Configure a new sending workflow

The Workflow Designer opens and the Workflow Info panel displays:

In the Workflow Info page, enter the following information:

• Workflow Name—Enter a name for your workflow. This name displays in the Workflow Designer banner, in the Use a Workflow drop-down on the Home page, and at the top of the Send page when the workflow is used to send an agreement. 
• Instructions for the Sender—Enter instructions for using the workflow. These instructions display on the top of the Send page when the workflow is used to send an agreement. 

• Who can use this workflow—Specify who can use the workflow. The options are:
  
  • Only me - The workflow is only available for use to the creator of the workflow.
    
    • "Only me" is available only when access to custom workflows is granted to all users.
    • Users that have access to multiple groups have the option to select which group the workflow is made available to.
      
  • Selected Group - A dropdown field that displays all groups the creator has access to.
    
    • When Users in Multiple Groups is enabled for the account, users can create workflows for any group they are a member of.
    • Workflows can only be associated with one group. The group selector on the Send page is suppressed.
      • If multiple groups require access to the workflow, complete the workflow testing, then clone a copy of the workflow for each group that needs access.
        
    • When a group is selected, any user that is a member of that group has access to use the workflow.
      
      • If custom workflow access is granted to all users, other users will have the option to clone the agreement and create their own version of the workflow.
        
    • Group-level administrators have the authority to edit any workflow shared with a group where they have administrative authority. (Account-level admins also have the authority to edit group-shared workflows as they have authority over all groups.)
      
  • Any user in my organisation - Any user in the Acrobat Sign account can use the workflow.
    • Account-level workflows can be sent from any group the sender is a member of.
    • Account-level administrators can edit any workflow shared at the organisation level.
      

Below is an example of Workflow Info: 

Click Agreement Info in the left rail.

Define the agreement information that should populate on the Send page:

• Agreement Name—Enter the name of the agreement. This name displays on the Send page when the workflow is used to send an agreement and in the “Please sign/Please approve” email heading.
  
• Message—Enter a message for the recipients. This message displays on the Send page when the workflow is used to send an agreement.
  
• Cc—If needed, enter the email addresses for cc'd parties. Email addresses must be separated by either a comma or semicolon
  • Minimum—Specify the minimum number of email addresses that can be included for cc.
  • Maximum— Specify the maximum number of email addresses that can be included for cc.
  • Editable—Enable this option to allow senders to edit the workflow cc addresses on the Send page.
• Recipient’s Language—The Sender can use this to specify the language for the recipient.  This setting defines whether or not the language selector displays on the Send page and if so, what default language should display.
  • If Do not show language selector is chosen, then the default recipient language defined at the account/group level is used.
• Send Options
  • Set password to open downloaded PDF—Enable this option to allow the sender to specify a password for a downloaded PDF.
    
    • Required—Enable this option to always require a password for the downloaded PDF. If this option is set, senders cannot disable it on the Send page and must provide a password.
  • Completion deadline—Enable this option to allow for the specification of a completion deadline on the Send page.
    • days to complete the agreement—Select the default number days the recipient(s) have to complete the signing process. The number of days specified is always editable on the Send page.
  • Allow authoring of documents prior to sending—Enable this option to allow senders to modify document form fields in the authoring environment using the Preview & Add Signature Fields option on the Send page.
    • Enable authoring by default—Enable this option to automatically enable the Preview & Add Signature Fields option on the Send page.

Below is an example of Agreement Info:

Click Recipients in the left rail to access the Recipients Routing section

In the Recipients Routing section, you can specify the recipients and the routing order per your requirements. You can build very complex workflows with serial, parallel, hybrid, or nested hybrid routing.  The following instructions highlight the functionality available for Recipient Routings.

• To add another recipient before or after an existing recipient:
  • Click the add icon .
  • Select the role you want to use (all roles enabled for the account will be available).

• To specify a parallel branch, click the add icon above a recipient and select Parallel Branches. 

• To delete a recipient, cursor over the recipient bubble, and select the delete icon .

• To customize a recipient, cursor over the bubble and select the edit icon .

When editing a Recipient, you can configure the following:

• Recipient Label— Customize the label for the recipient. For example, change the default Recipient label to Buyer. 
  • The labels for recipients must be unique within a workflow.
• Recipient—Enter the default email address of the recipient.
• Add Recipient Group - Select this button to add a reusable recipient group from the list of recipient groups available to you.
• Mark as recipient group - When checked, a recipient group is created from the email addresses listed in the Recipient field instead of a standard recipient email record. The recipient group can be left empty or populated with one or more email addresses from the Email field (comma delimited).
• This recipient is the sender - When checked, the sender will be inserted as the recipient.
• Required—Enable this option if a signature from the recipient is required.
  
• Editable—Enable this option to allow the sender to update the email address for this recipient on the Send page.
• Add Private Message—Select this option to provide a private message for the recipient. Private messages are inserted into the recipient's email (in addition to the global message) and on the e-signing page.
• Role—Update the recipient’s role (Signer, Approver, Form Filler, ect.).
• Authentication —Select what type of identity verification is required for the signer. Only the options that have been enabled are visible.
  
  • Single-factor authentications: None (Email), Acrobat Sign, Email OTP.
  • Two-factor authentications: Phone, KBA, Password, and Government ID.

Be sure to click Save to save any recipient configurations made.

Below is an example of Recipients information and a routing where the labels for both signers (Buyer and Sales Director) and for the approver (VP Sales) have been customized. 

Click Emails in the left rail to move to the Emails section.

• In the Emails section, you can control which emails are sent during the signature/approval process based on various events. 
• For example, you can specify that notification emails be sent to recipients and CCs when an agreement is canceled. 

Check the boxes for the events you want to trigger email notification and Save the configuration.

Click Documents on the left rail to move to the Documents section.

In the Documents section you can configure the following

• Document Title—Enter a title for the document. This title displays in the Documents area of the Send page.
  
• Files—Click the Add File icon  to attach a document from your Acrobat Sign Template library. This document is automatically attached when you send using this workflow
  • If no file is selected, the workflow allows the sender to provide a file when sending the agreement
  • If a document is flagged as Required, then it will be attached automatically to the agreement when the workflow is initiated
  • Delete File – If you attach the wrong file, you can click the delete icon (X) next to the file name to remove it
• Document Name—Enter a meaningful name that identifies the document for the sender. The name of the uploaded library document is defaulted but can be overwritten
• Required—Specifies whether the document is required
• Add Document—Click the Add Document button to add rows for additional documents
  •  Document titles must be unique values
• Delete Row—Click the delete row icon (X) to delete the entire row

Below is an example of a configured Documents section:

Click Sender Input Fields on the left rail to access the Sender Input Fields section.

These input fields are mapped to form fields defined in the documents that are attached (either as part of the workflow design, or as a sender uploaded file).

The sender can use these fields to prefill content prior to sending the agreement to the recipient.

In the Sender Input Fields panel, click Add Field

Then for each row added, you can configure the following:

• Field Title—Enter a title for the field. This value will display on the Send page for the sender to reference
• Document Field Name—Enter the field name for a field on the attached library document
  • The field name entered here must match the form field name in the document
• Default Value—Enter a default value, if any.
• Required—Enable this option if a value for this field must be entered before the agreement is sent
• Editable— Enable this option to allow the sender of the agreement to modify default value
• Click the delete row icon (X) to delete the entire row

Below is an example of Sender Input Fields: