Acrobat Sign for SharePoint Online: Installation guide (v2.0)

The Adobe Acrobat Sign integration for Microsoft SharePoint Online provides an integrated solution for creating, sending, tracking, and managing electronic signatures. It is developed as an add-in application for SharePoint and can be used to achieve the following functionalities:

• Send an agreement for signature from any SharePoint document library or list.
• Send documents to a single recipient or group of recipients from a document library or custom SharePoint lists. See how to send documents Using Acrobat Sign for SharePoint Online.
• Map data from SharePoint lists as well as from a document library into documents through merge mapping when the documents get sent for signature.
• Map data from form fields of signed agreements into textual columns of SharePoint lists as well as a document library through data mapping when the document has been signed and its status has been either automatically or manually refreshed through the Agreement Status page. See how to Enable template mapping.
• Leverage Adobe Sign web forms to collect data and automatically push that data to designated fields in SharePoint lists. See how to Set up and use Web Form Mapping.
• Archive all signed agreements within SharePoint.
• Add the Adobe Sign Manage page as a SharePoint web part, which can be used by SharePoint users for tracking and updating Agreements.

Adobe Acrobat Sign integration for Microsoft SharePoint Online: Installation Guide provides instructions on how to:

• Verify the prerequisites
• Check supported browsers
• Install Adobe Acrobat Sign for the SharePoint Online package
• Configure the package
• Implement optional configurations
• Upgrade the package

Prerequisites

• You must have an Adobe Acrobat Sign license.
  
• You must be a Microsoft SharePoint site administrator. If not, refer to the SharePoint documentation and your organization’s SharePoint site, or tenant administrator, for additional systems permissions that may be required to install SharePoint site solutions.
  
• You must be an Adobe Acrobat Sign account admin. If you are not an Adobe Acrobat Sign account admin, coordinate with the admin to configure the integration. 
• In the Microsoft Office 365 tenant, the first name, last name, and work email address must be set for all SharePoint users who want to access the Adobe Acrobat Sign add-in on their SharePoint sites.
• All Adobe Acrobat Sign users must have at least Edit permissions on the site.
• Before installing the package, you must contact your Adobe Success Manager to ensure that your account is established in the correct channel to enable the required API functionality.
  
• Once you install and configure the package, you must ensure that the Adobe Acrobat Sign for Microsoft SharePoint Online connection is active.
  Note: The admins must access the Adobe Acrobat Sign for SharePoint Online integration Settings page at least once every 30 days to avoid the connection from getting deactivated.

Supported browsers

The current version of Edge, Chrome, Firefox, and Safari browsers are all supported. Private/Incognito browser sessions are not supported.

The Edge Browser

To enable SharePoint add-ins to work with Edge browsers, you must implement these Configurations of Trusted Sites. Internet Explorer and legacy versions of Edge are not supported.

Additionally, Edge users need to explicitly edit their Trusted Sites settings to include the following URLs:

• https://*.adobesigncdn.com
• https://*.adobesign.com
• https://*.echocdn.com
• https://*.echosign.com
• https://*.microsoftonline.com
• https://*.sharepoint.com

To edit the Trusted Sites:

1. Open Edge and then enter Windows + S.
2. In the Search field, type Internet Options.
3. From the Internet Options menu that opens, select the Security tab.
4. Select the Trusted Sites icon and then select Sites.
5. Enter one of the URLs from the list above and then select Add. Repeat the action for each URL in the list above.
6. Close the Internet Options menu when done.

Install Adobe Acrobat Sign for SharePoint Online

Follow the steps below to install the Adobe Acrobat Sign for Microsoft SharePoint Online package:

Configure the package

Once the application is installed, you must implement the following configurations to be able to send agreements:

• Connect to Adobe Acrobat Sign with OAuth
• Grant SharePoint user permissions

Connect to Adobe Acrobat Sign with OAuth

Adobe Sign establishes an OAuth connection with your SharePoint environment to facilitate the seamless usage of the application for all users.

To establish the relationship, you must be an account-level admin in the Adobe Acrobat Sign application as well as on SharePoint. 

We suggest that you use a functional email address, such as AdobeSignAdmin@MyDomain.com to reduce the risk of the admin account being inactivated for any reason.

Grant SharePoint user permissions

You can grant SharePoint users the following two types of user permissions based on your requirements:

• Users with Edit permission

Any user assigned the default Edit permission level for your SharePoint site automatically has permission to access and use the Adobe Acrobat Sign integration. 

• Users in the default members/owners group
  

To have more control over who may use the Adobe Sign for SharePoint integration, you can grant access to only those users who are direct members of the <site name> Members SharePoint group.

When you create a site in SharePoint, it automatically generates an Azure group to handle site permissions. This Azure group is also included as a member in the default SharePoint group with the same name, enabling access control through the Azure Portal. You have the option to add members directly to this Azure group instead of the SharePoint group.

Implement optional configurations

You can implement the following optional configurations to use the advanced functionalities of Adobe Acrobat Sign for SharePoint Online:

• Choose signed agreement storage
• Use agreement storage for web forms
• Enable audit trails
• Enable template mapping
• Enable web forms mapping

Choose signed agreement storage

As an administrator, you can define a global target folder where all completed agreements are deposited for the entire site using the Signed File Settings page.

When a global storage folder is defined, all signed agreement and audit trail PDF files are saved automatically in that global storage folder. This includes agreements sent from document libraries as well as lists.

If no global storage folder is set on the Adobe Sign Signed Files Settings page, a new folder called Signed Agreements is automatically created in the document library from which the Agreement was created/sent. All completed Agreements sent from the same library have the completed PDFs returned to the same Signed Agreements folder.

Agreements sent from lists are attached to the list item (as attachments) if no global default file is identified.

Use Agreement storage for web forms

If you are using web forms for collecting data, you can use a similar storage process for the signed web form agreements. The admins can define a global storage folder for all signed web forms.

If a global repository is not defined, the signed web form is stored in an automatically created folder called Signed Web Forms.

Enable audit trails

By default, Adobe Acrobat Sign returns only the signed agreement PDF.  However, if you enable the Store audit trail with signed agreement, a second PDF is returned that contains the full Audit Trail for the agreement.

Enable Template Mapping

Adobe Acrobat Sign for SharePoint Online allows you to map data between SharePoint Lists and the Agreement form fields. You can use Data Mapping to automatically pre-fill documents before sending, reduce the time for senders and/or signers to complete the form, and reduce the chance of miskeying the data.

Conversely, you can also create a mapping that extracts the form field data from a signed Agreement to populate a SharePoint list.

See how to Configure template mappings.

Enable Web form mapping

Adobe Acrobat Sign for SharePoint Online integration also provides support for mapping data between Adobe Sign web form agreements and SharePoint lists. It allows you to automatically route data to SharePoint, thus reducing the time and errors for miskeying the data.

See how to Configure web forms mappings.

Upgrade the package

Adobe Sign for SharePoint Online v2.0 requires OAuth authentication for additional permissions for Web forms and webhooks. 

If you are upgrading your Adobe Sign for SharePoint Online package from V 1.X to the current version, you must update your OAuth credentials to gain access to the Web forms and webhooks permissions. You must update the Adobe Acrobat Sign add-in to the package V 2.0 and also update the connection to Adobe Acrobat Sign.