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Group Administrator Permissions

 

Adobe Acrobat Sign Guide

What's New

  1. Pre-Release Notes
  2. Release Notes
  3. Important Notifications

Get Started

  1. Quick start guide for administrators
  2. Quick start guide for users
  3. For Developers
  4. Video tutorial library
  5. FAQ

Administer

  1. Admin Console Overview
  2. User Management
    1. Adding users
      1. Add a User
      2. Add Users in Bulk
      3. Add Users from your Directory
      4. Add Users from MS Azure Active Directory
    2. Create function-focused users
      1. Technical accounts - API driven
      2. Service accounts - Manually driven
    3. Check for users with provisioning errors
    4. Change Name/Email Address
    5. Edit a user's group membership
    6. Edit a user's group membership through the group interface
    7. Promote a user to an admin role
    8. User Identity Types and SSO
    9. Switch User Identity
    10. Authenticate Users with MS Azure
    11. Authenticate Users with Google Federation
    12. Product Profiles
    13. Login Experience 
  3. Account/Group Settings
    1. Settings Overview
    2. Global Settings
      1. Account tier and ID
      2. New Recipient Experience
      3. Self Signing Workflows
      4. Send in Bulk
      5. Web Forms
      6. Custom Send Workflows
      7. Power Automate Workflows
      8. Library Documents
      9. Collect form data with agreements
      10. Limited Document Visibility
      11. Attach a PDF copy of the signed agreement 
      12. Include a link in the email
      13. Include an image in the email
      14. Files attached to email will be named as
      15. Attach audit reports to documents
      16. Merge multiple documents into one
      17. Download individual documents
      18. Upload a signed document
      19. Delegation for users in my account
      20. Allow external recipients to delegate
      21. Authority to sign
      22. Authority to send
      23. Power to add Electronic Seals
      24. Set a default time zone
      25. Set a default date format
      26. Users in Multiple Groups (UMG)
        1. Upgrade to use UMG
      27. Group Administrator Permissions
      28. Replace recipient
      29. Audit Report
        1. Overview
        2. Allow unauthenticated access on the transaction verification page
        3. Include reminders
        4. Include view events
        5. Include agreement page/attachment count
      30. In Product Messaging and Guidance
      31. Accessible PDFs
      32. New authoring experience
      33. Healthcare customer
    3. Account Setup
      1. Add logo
      2. Customize company Hostname/URL    
      3. Add company name
      4. Post agreement URL redirect
    4. Signature Preferences
      1. Well formatted signatures
      2. Allow recipients to sign by
      3. Signers can change their name
      4. Allow recipients to use their saved signature
      5. Custom Terms of Use and Consumer Disclosure
      6. Navigate recipients through form fields
      7. Decline to sign
      8. Allow Stamps workflows
      9. Require signers to provide their Title or Company
      10. Allow signers to print and place a written signature
      11. Show messages when e-signing
      12. Require signers to use a mobile device to create their signature
      13. Request IP address from signers
      14. Exclude company name and title from participation stamps
    5. Digital Signatures
      1. Overview
      2. Download and sign with Acrobat
      3. Sign with Cloud Signatures
      4. Include metadata for Identity Providers
      5. Restricted Cloud Signatures Providers
    6. Electronic Seals
    7. Digital Identity
      1. Digital Identity Gateway
      2. Identity Check policy
    8. Report Settings
      1. New report experience
      2. Classic report settings
    9. Security Settings
      1. Single Sign-on settings
      2. Remember-me settings
      3. Login password policy
      4. Login password strength
      5. Web session duration
      6. PDF encryption type
      7. API
      8. User and group info access
      9. Allowed IP Ranges
      10. Account Sharing
      11. Account sharing permissions
      12. Agreement sharing controls
      13. Signer identity verification
      14. Agreement signing password
      15. Document password strength
      16. Block signers by Geolocation
      17. Phone Authentication
      18. Knowledge-Based Authentication (KBA)
      19. Allow page extraction
      20. Document link expiration
      21. Upload a client certificate for webhooks/callbacks
      22. Timestamp
    10. Send settings
      1. Show Send page after login
      2. Require recipient name when sending
      3. Lock name values for known users
      4. Allowed recipient roles
      5. Allow e-Witnesses
      6. Recipient groups
      7. Required fields
      8. Attaching documents
      9. Field flattening
      10. Modify Agreements
      11. Agreement name
      12. Languages
      13. Private messages
      14. Allowed signature types
      15. Reminders
      16. Signed document password protection
      17. Send Agreement Notification through
      18. Signer identification options
        1. Overview
        2. Signing password
        3. One-Time Password via Email
        4. Acrobat Sign authentication
        5. Phone authentication
        6. Cloud-based digital signature
        7. Knowledge-based authentication
        8. Government ID
        9. Signer Identity reports
      19. Content Protection
      20. Enable Notarize transactions
      21. Document Expiration
      22. Preview, position signatures, and add fields
      23. Signing order
      24. Liquid mode
      25. Custom workflow controls
      26. Upload options for the e-sign page
      27. Post-sign confirmation URL redirect
    11. Message Templates
    12. Bio-Pharma Settings
      1. Overview
      2. Enforce identity authentication
      3. Signing reasons
    13. Workflow Integration
    14. Notarization Settings
    15. Payments Integration
    16. Signer Messaging
    17. SAML Settings
      1. SAML Configuration
      2. Install Microsoft Active Directory Federation Service
      3. Install Okta
      4. Install OneLogin
      5. Install Oracle Identity Federation
    18. Data Governance
    19. Time Stamp Settings
    20. External Archive
    21. Account Languages
    22. Email Settings
      1. Email header/footer images
      2. Permit individual user email footers
      3. Customize the Signature Requested email
      4. Customize the To and CC fields
      5. Enable Linkless Notifications
      6. Customize email templates
    23. Migrating from echosign.com to adobesign.com
    24. Configure Options for Recipients
  4. Guidance for regulatory requirements
    1. Accessibility
      1. Accessibility Compliance
      2. Create accessible forms with Acrobat desktop
      3. Create accessible AcroForms
    2. HIPAA
    3. GDPR
      1. GDPR Overview
      2. Redact a user
      3. Redact a user's agreements    
    4. 21 CFR part 11 and EudraLex Annex 11
      1. 21 CRF part 11 validation pack
      2. 21 CFR and EudraLex Annex 11 handbook
      3. Analysis of shared responsibilities
    5. Healthcare customers
    6. IVES support
    7. "Vaulting" agreements
    8. EU/UK considerations
      1. EU/UK Cross-border transactions and eIDAS
      2. HMLR requirements for deeds signed electronically
      3. The impact of Brexit on e-signature laws in the UK
  5. Download Agreements in Bulk
  6. Claim your domain 
  7. Report Abuse links

Send, Sign, and Manage Agreements

  1. Recipient Options
    1. Cancel an email reminder
    2. Options on the e-signing page
      1. Overview of the e-sign page
      2. Open to read the agreement without fields
      3. Decline to sign an agreement
      4. Delegate signing authority
      5. Restart the agreement
      6. Download a PDF of the agreement
      7. View the agreement history
      8. View the agreement messages
      9. Convert from an electronic to a written signature
      10. Convert from a written to an electronic signature 
      11. Navigate the form fields
      12. Clear the data from the form fields
      13. E-sign page magnification and navigation
      14. Change the language used in the agreement tools and information
      15. Review the Legal Notices
      16. Adjust Acrobat Sign Cookie Preferences
  2. Send Agreements  
    1. Send page overview
    2. Send an agreement only to yourself
    3. Send an agreement to others
    4. Written Signatures
    5. Recipient signing order
    6. Send in Bulk
      1. Overview of the Send in Bulk feature
      2. Send in Bulk - Configure a parent template
      3. Send in Bulk - Configure the CSV file
      4. Cancel a Send in Bulk transaction
      5. Add reminders to Send in Bulk
      6. Reporting for Send in Bulk
  3. Authoring fields into documents
    1. In-app authoring environment
      1. Automatic field detection
      2. Drag and drop fields using the authoring environment
      3. Assign form fields to recipients
      4. The Prefill role
      5. Apply fields with a reusable field template
      6. Transfer fields to a new library template
      7. Updated authoring environment when sending agreements
    2. Create forms with text tags
    3. Create forms using Acrobat (AcroForms)
      1. AcroForm creation
      2. Creating accessible PDFs
    4. Fields
      1. Field types
        1. Common field types
        2. In-line Images
        3. Stamp Images
      2. Field content appearance
      3. Field validations
      4. Masked fields values
      5. Setting show/hide conditions
      6. Calculated fields 
    5. Authoring FAQ
  4. Sign Agreements
    1. Sign agreements sent to you
    2. Fill & Sign
    3. Self-signing
  5. Manage Agreements
    1. Manage page overview
    2. Delegate agreements
    3. Replace Recipients
    4. Limit Document Visibility 
    5. Cancel an Agreement 
    6. Create new reminders
    7. Review reminders
    8. Cancel a reminder
    9. Access Power Automate flows
    10. More Actions...
      1. How search works
      2. View an agreement
      3. Create a template from an agreement
      4. Hide/Unhide agreements from view
      5. Upload a signed agreement
      6. Modify a sent agreement's files and fields
      7. Edit a recipient's authentication method
      8. Add or modify an expiration date
      9. Add a Note to the agreement
      10. Share an individual agreement
      11. Unshare an agreement
      12. Download an individual agreement
      13. Download the individual files of an agreement
      14. Download the Audit Report of an agreement
      15. Download the field content of an agreement
  6. Audit Report
  7. Reporting and Data exports
    1. Overview
    2. Grant users access to reporting
    3. Report charts
      1. Create a new report
      2. Agreement Reports
      3. Transaction Reports
      4. Settings Activity Report
      5. Edit a report
    4. Data Exports 
      1. Create a new data export
      2. Edit a data export
      3. Refresh the data export content
      4. Download the data export
    5. Rename a report/export
    6. Duplicate a report/export
    7. Schedule a report/export
    8. Delete a report/export
    9. Check Transaction Usage

Advanced Agreement Capabilities and Workflows

  1. Webforms 
    1. Create a web form
    2. Edit a web form
    3. Disable/Enable a web form
    4. Hide/Unhide a web form
    5. Find the URL or script code 
    6. Prefill web form fields with URL parameters
    7. Save a web form to complete later
    8. Resize a web form
  2. Reusable Templates (Library templates) 
    1. US Government forms in the Acrobat Sign library
    2. Create a library template
    3. Change a library template's name
    4. Change a library template's type
    5. Change a library template's permission level
    6. Copy, edit, and save a shared template
    7. Download the aggregate field data for a library template
  3. Transfer ownership of web forms and library templates
  4. Power Automate Workflows 
    1. Overview of the Power Automate integration and included entitlements
    2. Enable the Power Automate integration
    3. In-Context Actions on the Manage page
    4. Track Power Automate usage
    5. Create a new flow (Examples)
    6. Triggers used for flows
    7. Importing flows from outside Acrobat Sign
    8. Manage flows
    9. Edit flows
    10. Share flows
    11. Disable or Enable flows
    12. Delete flows
    13. Useful Templates
      1. Administrator only
        1. Save all completed documents to SharePoint
        2. Save all completed documents to OneDrive for Business
        3. Save all completed documents to Google Drive
        4. Save all completed documents to DropBox
        5. Save all completed documents to Box
      2. Agreement archival
        1. Save your completed documents to SharePoint
        2. Save your completed documents to One Drive for Business
        3. Save your completed documents to Google Drive
        4. Save your completed documents to DropBox
        5. Save your completed documents to Box
      3. Webform agreement archival
        1. Save completed web form documents to SharePoint Library
        2. Save completed web form documents to OneDrive for Business
        3. Save completed   documents to Google Drive
        4. Save completed web form documents to Box
      4. Agreement data extraction
        1. Extract form field data from your signed document and update Excel sheet
      5. Agreement notifications
        1. Send custom email notifications with your agreement contents and signed agreement
        2. Get your Adobe Acrobat Sign notifications in a Teams Channel
        3. Get your Adobe Acrobat Sign notifications in Slack
        4. Get your Adobe Acrobat Sign notifications in Webex
      6. Agreement generation
        1. Generate document from Power App form and Word template, send for signature
        2. Generate agreement from Word template in OneDrive, and get signature
        3. Generate agreement for selected Excel row, send for review and signature
  5. Custom Send workflows
    1. Custom Send Workflow Overview
    2. Creating a new Send Workflow
    3. Edit a Send Workflow
    4. Activate or Deactivate a Send Workflow
    5. Send an agreement with a Send Workflow
  6. Share users and agreements
    1. Share a user
    2. Share agreements

Integrate with other products

  1.  Acrobat Sign integrations overview 
  2. Acrobat Sign for Salesforce
  3. Acrobat Sign for Microsoft
    1. Acrobat Sign for Microsoft 365
    2. Acrobat Sign for Outlook
    3. Acrobat Sign for Word/PowerPoint
    4. Acrobat Sign for Teams
    5. Acrobat Sign for Microsoft PowerApps and Power Automate
    6. Acrobat Sign Connector for Microsoft Search
    7. Acrobat Sign for Microsoft Dynamics 
    8. Acrobat Sign for Microsoft SharePoint 
  4. Other Integrations
    1. Acrobat Sign for ServiceNow
    2. Acrobat Sign for HR ServiceNow
    3. Acrobat Sign for SAP SuccessFactors
    4. Acrobat Sign for Workday
    5. Acrobat Sign for NetSuite
    6. Acrobat Sign for VeevaVault
    7. Acrobat Sign for Coupa BSM Suite
  5. Partner managed integrations
  6. How to obtain an integration key

Acrobat Sign Developer

  1. REST APIs 
    1. Methods documentation
    2. SDK/Developer Guide
    3. API FAQ    
  2. Webhooks 
    1. Webhook overview
    2. Configure a new webhook
    3. View or edit a webhook
    4. Deactivate or reactivate a webhook
    5. Delete a webhook
    6. Two-way SSL certificates
    7. Webhooks in the API

Support and Troubleshooting

  1. Customer Support Resources 
  2. Enterprise Customer Success Resources 

Overview

The Group Administrator Permissions is a suite of five controls that grant or limit a group-level administrator's authority over users and group settings (within the Acrobat Sign environment). Because these controls directly enable group admin authority, they exist only at the account level and apply to all groups.

  • Group administrators can edit group settings - When enabled, the account-level administrator can designate which tabs in the settings menu the group-level admins have the authority to configure. Remember that group-level settings override the account settings, and the group-level settings define or grant access to users and agreements.
  • Group administrators can edit user profile information - When enabled, group-level administrators can edit any user's user profile.
  • Group administrators can edit user permissions - When enabled, the group administrator can elevate a non-privileged user to have group administrator authority.
  • Group administrators can add or remove users from a group by - This dropdown contains three options that control if the group-level admin can create new users in the account and assign them between groups.
  • Group admins can remove users from the account's default group - If enabled, the group-level administrator has the authority to remove users from the account's Default group, even if the admin does not have administrative authority in the Default group.

Best practices

The authority granted to group-level administrators will be highly dependent on the size of the account and the organizational demand for distributing user and group management. It's generally a good rule to disable any functionality you don't expect group admins to do regularly and adjust when needed.

Access to group settings can be handy when initially creating and configuring groups for specific work purposes. However, settings aren't prone to frequent changes, so removing this access after the initial setup should be considered. If some settings demand periodic adjustment, only enable the tabs containing those settings. Tabs referencing more global configurations (e.g., Digital Identity, Security Settings) should probably be locked down for Account level administration in most organizations. Not that is it possible to enable access to configure group-level settings and then lock access to the tab, preserving the edits.

The authority to edit a user's profile information is rarely needed but has relatively little risk. The decision for user profiles typically falls to a preference of having one admin do a task or sending a group email to the users and having them update their profiles.

The authority to elevate a user to group administrator access caries a non-trivial risk, as group-level administrators may have access to a broader range of potentially more sensitive information, such as the data fields from agreements sent by all users in their group which may contain personal identifiable information, credit card information, and so on. For most organizations, constraining the ability to elevate user authority is best left to account-level administrators.

Managing user access to groups aligns with what a group admin would be expected to do in most organizations. Little risk is presented, as the group admin can only add users to their group, and they cannot change the user's primary group (unless the user's primary group is also under the authority of the group admin).

Adding new users to the account is generally reserved for account-level administrators or automated processes (such as automatic provisioning through SSO authentication). There may be circumstances that require a group-level admin to undertake this task, but this level of authority should typically be removed when the job is completed.

Granting the authority to remove users from the Default group will depend on how the Default group is being used. Accounts that use the group as a holding area for new and inactivated users may find enabling this option removes significant friction from their group administrators when new users are onboarded. Accounts that use the Default group as a working group from which users are expected to send agreements will likely want to deny having users removed by group admins.

Configuration

Availability:

Group Administrator Permissions are available for enterprise license plans only.

Configuration scope:

The feature can be enabled at the account level only.

The controls for this feature can be assessed by navigating to Global Settings > Group Administrator Permissions

foo

When the Group administrators can edit group settings option is enabled, the account administrator can access individual settings pages to become editable by group-level administrators.

The group-level administrators can view all of the settings tabs. The ones that cannot be edited are marked with a lock icon before the tab's name.

Selecting a locked tab presents a message at the top of the page indicating the account administrator has restricted editing of the page.

foo

If Group administrators can edit group settings is disabled, denying access entirely, the group-level administrator won't have the option to expand the group settings to view the individual tabs.

The group admin view of the settings page if the authority to edit groupsettings is disabled

Tip:

It's permissible to edit a group's settings and then lock the group from further editing. The configured settings persist as long as the Override account settings for this page option remains enabled.

If the Override account settings for this page option is ever disabled (and the page is saved), the group will revert to inheriting the account-level settings.

A disabled page of settings showing that the override for the group settings is still enabled

When enabled, the group-level administrator can access the Edit Profile button when viewing the Users Settings. Editing the profile gives direct edit access to the user:

  • Name
  • Initials
  • Phone number
  • Company name
  • Job Title
  • Time Zone
  • Measurement Unit  

Disabling this setting removes the Edit Profile button from the User Settings interface.

The USer Settings interface with the Edit PRofile button highlighted and the Edit interface showing the users profile fields

When enabled, the group administrator can elevate any user under their authority to be a group-level admin. This ability to elevate a user is limited to only the groups that the elevating admin has authority over.

When disabled, the Group Admin checkboxes are visible, but interaction with them is suppressed.

The User Settings interface highlighting the Group Admin checkbox for the group

This setting limits if a group-level administrator can add new users and if they can assign users to their group. There are three options:

One of three options must be selected:

  • Group administrators cannot add new users or assign users to groups - If this option is selected, only account-level administrators will have the authority to add new users and to add them to groups.
    The options to add, edit, and assign users are removed from the Users in Group interface and User Settings interface.
The User Settings interface with no options available to edit the user or add new users

  • Assign any existing user in the account to a group - If this option is selected, the group administrator can assign any user to the groups in which they have admin authority.
    • The User Settings page displays an Add group membership icon.
    • The Group:<Group name> page displays an Assign users icon.
      • Selecting the Assign users icon opens a list of all users not currently in the group.
The User Settings interface with the Assign users option highlighted and the Select interface open to allow selecting user to add to the group

  • Adding new users to the account or assigning existing account users to a group - If selected, the group-level administrators have the authority to add new users to the account and to assign them to the groups in which they have admin authority.
    • The User Settings page displays an Add group membership icon.
    • The Add User icon is added to the Group:<Group name> page.
      • Selecting the Add User icon opens the Create interface, which allows creating individual new users or creating users in bulk.
The User Settings interface with the Add user icon highlighted and the Create interface displaying the new user input fields

Note:

The Create menu offers the option to update users (in bulk if needed) using a CSV file.

Enabling this feature allows a group-level administrator to remove a user from the account's Default group, regardless of whether the admin has authority in the Default group.

When disabled, the group admin cannot view the user's Default group membership.

The User Settings interface showing one instance with the default group visible and the other the default group is not evident

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The Creativity Conference

Oct 14–16 Miami Beach and online

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The Creativity Conference

Oct 14–16 Miami Beach and online