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Manage Documents with Adobe Sign

Document signing is typically integrated into a workflow between signing parties as part of the contract management process, as well as in some situations other than contract management. Using Adobe Sign with  Agiloft allows you to send documents to different parties to sign and then track and manage those documents from within the system. The documents to be signed are either uploaded into a field in the relevant record, directly added in the Attachments table, or generated from print templates. For more information on using print templates with Adobe Sign, see Create Print Templates with Adobe Sign Tags.

The signing process can be initiated directly from within a record, and you can select one or several documents to be sent for signing at once. The documents you can select are determined by the To Be eSigned field in the Attachment record for the document. An action button with a special Adobe Sign action in the record allows you to begin the signing process.

Adobe Sign is integrated with the Contracts table by default. If you want to integrate with other tables, you must complete a setup process. For more information on configuring Adobe Sign with your system and tables of your choice, see Adobe Sign Setup.

Useful to Know

  • Adobe Sign uses the term "agreement," which is synonymous with "envelope." Adobe Sign documents are sent in the form of envelopes, which can be purchased individually through an Agiloft knowledgebase or directly from Adobe if you have an Enterprise account.
  • There is a size limit of 100 MB per envelope. If the total file size of the envelope exceeds that, it fails on sending.

Configure Signing Order and Signature Flow

Signing order and signature flow are two approaches for determining how Adobe processes the document for signing between recipients. Signing order allows you to determine the exact order that recipients receive the document to sign. Signature flow provides a more general approach for defining the recipient order and is only used in cases where the signing order hasn't been defined. We strongly recommend that you always use signing order because it is more reliable and offers more control over the recipient order.

Signing Order

To configure the default signing order for a document:

  1. Click Setup [Table Name] and then click the Actions tab.
  2. Edit the Create Adobe Sign Envelope action. Adobe Sign must be integrated into the table for this action to appear. By default, Adobe Sign is integrated in the Contracts table. For information on integrating Adobe Sign into other tables, see see Adobe Sign Setup.
  3. Click the Recipients tab.
  4. Define the total number of recipients, as well as each recipient's signing order, role, field in the record that defines the signer, and optional message.

    The maximum number of recipients is 9, and recipients can have one of the following roles. Delegate roles are available for Enterprise accounts only, and in order to use them, you must log in to Adobe Sign as an administrator, go to Account > Account Settings > Send Settings > Allowed Recipient Roles, and select the "Allow senders to mark some recipients as delegators" checkbox.

    • Signer: Recipient receives the document for signing.
    • Approver: Recipient receives the document for approval but is not required to sign it.
    • Delegate to Approver: Recipient receives the document and can review it, but they cannot otherwise interact with it. They must delegate it to another individual for approval by manually entering the approver's email address. The approver to which they delegate cannot be a party to the current envelope in any role.
    • Delegate to Signer: Recipient receives the document and can review it, but they cannot otherwise interact with it. They must delegate it to another individual for signing by manually entering the signer's email address. The signer to which they delegate cannot be a party to the current envelope in any role.

    You can also set a recipient's signing order if you add a recipient when you create an envelope. For more information on creating envelopes, see Create Adobe Sign Envelopes.

  5. Click Save.

Signature Flow

We strongly recommend that you always use signing order because it is more reliable and offers more control over the recipient order. However, if you need to use Signature Flow, use the steps below to configure the default signature flow for a document.

You can also set the signature flow when you create an envelope. For more information on creating envelopes, see Create Adobe Sign Envelopes.

  1. Click Setup [Table Name] and then click the Actions tab.
  2. Edit the Create Adobe Sign Envelope action. Adobe Sign must be integrated into the table for this action to appear. By default, Adobe Sign is integrated in the Contracts table. For information on integrating Adobe Sign into other tables, see see Adobe Sign Setup.
  3. On the Adobe Sign Action tab, use the Signature Flow field to choose a signature flow option. If a signing order has been defined, any choice here is ignored.

    These options are available:
    • Sequential: Follows the signing order defined in the recipient list.
    • Sender signs only/last/first/not required: Forces the sender to sign in a different order from the recipients. To use these options, you must add the sender as a recipient in the expected location.
    • Parallel: Sends the document for signing simultaneously to both the sender and recipients.

  4. Click Save.

Create Adobe Sign Envelopes

Documents used with Adobe Sign are sent using envelopes. An envelope acts as a container that holds the document, recipient information, signing order, and other processing details. You can create new envelopes in the Adobe Sign Envelopes table or, more typically, in another table where Adobe Sign has been integrated. For instance, the Contracts table in the out-of-the-box knowledgebase has a Signature tab with a Create Adobe Sign Envelope action button.

To create an Adobe Sign envelope from a table with Adobe Sign integration:

  1. Open a record and go to the Signature tab.
  2. If the table has fields for selecting the documents to be signed and the recipients, populate them with the desired files and people.
  3. Click Create Adobe Sign Envelope.
  4. Enter an email subject.
  5. Optionally, add comma-separated email addresses to the Additional Email field to CC additional users. Any email addresses included in this way receive a copy of the document when the envelope is sent, as well as a copy of the completed document when all signatures have been received.
  6. If you didn't define the documents and recipients in step 1, add them using the fields in the envelope. Users do not have to be added as an Adobe Sign user before they can sign envelopes.

    By default, users are automatically authenticated from within the document. When you add a recipient, you can use the Authentication Method field to instead use a single sign-on method, a password, or have no form of authentication.

  7. Choose a reminder frequency. This determines how often the recipient is reminded until they sign the document.
  8. Set an envelope deadline. After the deadline is reached, the envelope expires and the documents can no longer be signed.
  9. Click Preview/Send to preview the documents before you send them, or simply click Send.

Signing Process

The first recipient specified in the signing order or signature flow receives a notification by email that contains the document to be signed.

Adobe Sign automatically adds signature blocks to the document so that the recipient can insert their signature. Recipients do not need to have an Adobe Sign account to use their email address to sign the document. For more information, see Sign a Document with Adobe Sign on the Adobe website.

Recipients and senders are notified by email during the signing process. Recipients receive a second notification after they sign a document. The sender receives a notification when a document is sent for signing, when a recipient signs a document, and when all recipients have signed a document.

Tracking the Signing Process

To track the progress of a document and manage the audit trail, open the record in the Adobe Sign Envelopes table and click the History tab. The statuses of the envelope workflow are updated automatically by Adobe and maintained in the Adobe Sign Statuses table. For more information, see Adobe Sign Tables Overview.

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