Click the Enable button and allow access to Adobe Sign when prompted

Updating user email addresses in Adobe Sign

If a user in your Salesforce organization has an email address change, that user’s email address must also be changed in Adobe Sign.

Adobe Sign users can change their own email addresses. Users can find information on changing their email addresses in the Adobe Sign Help by clicking here.

Adobe Sign account administrators can also change the email addresses of users using the bulk update feature. Administrators can find information on using bulk update in the Adobe Sign Help by clicking here.

Lead lookup in Professional and Enterprise editions fails

Professional and Enterprise editions will fail to do a Lead lookup if the user's Profile does not permit access to the Mobile field of the Lead object.

To correct:

• Navigate to: Setup > Platform Tools > Objects and Fields > Object Manager
• Select Lead from the list of objects on the left of the window
• Select Fields & Relationships from the options on the left rail
• Click on the Field Label for the Mobile field
• Click the Set Field-Level Security button
• Set the appropriate Profiles to enable (check) Visible and Read-Only
• Click Save