Adobe Acrobat Sign for Self Signing: User Guide

Last updated on 6 September 2023 | Also applies to Adobe Acrobat Sign

Overview

The 'Self Sign' feature in Adobe Acrobat Sign for Salesforce enables users on community portal to sign self-service agreements. You can add Self Sign to any Salesforce Experience Cloud portal, such as customer, partner, employee, and more to help users initiate and sign their agreements right from the portal.

The 'Self Sign' feature is available for access from the following portals of a few different editions of the Salesforce community cloud:

B2C portal: community user login and community user login plus licenses are used by customers
B2B portal: partner community user license

To enable users to receive and sign agreements on the Community Portal, you must complete the following steps:

Verify prerequisites
Enable Chatter (For Commercial Cloud users only)
Activate two CSP Trusted Sites
Enable 'Adobe Acrobat Sign Community User' permission set for all
Create a community portal user
Create an account and a contact for community
Enable Digital Experiences
Configure SFDC community page
Enable 'Allow Sending As Other Users' setting
Grant access to Salesforce integration data
Grant access to agreement templates and related objects
Use community portal for sending and signing agreements

Verify prerequisites

Go to the Adobe Acrobat Sign Admin tab, select Generate Sample Agreement Templates option, if not already selected. Once done, select Save.

Note: Ideally, you must select Generate sample agreement templates option while linking your Acrobat Sign account to Salesforce.

If the templates weren’t generated during installation, or if you've upgraded from an older version to package V 19, you must generate the templates using the steps below:
1. Go to the Adobe Acrobat Sign Admin tab.
2. From the Resources list in the right panel, select Generate Sample Self Sign Agreement Template.
  It opens a 'Test Community Agreement' template in the Agreement Templates tab.
3. Under Advanced Options of the 'Test Community Agreement' template, verify that the Agreement Type is NDA.

Generate self sign template in Acrobat Sign for Salesforce.

Enable Chatter (Only for Commercial Cloud users on v 18 to 22)

If you're on Commercial Cloud using Acrobat Sign for Salesforce V22 or older, you must enable Chatter in your SFDC organization.

To enable chatter:

On the Setup page, search for Chatter using the Search bar at top. Then, from the search results, select Chatter Settings.
Select Edit.
Select the Enable check box.
Select Save.

Note:

Acrobat Sign Government Cloud users do not need to enable Chatter.

Activate two CSP Trusted Sites

You must configure two CSP (content security policy) Trusted Sites to allow the base URLs for your Adobe Acrobat Sign account. To do so:

Get your Acrobat Sign account shard value as follows:
1. Log in to your Adobe Acrobat Sign account.
2. From the URL, copy the parameter just before the echosign.com (possibly adobesign.com) part (the shard value).
  For example, the URL https://caseyjones.na1.echosign.com has a shard value of na1.
3. Close the tab.
See how to identify the Adobe Acrobat Sign account environment.
Using the Setup page Search bar, search for 'Trusted sites' and then from the search results, select CSP Trusted Sites. On the page that opens, select New Trusted Site.

Alternatively, navigate to Setup > Settings > Security > CSP Trusted Sites and then select New Trusted Site.
In the new Site Definition page that opens, fill in the required fields as follows:
1. Trusted Site Name - Provide a name such as AcrobatSign
2. Trusted Site URL -
  For Commercial Cloud users: Enter the site URL https://secure.<shard>.adobesign.com For example, https://secure.na1.adobesign.com If your account isn't updated to the adobesign.com domain, you may use echosign.com instead.
  For Government Cloud users: Enter the site URL https://secure.<shard>.adobesign.us
3. Select the Active checkbox.
4. Context - Select Experience Builder Sites for Context.
5. Select CSP Directive Allow site for frame-src checkbox.
6. Select Save.
Verify the two CSP Trusted Sites.

Enable 'Adobe Acrobat Sign Community User' permission set for all

You must enable the community users with the Adobe Acrobat Sign Community User permission set to allow them to use the portal. To do so:

Note: You can build the Community Portal without enabling the Adobe Acrobat Sign Community User permission set.

Navigate to Setup > Administration > Users > Permission Sets.
From the list of Permission Set Labels, select Adobe Acrobat Sign Community User.
In the Permission Set page that opens, select Manage Assignments.
In the Assigned Users page, select Add Assignment.
In the Assign Users page, select all the users who you want to apply the permission set to, and then select Next.
On the 'Select an expiration...' page that opens, you may select an expiration date for the assigned users if required. Once done, select Assign.

Create a community portal user

To configure your user profiles to use the Adobe Acrobat Sign self-service portal, you must clone and edit one of the standard profiles. To do so:

Navigate to Setup > Administration > Users > Profiles.
For any of the standard Customer Customer profiles, select Clone.

There are four Customer Community profiles, and you can use any of them to clone and create a user profile. Note the User License type of the profile that you clone.
Provide an intuitive name for your cloned profile and then select Save.
On the cloned profile page that opens, select Edit.
On the Custom Edit page, scroll down to the Custom Object Permissions and enable all Adobe Acrobat Sign objects. You can select the View All check box or select only the required permissions for added security.

Additional access to custom objects' records can be granted based on user licenses. For example, users with Customer Community licenses can be granted access through user profiles, while users with Customer Community Plus licenses can be provided access through sharing rules.

Create an account and a contact for the community

You must create an Account and a Contact for the Community.

An account owner must be associated with a role to enable portal users. To associate a role with your Salesforce user, go to Setup > Administration > Users > Users. Then, from the list of users, select Edit for a user and then in the page that opens, open the Role drop-down list > select a role > select Save.

Launch the Sales app from the App launcher.
Open the Account drop-down menu and select +New Account.
In the New Account page that opens, enter an Account Name value and then select Save.

The account name should identify the account as an Adobe Acrobat Sign Portal account. The Account name is the only value that you need to provide here.

From the top-right corner of the Ligtning page, select + to open the Create menu, and then select New Contact.
In the New Contact dialog that appears:
1. Enter a meaningful Name value.
2. Enter an Email value for the contact. You should preferably add the email of an admin who manages the community portal content.
3. Associate the Contact to the Adobe Acrobat Sign Community Portal account that you created in the previous step.
4. Select Save.
Open the new Contact page that you just created.
From the top-right corner of the page, select Setup (gear icon) > Edit Object.
It opens the Contact object in Object Manager.
From the left panel of the Object Manager page, select Page Layouts.
For the Contact Layout item, open the drop-down menu, and then select Edit.
In the Contact Layouts section, select Mobile & Lightning Actions from the object options.
Drag Enable Customer User button to the Salesforce Mobile and Lightning Experience Actions section.
Drag Log in to Experience as User button to the Salesforce Mobile and Lightning Experience Actions section.
Select Save.
Return to your Community Contact page and open the drop-down menu from the top-right corner. From the menu, select the Enable Customer User.

It opens a New User page opens with the Contact information imported.
In the New User page that opens, configure the User as follows:
- Set the User License to match the license of the Profile you cloned earlier.
- Set the Profile to the cloned profile.
- Select Save.
The Setup User page refreshes and displays the details of the user.
On the refreshed page, hover over Permission Set Assignments and select Edit Assignments.
On the Permission Set Assignments page for the user that opens:
1. From the Available Permission Sets box, select Adobe Acrobat Sign Community User.
2. Select Add.
  The selected permission set appears in the box for Enabled Permission Sets box.
3. Select Save.

Enable Digital Experiences

To enable Digital Experiences:

Navigate to Setup > Platform Tools > Feature Settings > Digital Experiences > Settings.
Select the Enable the platform check box.
Select Enable Experience Workspaces check box if not already enabled.
Select Save.

Enable Digital Experiences in Acrobat Sign for Salesforce.

Configure SFDC community page

To configure SFDC community portal page, you must implement the following steps:

Navigate to Setup > Platform Tools > Feature Settings > Digital Experiences > All Sites.
Select New.
On the page that opens, select Customer Service experience.

The Customer Service experience is required for the Self-Service components.
On the Customer Service page that opens, select Get Started.
On the dialog that appears:
1. Enter a Name for the site.
2. Optionally, add site-specific name to the URL, which is useful if you have multiple sites
3. Select Create.
A delightful graphic show runs while the Community is created. Once done, the Community page is displayed, where the name of the Community is displayed at the top of the window (highlighted in yellow) and the site-specific string in the URL can be seen in the address bar.

Navigate to Setup > Platform Tools > Feature Settings > Digital Experiences > All Sites.
For your community listing, select Workspaces.
In the My Workspaces page that opens, select Administration.

It opens the Administration page for your community.
With Settings selected on the left panel, select Activate.
From the left panel, select Members and configure the fields as follows:
- Open the Search drop-down menu and select All.
- From the Available Profiles list, select the custom profile that you created.
- Select Add to move the profile to the Selected Profiles list.
- From the Available Permission Sets list, select Adobe Acrobat Sign Community User and move it to the Selected Permission Sets list.
- Select Save.
From the left panel, select Preferences and then select the checkbox for See other members of this site.

Navigate to Setup > Platform Tools > Feature Settings > Digital Experiences > All Sites.
For your community listing, select Builder.
On the Builder page that opens:
1. From the upper-right corner of the page, select the gear icon to open the Settings page.
2. Select Guest users can see and interact with the site without logging in checkbox.
3. Close the settings window.
From the upper-right corner of the page, select the Publish icon. Then, in the dialog that appears, select Publish again to confirm.

It displays a message saying that the site updates are getting published. You receive a confirmation email once the changes are live.

Navigate to Setup > Platform Tools > Feature Settings > Digital Experiences > All Sites.
For your community listing, select Workspaces.
Under My Workspaces section, select Builder.
From the left panel, select Components icon and then:
1. Scroll to the bottom of the menu.
2. Drag Adobe Self Service Sign option and drop it onto the page layout.
  You can drop the component whereever you want the Acrobat Sign agreements to be exposed.
The page refreshes to show the added component on the page layout, and exposes the management panel for the component in the top-right corner.
You can control the Portal settings via the Management panel in the upper right of the window. The settings are applied to all the agreements exposed within the component.

Note: None of the settings are required, and should only be used when you intend for the setting to be applied globally.

The management panel has following controls:
- Agreement Template - What is the template that governs the agreements listed in the portal.
- Agreement Scope - This setting defines what level of signer engagement is required. It has following two setting options:
  
  User - The User setting makes the agreement available to all users within the account, and each is required to sign it.
  
  Account - The Account setting makes the agreement available for all users in the account, but requires that only one user sign it. Once signed, the agreement is no longer available to other account users.
- Signing Deadline - A static date field that limits how long the agreement can be signed. When the deadline passes, the Sign button next to the agreement is removed, preventing users from completing the agreement.
- Renewal Days - A free-form number value that dictates when the agreement is made available again, after being signed. If you have an agreement that needs to be resigned every 90 days, you can automatically re-publish the agreement 90 days after the previous agreement was signed.
- Header Title - The top most title in the Self-Service component, just to the right of the Adobe Acrobat Sign log in the above image.
- Hide Header Logo - Hides the Adobe Acrobat Sign logo to the left of the Header Title. Checking the box will hide the logo
Refer to The Community Users View to see examples of the above settings.
To make the portal updates available, select Publish.

Every time you change the portal settings or make any update, you must re-publish the portal.

Enable 'Allow Sending As Other Users' setting

You can enable the "Allow Sending on Behalf of Others" setting for the users who don't have Adobe Acrobat Sign licensing. This setting allows a community user to generate an agreement using the licensing of another user.

To do this setup, you must complete the following configuration steps:

Navigate to Setup > Platform Tools > Custom Code > Custom Settings.
In the Custom Settings page that opens, select Adobe Sign Settings.
Select Manage.
Select New or Edit (if you have configured settings before).
In the Adobe Sign Settings page that opens, select Allow Sending on Behalf of Others chekbox and then select Save.

Navigate to Setup > Platform Tools > Objects and Fields > Object Manager.
Select User.
From the left panel, select User Page Layouts > User Layout.
With Fields selected, select Allow Sending As Other Users and drag it to the “Additional Information (Header visible on edit only)” section of the layout.
Select Save.

Each Agreement Template can have one (and only one) User that the agreements are sent on behalf of. The chosen user must be able to send agreements through Adobe Acrobat Sign, but no other restrictions are in place.

You must configure the Agreement Template with the Salesforce ID of a community user with an Adobe Acrobat Sign license. To do so:

Navigate to Setup > Administration > Users > Users.
Select the Full Name link of the user.

It opens the Setup Users page, where the UserID is found in the URL of the page (highlighted in green).

The above URL reads (with the ID in bold): https://adobe-1df-dev-ed.lightning.force.com/lightning/setup/ManageUsers/page?address=%2F0055j000006w2LP%3Fnoredirect%3D1%26isUserEntityOverride%3D1
Copy and save the UserID.

Make sure that you do not include the %2F.
To apply the UserID to the Template, navigate to App Launcher > Adobe Acrobat Sign > Agreement Templates and select the Agreement Template Name that you want to edit.
Select the Recipients tab and then in the Send On Behalf Of field, paste the Salesforce UserID into the field, and select Save.

You need to set the community user's email setting to make the profile public. To do so:

Open the Contact page for the user that you are using to send on behalf of.
Select Log in to Experience as User.
On the portal page that opens:
1. From the top-right corner of the community page, select the user icon to open the drop-down menu.
2. From the menu, select My Settings.
On the My Settings page, in the Profile Visibility section, set the Email value to Public and select
Save.

Note:

If you are using a template where 'Send on Behalf of...' setting is enabled for an internal user, then you must set the UserPreferencesShowEmailToExternalUsers setting to true.

Grant access to Salesforce integration data

Our package's custom objects are initially set as "private" for external users by default. Community user permission sets provide access to custom objects and their fields, but not to records created by other users (both internal and external).

Within community portals, administrators have the following two options for setting up eSign flows:

Use our prebuilt components (self-sign and simple-sign).
Create your own flows using our Apex APIs.

In both cases, admins often use agreement templates to enable community users to initiate or participate in eSign flows. For this to work, community users need read-only access to agreement templates and related resources, such as merge and data mapping objects, which are typically created by internal users.

The type of community user license determines how access can be granted:

Community User Login License: Admins can enable "View All" for agreement templates and merge/data mapping objects through the community user profile to grant access.
Community User Login PLUS License and Partner Community User License: Enabling "View All" access via the profile isn't possible. Admins need to use roles-based sharing rules to provide access.

Grant access to agreement templates and related objects

For community users to create agreements using agreement templates, they must be given "ViewAll" access to the Agreement templates and the associated Objects.

Agreement Template (echosign_dev1__Agreement_Template__c)
Merge Mapping (echosign_dev1__SIGN_Merge_Mapping__c)
Data Mapping (echosign_dev1__SIGN_Data_Mapping__c)

If Acrobat Sign Document Builder templates are used with Agreement template as a file attachment, the objects below need to be granted access to community users:

Document Builder Template (adobesign__Document_Template__c)
Object Field Mapping (adobesign__Object_Field_Mapping__c)

Use community portal for sending and signing agreements

To use community portal for sending and signing agreements, refer to the following topics:

Verify the prerequisites.
Ensure that the account level templates meet the requirements.
See how to send agreements to users in the community portal.
See Agreement template settings.
See how users view and sign agreements in the community portal.

Verify the prerequisites

To be able to send agreements or sign agreements via using the community potal, you must ensure that:

Community portal is configured:
- Portal must be active.
- Ensure the appropriate profile is permitted for user access.
- Adobe Acrobat Sign component is installed.
Users are configured for the community:
- Users are enabled in the community.
- Users are assigned the correct user license and profile.

Ensure that the Account level template meets the requirements

An account level template must meet the following requirements:

Created with an Agreement Template that looks up to an Agreement Type.
Has a Master Object Type set to Contact.
Has a File attached.
Optionally has Send on Behalf of configured.

Ensure that the account level template meets Acrobat Sign community portal requirements.

See how to Send agreements to users in the community portal

You can use any one of the below two methods to deliver Agreements to Users in the community portal:

Via direct send - If you send an agreement to a Salesforce contact, that user sees the agreements listed in their personal portal view.
Via account template - When you need to get signatures from an account, you can create a template, and then expose that template to the Users. From the user perspective, this looks the same, but this method generates a new agreement only at the time the User clicks the Sign/Approve button. Check out the Agreement Template section for more details.

An Agreement Template can be inserted into the community portal through the component management panel for the community. When added, the template is viewed in the Waiting for You section, and looks just like a directly sent agreement to the user.

The difference is that the Send/Approve button triggers the template to generate a new agreement at the time it’s clicked, and then hosts the agreement within the portal. So the Agreement list isn't populated with these potential agreements until the user initiates the signing process.

Only one template can be used at any given time, and that template is controlled by the other settings on the management panel (described below).

Agreement template settings

Agreement scope: It defines the user limit for triggering the template.
If set to 'User', all users with portal access can use the template. Each user can sign an individual copy of the agreement. With this option, every signed copy appears under the 'Completed Agreements' section on the portal.
If set to 'Account', only the first user to generate the Agreement can sign it. Once they complete the agreement, it disappears from other users' views.
Renewal days: It determines when the template link reappears for the customer, although they can’t see it directly. Specifically, this value specifies the number of days after the last template signing before the link becomes accessible again. For example, a value of 360 ensures that the agreement template link reemerges 360 days post-signing.
Header title and logo: The header title is a customizable text field that you can adjust as needed. Meanwhile, the header logo option controls the visibility of the Adobe Acrobat Sign logo, allowing you to either display or hide it.
Signing deadline: It obligates agreements to be signed by that date, displayed prominently beneath the agreement name. After the deadline, the system removes the "Sign" button and highlights the deadline text in red.