Adobe Acrobat Sign Get Started guide

Define the recipients and the order in which they gain access to interact with the document.

• Configuring agreements with multiple signers is the same process as a single singer, just with more recipients. Add each and configure them as needed.
• Adding the same email in the agreement multiple times (eg; if someone has actions at different stages of the process) is allowed.
  

In the Recipients section, the very top switch asks you select the basic signature order:

• Complete in Order is selected (as shown above), a sequential signing process is observed from one signing step to the next and recipients are numbered to indicate the exact participation order
  • Hybrid signature flows start as a sequential (Complete in Order) workflow
• When Complete in Any Order is enabled, parallel signing can take place and recipients are not numbered to indicate that there is no specific participation order.

To the right of the signature order switch, you will see two links:

• Add Me – Click this link to include yourself as the next recipient in the participation order
• Add Recipient Group – Click this link to create a group of recipients where one needs to participate on behalf of the entire group. For example, create a group for the HR team, where only one person from HR actually needs to sign the agreement.

Each recipient is created with five elements:

A. Participation Order – When Complete in Order is selected the participation order provides a clear indication of when each recipient will interact with the agreement.

B. Role – How is the recipient best characterized?

C. Email address – This is the recipient’s identifying email address and is used for all email communication with the recipient, including the request to sign.

D. Authentication Methods – How should the recipient be vetted? Do you want to use second-factore authentication?

E. Private Message (optional) – The sender can supply individual instructions to each recipient which appear when the recipient is viewing the agreement.

The Show CC link under the recipient list exposes a field where you can carbon copy (CC) any email address that you want to view the agreement, without them having signing/approval authority. 

A “Hybrid” workflow is an instance of the sequential participation order where one or more of the steps includes two or more recipients gaining access to the document at the same time. All of the signers/approvers of the “parallel” step will need to complete their part before the sequential process moves to the next step.

Recipient Groups are useful when you need sign-off from a team or an organization, but not from a specific individual in that group. Any member in the group is authorized to sign or approve on behalf of the entire group. 

The Message section contains two fields that can dramatically improve your success.

The Agreement Name field allows you to enter any string that will identify the agreement.  This string will populate in the Subject line of the recipients’ email (highlighted in yellow below), and also as the name value on the Manage page. Providing a unique and meaningful agreement name will help your recipients identify your email more readily, and can improve your ability to search for the agreement if needed.

The Agreement Message is a plain text field where you can enter any instructions or comments that are warranted (highlighted in green below). This message appears on the Please Sign email sent to all recipients (unlike the Private Message which only appears for the recipient it is configured for).

Message Templates

Enterprise-level customers will have access to Message Templates that are configured by your Administrator. Message templates are directly tied to the Recipient’s Language feature in the Options sections, so when you select “Spanish” from the language drop-down, all of your Spanish templates will become available.  

The Options section allows you to better control the agreement after it has been sent:

• Password Protect - Require recipients to enter a password to open and view the signed PDF file.  This password is defined by the sender and would be communicated out of band. Acrobat Sign does not record this password, so don’t forget it!
• Completion Deadline - Set the number of days after which the agreement expires and can no longer be completed.
• Set Reminder - Set the frequency (daily or weekly) of reminders to be sent until the agreement is completed. Only the current recipients will be notified.
• Recipients' Language - Select the language to be used in emails sent to recipients and during the signing experience.
  • This setting also defines the visible Message Templates if your account is configured to use them.

The File section is where you attach the documents to the transaction.

Acrobat  Sign will combine all documents into one inclusive PDF agreement for the signature process, and will build that PDF based on the order that the documents are listed. Documents can be rearranged by clicking and dragging one document to a new list location.

Files can be attached from the Acrobat Sign library, Google docs, Box.net, Dropbox, OneDrive, uploaded from your local system using file search, or you can drag and drop a file into the Files box.

File types allowed are: Word, Excel, PowerPoint,  PDF, JPG, GIF, TIF, PNG, BMP, TXT, RTF, HTML

Preview & Add Signature Fields

Just under the Files list you will see the Preview & Add Signature Fields check box.  This option allows you to open the documents that you upload and place form fields as needed on them. 

You should place at least the signature fields, but there are many other fields you can use to build complex forms if you like.

Sending a document to just one recipient is one of the most common agreement workflows and a great way to learn the basic process. All you need is:

• The recipient’s email address
  • This email must be different than the email you log in with (you cannot send to yourself)
• A document or file that you want signed

Sending to multiple recipients

Sending an agreement to multiple recipients follows the exact same steps with two notable differences:

• You have to include each recipient in their own line of the Recipients section, in the order you want them to sign.
• When placing fields, you have to declare which recipient should have access to that field by double-clicking the field and setting the Recipient value.

1. An email is delivered to the recipient’s email box.

○ The subject line will start with: Signature requested on {The document name}

2. The agreement is opened by clicking the Review and sign button

3. The Agreement opens in a new browser window

Other options on the page include:

A. Options – This list includes the options the recipient has based on their role

○ Read Agreeement - Opens the agreement in a view only format

○ Delegate signing to another– The option allows the recipient to delegate their authority to another individual. For example – a colleague or a manager

○ Decline to sign – This action terminates the agreement

○ Print, sign and upload -Allows the signer to convert the workflow from an electronic signature to a physical signature. The signer then uploads the signed document.

○ Clear document data – This options will clear all field contents

○ View history - Opens the current aaudit report for view 

○ Download PDF - Downloads the current version of the agreement in PDF format

B. Message – The speech bubble icon will pop-up the messages again

C. Required Field Counter – This counter shows the number of required fields on the document that still haven’t been filled. Clicking this field will navigate the signer through the required (not optional) fields available to them

D. Next Field Tab -  This yellow arrow can help find the next fields if you are scrolling through a large document.  This tab will cycle all fields, not just the required ones.

This document only has one signature field, and it is required (as noted by the red asterisk). For documents with multiple fillable fields, you can tab through them.

4. To apply a signature, double-click the field to open the signature panel.

5. Type your name into the top field of the signature panel.

Finalizing your signature can be done in one of four ways:

○ Typeset font (default) – Acrobat Sign will apply a script-like font to the name you enter.

○ Physically drawn – Using a mouse, stylus, or any other pointer device, physically draw your signature. Using your finger on a tablet provides an excellent result.

○ Image – If you have a stamp image of your signature, you can upload it.

○ Mobile - The Mobile option allows you to cast the signature panel from your desktop to a mobile device, permitting an easier device to physically draw your signature on.

6. Click Apply to place your signature in the signature field and return you to the document.

7. Once all of the required fields are completed, click the Click to sign button at the bottom of the window (you can’t miss it).

To create a new report, navigate to the Reports page by clicking the Reports tab, then click on the Create a new report link.

The Create a New Report page displays:

Report Parameters

When setting up a report, multiple parameters can be set to customize the results. All of the parameters described below are available. 

Creation Date

The creation date is the time frame you want the report to encompass. This can be one of the four predetermined time frames (this week, last week, this month, last month) or enter a custom date range.

Users & Groups

This parameter lets you run the report on specific users or groups. One or more can be chosen for either, or you can run the report against all users in the account.

Documents & Workflows

Specific documents can be chosen to include in the report with this option. The documents listed in this field are the library documents used throughout the account. Individual, one-off documents will not be listed here. 

Document Name

This parameter is used to include or exclude documents that contain or do not contain a given variable. You can choose to include or not include the string entered.

Send in Bulk

Enabling this parameter includes Send in Bulk agreements in the resulting report

Performance Goals

You can set thresholds for performance, using the Performance Goal view. The gauges reflecting performance are displayed in the resulting report.

Benchmark

By default, the benchmark parameter is disabled for reports. Click the report settings link to enable it.

Benchmarking provides an expanded method for keeping track of agreement progress and signing rates. 

Graph Agreements By

Each enabled option (by Date, Sender, Group, Form, Workflow, and Signature Type) provide a different type of graph on the report.

Et Cetera

The parameters in this section are for altering the graphics on the resulting report. Changing these from the default parameters can speed up the report process.

Once you click the Run Report button, the report will be generated based on your parameters. There are multiple actions you can take with your report.

Update Report with Current Data

Clicking this link is similar to refreshing the page. The new report will include recent transactions and activity.

Save Report

Saving the report allows you to run this report again in the future.

Share Report

Sharing allows you to send the report results to someone else. You just need to enter their email address and a message.

Schedule Report

Setting a schedule for this report will run it with the same parameters at the frequency you define.

Export Report Data

Clicking this link will prompt you to open or save a .CSV file. CSV files can be opened in Excel and all transaction information for the agreements in the report, will be categorized in the various columns.

Printer-Friendly Version

Clicking this link will open a printer-friendly version of the report.

Accessing the Authoring environment is done by:

• Sending a new document and enabling the Preview & Add Signature Fields option on the Send page

• Editing a Draft document on the Manage page

• Creating a new template or web form from the Home page

• Editing an existing library document or web form from the Manage page

○ You can only edit the templates you have uploaded. In the below image you can see that the second template is shared by another user, and thus not editable.

Once the Authoring environment is launched, take a moment to identify the five key areas:

A. Form Field Template—This option only displays if you have created at least one form field library template.

B. Field Layout and Alignment—This displays the form field size/alignment toolbar

C. Select Recipient (Role)—This drop-down lists the recipients for the agreement

D. Form Field Tabs—You can select fields from these tabs to add to your document

E. Back / Reset / Save Template / Save Progress:

►Back - The Back button allows the user to navigate back to the Send page to edit the name and message of the agreement, the email addresses of the recipients, and the files attached to the agreement

► Reset removes all modifications made to the template since it was loaded or last saved

►Save as template  - When checked, the template is saved as a discrete library object once the agreement is sent.  Upon clicking Send, the user is prompted to provide a name for the new template

►Save Progress - Clicking this link will save the current state of the template

Form Field Template

If you’ve created a form field template for your document, you can select and apply that template using this set of tools.

The drop-down lists the form field templates that are available and you can choose which page to start the template on.  Multiple templates can be applied.

Field Layout and Alignment

This menu option displays the tools for aligning and resizing fields relative to one another. You can control-click on multiple fields, or hold down the shift key and select an area with your mouse, to adjust them as a group.

The six icons on the left will align the fields to the top, horizontal midline, bottom, left, vertical midline, and right (as viewed from left to right). 

The next three icons will snap all fields to the same width, height, or both. 

Alignment and sizing are based on the first field you select.

Select Recipient (Role)

Arguably the most important element of form building is associating the various recipients with the fields they need to populate. By selecting the recipient from the Recipients list first, any subsequent field you place on the form will be automatically related to that recipient. Change the recipient, and any new fields placed will be related to that new recipient.

Once a field is on a document, you can modify the recipient the field is assigned to by double-clicking the field to open the field menu, and then changing the Recipient drop down.

Form field menus

All of the fields available in Acrobat Sign can be found in the menus on the right rail of the window. These fields are categorized by use and field type, and most can be manipulated to the height and width demanded by your form.

Save as template

After you have added the new form fields to your agreement, you can save a copy to your library before you send the agreement out for signatures.

Click the Save as template checkbox on the bottom right side of the authoring window before you click the Send button, to add the modified agreement to your library.

First, the document will be saved to your library.

Then your agreement will be sent for signature.

Zoom, Reset and Save/Send

The remaining options allow you to zoom in and out of your document, reset or delete all of the fields you’ve placed, or save/send the document in its current state.

Save as template will save the form as a new library template once the agreement is sent. The sender will get the option to name the template once the Send button is selected.

As a best practice, you should save progress often. However, if you navigate away from the authoring environment, the document is automatically saved. You can access it later from the Manage page in the Draft section.

1. Click the Home tab. Then click Create a reusable template

The Create a Library Template page displays.

2. In the Template Name field, enter a name for your template. This can be changed at a later time if necessary.

3. Click the Browse button to navigate to the file on your local system to be used to create your reusable template. If you are creating a reusable document, this file and its content will be used. If you are creating a reusable form field layer, the content of the file will not be included in the template.

4. Select the appropriate Template Option, either Create as reusable document, Create as a reusable form field layer, or both.

5. Select the appropriate permissions option for sharing the template.

6. Click the Preview or Add Fields button. The Authoring experience displays. 

7. Place the required fields that are for the intended participants by dragging them from the form fields tabs and dropping them onto the document

8. When you're done adding fields, click the Save button

The template will now display under the Templates section of your Manage page. If you have shared the template with users in your group or in your organization by granting permission, the template now also displays in the Templates section of their Manage pages, and they can use it to send as often as they like. 

Depending on your business requirements, multiple recipients may need to act on an agreement. For example, you may need two people to sign an agreement and another to approve it or delegate it to an additional signer. When sending to multiple recipients, you also have additional options for how the agreement should be routed: sequentially, in parallel, or using hybrid routing. 

This process is exactly as it’s named. This is used for situations where only you need to sign a document and send it to one or more people. For example, you might need to send a signed W-9 or non-disclosure agreement or both to one or more people. You can send the signed document to yourself as long as you don’t use the same email address as you used to login. This is because a copy of the signed document is saved, and you can access it through the Manage tab. Note that the “Fill & Sign” function is found only on the Home page.

1. Click Fill and sign a document on the Home page. 

3. Enter an Agreement Name

4. Drag and drop the file that you want to sign, or click the Add files link and find/attach the document from your local system or networked drive

5. Click Next.

6. The Fill & Sign page loads.

                Place any content (Text, checks, signatures) as needed.

7. When finished, click Done

8. The post-sign page displays with options to send the document, download a copy, view the document on the Manage page, or sign another document

This Send in Bulk process allows you to send a document to hundreds of individuals at once. Each signer signs their own copy of the document and these individual agreements are returned to you. This process can be used to collect NDAs, HR documents, or permission slips. The link to Send in Bulk can be found on the Home page.

Send in Bulk recipients can be entered by either adding the email addresses to the “To:” field or by uploading a Comma Separated Value (.CSV) file with the recipient’s information included. The .CSV process allows you to prefill data for each signer, thus giving you the opportunity to customize the field information for each person. For example, you can customize the message in the “Please sign…” emails sent to each signer.

Web forms are hosted documents that can be signed by anyone who has access to them. They are ideal for sign-up sheets, waivers, or any document you need many people to access and sign online.

Web forms can be generated in two different forms, as JavaScript or a URL. The JavaScript option provides the code needed to embed the web form into your website. The URL option provides a web address hosted by Acrobat Sign that senders can use to get the document signed. The link to Create web forms can be found on the Home page.

While the web form signing experience is the same as a regular transaction through Acrobat Sign, web forms can only be signed by one signer and counter-signed by anyone you designate. 

Use the intuitive dashboard in Acrobat Sign Manager to access your documents from your mobile device for sending and signing agreements. The new dashboard works well with iOS 9 and iPad Pro. The improved Send experience simplifies the way you send documents for signature. 

Download the App here.

Acrobat Sign Manager for Android Is localized into 19 languages to match Acrobat Mobile.

Download the app here.