Reusable recipient groups

Last updated on 30 November 2023

Overview

Reusable recipient groups allow users to create persistent recipient groups that can be used when composing an agreement on the Send page or when designing a custom send workflow in the Custom Workflow Designer.

These recipient groups can be created using up to 100 recipient email addresses and stored either as a private recipient group or created to be managed (owned) at the group or account level (depending on the authority level of the creator).

Note:

Recipient Groups must be enabled before the option to use them is exposed on the Send page.

How it's used

Reusable recipient groups can be created and shared based on the user's authority level in the Acrobat Sign environment:

Non-admin users can only create private (user-managed) recipient groups that only they can use.
Group-level administrators can create private recipient groups and recipient groups that can be managed by individual groups under their authority.
Account-level administrators can create private recipient groups, recipient groups managed by individual groups, and recipient groups that are account-managed, making them available to all groups.

Note:

Group-managed recipient groups can only be related to one group. The relationship is strictly one-to-one.

Account-managed recipient groups always include all groups. There is no method to exclude one or more groups.

Once a recipient group is created and saved, it becomes available to use when composing an agreement and when designing (or editing) a custom send workflow.

Due to ownership permission conflicts between the recipient group and the workflow template, there are some limitations to remember:

A custom workflow accessible to an entire account can only use account-managed recipient groups
A custom workflow accessible to an entire group can use group and account-managed recipient groups
A custom workflow accessible to an individual user can use user, group, and account-managed recipient groups

Add reusable recipient groups to your agreements:

Navigate to your Send page.
Select the Add Recipient Group link in the upper-right corner of the recipient list.
In the Enter group name field of the recipient group, start typing the group name you want to include.

The address book will present all existing groups that match what has been entered. Keep in mind that reusable recipient groups have permission scopes that grant access to a user (or deny it). If you don't see a group you expect, check that the user is included in the scope of the recipient group.
Select the group from the address book list.

If a suitable reusable recipient group does not exist, a unique group name can be used, and the member recipients can be manually added.
Once a reusable recipient group is selected, the list of member recipients is inserted, each allowing for individual configuration of the authentication method.

Note:

Member of a reusable recipient group cannot have their recipient names or email addresses modified when they are inserted as a recipient. Only the authentication method is editable.

Open the workflow.
Navigate to the Recipients section.
Select the recipient to open the recipient configuration.
Select the Add Recipient Group button and choose the recipient group you want to apply.

Note:

If the recipient group you intend to use is not available, check Who can use this workflow in the Workflow info section of the workflow template.
Select the Add button to insert the recipient group.

Once added, the recipient configuration panel updates to show the name of the installed recipient group.

To remove the installed recipient group, select the delete icon to the right of the recipient group name.

Configuration

Availability:

Reusable recipient groups are available for the Acrobat Sign Solutions license plan only.

Configuration scope:

The feature is enabled by default for all users in Acrobat Sign Solutions licensed accounts.

This feature can be accessed by selecting your avatar icon at the top-right corner of the window, choosing the Profile Settings option in the menu, and selecting the Address Book tab in the left rail of options.

Create a new reusable recipient group

Navigate to the Address Book in your Profile section.
Select the Add Recipient Group button.
Configure the recipient group with the following:
- Recipient group name - The name that is exposed and searchable when selecting a recipient group in the custom workflow designer.
- Who owns this group - The object that owns the recipient group after it is saved. The options available are dependent on the authority level of the user creating the group.
  
  Non-admin users see only the Only you option.
  
  Group-level admins see the Only you option and a list of the groups where they have admin authority.
  
  Account-level admins see the Only you option, the Entire Organization option, and a list of all groups in the account.
Note:

Who owns the group can not be changed once the group has been saved.
Once the recipient group is saved, the group membership page is displayed, showing that there are no group members yet.

To add members to the group, select the Add Member button and enter the email addresses that should be included in the recipient group.

Note:

Members added to the recipient group do not need to be users in your account or recipients in your address book. Any email is valid.
When all recipients are added, the recipient group page displays:
- The recipient group name
- The recipient group owner
- The last modified date
- The list of members in the group
Individual users can be deleted by selecting the ellipsis to the right of the recipient name.

Searching reusable recipient groups

The search feature for recipients allows for searching either for a recipient group name or a member recipient's email.

Once a value is entered into the search bar, the results are returned. By default, All results are returned, but you can filter the results either by the group name or the user's email, depending on what you search for.

The search result with all options showing.

Note:

The search string only matches from the first character. Matches found in the middle of the string are not returned. For example, you can not search for the email domain (caseyjones.dom) and get results.

Navigate to Address Book > Recipient Groups
In the search field, type in the first part of the group name you are looking for and select enter.
A list of recipient groups that match the Group name value entered are returned:
Select the Group name button.
Select the group, and it automatically opens to allow editing of the groups and members.

Navigate to Address Book > Recipient Groups
In the search field, type in the full email address of the individual member you're looking for and select enter.
Select the Individual member button.
A list of recipient groups that contain one or more of the Individual members matching the search string are returned:
Select the group, and it automatically opens to allow editing of the groups and members.