Expand the Adobe Acrobat Sign menu and select Send for Signature.
Last updated on
9 August 2024
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Overview
The Adobe Acrobat Sign for ServiceNow: User Guide provides instructions on how to create, send, view, sign, and manage agreements. See how to:
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On the Send for Signature page, select an Acrobat Sign template or add a file.
You can create an agreement with multiple documents using any one of the following two ways:
- Create a multi-document template and select it from the ‘Templates’ field.
- Upload multiple files. Adobe combines multiple documents into one PDF document for signature.
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On the next page, select one or more signers, edit the Subject if required, and then select Submit.
It displays a confirmation message from where you can view the agreement.
Note:Agreements created by a record producer are submitted directly to Acrobat Sign. The application doesn’t support submitting agreements in a ‘Draft’ state.
Only users with the Sender (x_adosy_as.adobe_sign_sender) role can see the Sign with Adobe Acrobat user interface option. Users with the sender, requestor, or signer role can see the agreements in the ‘Adobe Acrobat Sign’ related list.
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From the Incident form, select Sign with Adobe Acrobat.
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On the section that appears, select a template or upload your own file and then select Next.
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When prompted, verify the fields in the document and then select Next.
In the example, a Merge rule exists for the Local Pet Policy template on the Incident record that maps:
- ‘TodaysDate’ from ‘opened_at’
- ‘EmployeeName’ from ‘caller_id’
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In the dialog that appears:
- Add Signers. You may select ServiceNow users or enter email addresses.
- Enter a Subject. The Subject value is pre-populated with New Agreement, which can be edited.
- To set a password for accessing the agreement, select Password Protect.
- Optionally select Send emails from Adobe.
- To create an agreement in Draft state, Submit as Draft. It uploads the agreement to Adobe Acrobat Sign but requires the user to Review Details (available from the Agreement record) so it can be sent for signature.
- Select Submit.
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On the confirmation message that appears:
- Select View agreement in ServiceNow to see an end-user view of the agreement.
- Select X icon to stay on the Incident form. Reload the form or refresh the Adobe Acrobat Sign-related list to update the form with the details of the agreement.
On the agreements page, you can select Cancel agreement to cancel the agreement.
The Cancel agreement option is available only to the senders or users with the Manager role (x_adosy_as.adobe_sign_manager).
Note:When the signers review and sign the agreement, the TodaysDate and EmployeeName values on the document are pre-populated according to the Merge rule noted when checking the filled fields (above).
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Once all signers sign the agreement, the related list on the Incident form shows the updated status.
For agreements that you create in Draft status (by selecting the Submit as Draft checkbox), you can review the agreement details and modify them as required before sending.
Senders review the agreement from the Adobe Acrobat Sign Web UI and any modifications made to the agreement before submission are synchronized into ServiceNow. Admins can re-order the signers in the Adobe Acrobat Sign Web UI and the changes are automatically synchronized into ServiceNow.
To review and submit drafts:
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Navigate to Adobe Acrobat Sign > Operational > Agreements and then select the Draft agreement that you want to review and send.
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On the Agreement page, select Review Details.
It redirects you to the Adobe Acrobat Sign Web UI.Note: The Review Details button is only available to users with the Admin role (x_adosy_as.adobe_sign_admin).
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If prompted, enter the credentials to log in to your Adobe Acrobat Sign account.
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On the Send details page that opens, modify the details as required:
- To re-order the signers, drag the recipients up or down as required.
- Update the agreement message if desired.
- Select or deselect the agreement options.
- Once done, select Send.
It reorders the recipients and sends the updated agreement to recipients. It displays a confirmation message, as shown below.
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Once you see the confirmation message, navigate back to the agreement in ServiceNow.
The agreement status is now updated to ‘Out for Signature’ and the participants are re-ordered and the state is now 'Out for Signature'.
You may need to refresh the related list to view the changes.
You can use Electronic Seals to add a digital signature to an Agreement that is specific to your organization or department.
Once you set up Electronic Seals in your Adobe Acrobat Sign account, you can add them to ServiceNow and apply them to your agreements.
Users with the Admin role (x_adosy_as.adobe_sign_admin) can create and manage document templates.
To create an Electronic Seal:
- Navigate to Adobe Acrobat Sign > Administration > Electronic Seals and click New.
- Give the seal a name and copy/paste the seal id into the Id field.
- Select Submit.
To use an Electronic Seal:
- Add a seal to a Document Template in the Electronic seal field.
- Use the addElectronicSeal() method in the Scripting API.
Note:
Documents must contain a digital signature form field for the sealing process to work. Alternatively, you can manually add digital signature fields in the Acrobat Sign compose interface by using the Submit as Draft option during creation followed by the Review Details action on Agreement.
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To access the documents waiting for your signature, navigate to Self-Service > Adobe Acrobat Sign and then select For Signature.
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Double-click the record that you wish to sign from the list to open it and then select Review and sign.
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Complete the fields as required and then select the Signature field.
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Enter your name and then select Apply.
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If prompted, agree to the Terms of Use and Customer Disclosure and then select Click to Sign.
Once the signatures are placed, you see a confirmation message as shown below. It redirects you to the agreement, where:
- The state is Complete.
- The status is Signed.
- The Signed document field is populated with the name of the document signed.
- The embedded participants list is updated.
- The document itself is attached.
You may need to right-click and Reload the form to see the changes to the fields and the attachment.
To view the signed agreements, navigate to Self-Service > Adobe Acrobat Sign > My Signed Documents.
The list displays agreements that you have sent or recieved, and the state is Complete.
You can cancel an agreement that has been submitted for signature (in the 'Submitted' state). Only the user who created the agreement or users with the Manager [x_adosy_as.adobe_sign_manager] role can cancel the agreement.
To cancel an agreement, open the agreement record and then select Cancel agreement.
