Administering Adobe Acrobat AI Assistant for enterprises

Adobe's AI Assistant for enterprises extends generative AI features to Acrobat on the web, mobile, and desktop platforms. It provides centralized license management and enterprise-level technical support for adequate user support at scale.

The article explains the following deployment aspects:

• Prerequisites
• License deployment
• Identity management
• Enterprise access management
• User and license management
• Storage and services management
• Data handling and security
• Frequently asked questions

Prerequisites

Before deploying, ensure the following requirements are met:

• Update Acrobat. Ensure Acrobat is up-to-date by following instructions in the Release Notes for Acrobat. Refer to the supported deployment mechanisms here.
  
• Enable new experience. 
  • Administrators: Enable the new experience for the end users using the registry key mentioned in the Acrobat Enterprise Toolkit (ETK).
  • Users: Choose the hamburger menu (Windows) or View (macOS), then select Enable new Acrobat. For details, see how to enable the new experience.
    
• PDF services for user profiles. 
  • Acrobat desktop and mobile: You don't need to turn on PDF services in the Admin Console to use AI Assistant for Acrobat.
  • Acrobat online: PDF services must be turned on for the product profile assigned to users. For details, see how to turn on or turn off PDF services.

• Set the application language to English. Refer to the instructions to set the application language to English.

License deployment

You can manage AI Assistant for Acrobat continuous deployment through the Adobe Admin Console. As an admin, you must add users to the Admin Console using one of the methods described in Adobe Admin Console users, including the bulk upload methods. You can choose to either select the users to assign or create product profiles and assign users to the profiles. For more information, see Packaging apps via the Admin Console. Once you assign AI Assistant for Acrobat, the users must restart Acrobat to see AI Assistant.

Identity management

Adobe utilizes an identity management system for user authentication and authorization. Set up identities for named licensing or service provision, with three types available, each using an email as the username:

• Federated ID: Linked to the enterprise directory through federation, managed by the organization, with credentials and Single Sign-On via a SAML2 Identity Provider (IdP).
  
• Enterprise ID: Managed by the organization and hosted by Adobe, with authentication performed by Adobe.
  
• Business ID: Managed by the organization. The organization retains exclusive rights to create and manage the user accounts.
• Adobe ID: Managed by the end user, with authentication performed by Adobe.
  

For accounts managed by the organization, users require a Federated ID or an Enterprise ID to access the AI Assistant. For more information, see Managing Adobe profiles.

Enterprise access management

IT Admins have controls to regulate user access to generative AI technology. Access to the AI Assistant is managed by setting assignment rules in the Admin Console, similar to Acrobat Pro and Standard licenses. Each license allows assignment to one user. Learn more about Product Assignments.

Automatic provisioning

System administrators can automatically provision products to eligible users using predefined rules. To configure automatic assignment rules, sign in to the Adobe Admin Console, then navigate to Products > Products access automation > Automatic assignment rules. Learn more about managing automatic assignment rules.

User and license management

Product Profiles connect licenses to individual users. To assign licenses, add users to a Product Profile, where each user can belong to multiple profiles granting different licenses. The total licenses accessible to a user are the combined licenses from all their profiles.

When a user is added to a Product Profile, a license is consumed. For instance, if a user belongs to two profiles, each assigning an Acrobat Pro license, two licenses are used. To optimize license usage, organize Product Profiles carefully based on user needs.

Assigning AI Assistant license to Acrobat Reader

Administrators can configure Acrobat Reader to allow users to sign in using their Enterprise credentials. By signing in with an Enterprise ID, users can access their assigned AI Assistant license. Users must be added to the Admin Console to enable sign-in capabilities. Administrators with an ID associated with the organization, such as an Enterprise or Federated ID, also have the option to enable automatic account creation from an existing directory, granting users access to a federated account ID. Learn more.

To activate AI Assistant features for users not signed in, update the registry key as mentioned here.

Assigning AI Assistant license through Creative Cloud All Apps license

Acrobat Pro is part of Creative Cloud All Apps licenses. Users with Acrobat entitlement from Creative Cloud All Apps can use AI Assistant in Acrobat once they have a license.

Storage and services management

When you assign a user to a Product Profile with storage and services, you can turn specific services on or off to control access. The AI Assistant doesn’t need PDF Services activated in the Admin Console. To turn off AI Assistant for Acrobat for a user, remove the user from the profile.

Adobe encrypts and stores PDF content, user queries, and responses in a cache for 12 hours to enhance generative AI feature performance when using AI Assistant for Acrobat. All content is automatically deleted after 12 hours.

When using the Acrobat generative AI features, Adobe handles data as follows:

Data storage and deletion. Except for chat history, Adobe encrypts and stores PDF content, user queries, and responses in a cache for 12 hours for optimal functioning. Chat history is stored locally on desktop and mobile, while it's saved in Adobe's cloud storage for web users. To learn more about chat history, see Content usage and handling practices.

Flagged content. Content flagged as harmful, illegal, or offensive is stored for 30 days unless legal reasons necessitate longer storage per Adobe's Privacy Policy. You can request early deletion through the form available on the Adobe Privacy Policy page.

Feedback Mechanism. Enterprises with an enabled in-app feedback feature can provide feedback using like or dislike buttons within the AI Assistant.

Enterprises can consent to Adobe using their documents and data to enhance products. If consented, Adobe keeps session data, including PDFs, prompts, and responses, for 30 days in a secure location for product improvement. Access is limited to a select group of Adobe employees who improve the AI service using this data, which is deleted after 30 days or sooner upon request via the Adobe Privacy Policy form.

Aside from retained chat history and user-reported content, Adobe automatically removes uploaded documents, prompts, and responses from its cloud storage after 12 hours.

Data handling and security

Adobe ensures robust data handling and security measures in its Acrobat AI Assistant. All features, including third-party LLM integrations, adhere to Adobe's responsible AI Ethics governance process based on accountability, responsibility, and transparency principles. For more information, visit our blog.

For specifics on functionality, data handling, storage, processing, data flow, and encryption, consult our Security factsheet.

Frequently asked questions

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