Adobe Sign Technical Notifications 2023-2024

ACTION REQUIRED

Administrators of organizations that use the integration are advised to remove the Acrobat Sign plug-in from the SharePoint site and transition workflows to other applications such as Microsoft Power Automate and Microsoft Teams:

• Request signature for a SharePoint file via Acrobat Sign for Power Automate
  
• Request signature for a SharePoint list item via Acrobat Sign for Power Automate
• Save a completed Acrobat Sign agreement to SharePoint
• Create Power Automate flows using form field data and update a SharePoint list
• Request signature for a SharePoint file via Acrobat Sign for Microsoft Teams

Action Required

All integrations and applications using the Adobe Acrobat Sign SOAP API must be migrated to the latest REST API V6 before the disablement date to ensure continued function.

Adobe Acrobat Sign will no longer be sending technical updates or release communications.  Instead, please visit the Acrobat Sign User Guide, where you can find Pre-Release Notes, Release Notes, and additional resources.  We also recommend becoming a part of the Adobe Sign community to ask questions and discuss new features and topics.
 

The format of email headers has changed to alter the From property for recipient emails, such as the initial "Please Sign" and Reminder templates. The previous format of "Adobe Acrobat Sign on behalf of <SomeUser>" has been changed to "<SomeUser> via Adobe Sign". The shorter format will ensure that the sender's name is not truncated on smaller viewing platforms.

The footer text that prefaces the Click to Sign banner has been updated from "By signing, I agree to this agreement, the Consumer Disclosure, and to do business with <Sender>" to "By signing, I agree to this document, the Consumer Disclosure and to utilize electronic signatures."

Prior to the March 2024 release, the Acrobat Sign API does not have the parameters to retrieve the groupID of an agreement for accounts that do not have Users in Multiple Groups enabled. In this case, the user's current groupID is used when applying a Group filter to a report.

This impacts reporting for accounts that have moved users between groups, causing discrepancies by including and excluding agreements based on the user's current group and not the group the agreement was originally related to. Additionally, any data export containing an agreement from a user that has been moved reflects the current user's group, and may misrepresent some of the agreement's actual group.

The March 2024 release adds parameters to the API structure that include the creating groupID, thereby ensuring that group filtering will apply to the original group the agreement was created in and not the group the user is currently a member of. Customers that don't have UMG enabled should be aware that agreement numbers on reports created before the March 2024 release may change based on the number of users that have been moved between groups and their total volume of agreements.

The new IRS W-4 (2024) form, entitled W-4 2024 (Employee's Withholding Certificate), is scheduled to be added to the Acrobat Sign library at the beginning of February 2024.

ACTION REQUIRED

The new W-4 form template has a new libraryDocumentId. If you use the existing template’s libraryDocumentId in your applications, you will need to update it.

The 2023 version will be removed from the system as of March 2024 release.

Any application/API using the legacy (ver 2023) form must be updated before March 1^st to ensure no disruption to successful service.

To find the libraryDocumentId in an API-enabled account:

1. Log in as an Account Admin
2. Click on the Account tab > Adobe Sign API > API Information > click the link: REST API Methods Documentation
3. In the GET /libraryDocuments section, click the OAUTH ACCESS-TOKEN button 
   • Enable the library_read:self scope
4. Click the Try it out! button
5. In the Response Body, locate the new W-4 2024 (Employee's Withholding Certificate) form template (not ver. 2023) to see the libraryDocumentId value.  

On April 8, 2024, Adobe Acrobat Sign will perform two essential database upgrades as part of our regular maintenance.

These upgrades require Adobe to temporarily pause part of our Custom Email Templates service, which will delay outbound Acrobat Sign emails that use customized email templates for up to two hours. During this period, agreements and reminders can still be created and will be viewable on the Manage page. Emails will be queued for delivery until the email template system is returned to service. 

The affected windows of time on these two maintenance events are as follows:

• Monday, April 8, 2024, between the hours of 7 - 9 am Pacific Time (2 - 4 pm GMT on Monday, April 8)
  • This event impacts the IN1, JP1, and AU1 environments.
• Monday, April 8, 2024, between the hours of 8 -10 pm Pacific Time (3 - 5 am GMT on Tuesday, April 9)
  • This event impacts the NA1, NA2, NA4, and EU1 environments.

Customers who maintain network security practices that explicitly list inbound IP addresses must update the IP ranges for the Acrobat Sign service in March 2024.
The complete list of IP ranges is published on the system requirements page.

ACTION REQUIRED

The new IP ranges added in March 2024 listed below must be added to your allow list before April 2024:

Adobe Acrobat Sign rotated the Public key (for *.adobesign.com and *.echosign.com), Root, and Intermediate SSL Certificates on the morning of February 1, 2024.
There is no change to the underlying cryptographic protocols or schemes.

ACTION REQUIRED

Use of the public key

• If you have custom-built integrations with Acrobat Sign using either the SOAP or REST APIs and if any of these integrations have ‘pinned’ the existing public key, no action is required.
• If you are using Acrobat Sign’s SSL certificates for SSO, or if you’re pinning the certificate itself (or using other methods), you can find the new Acrobat Sign Root and Intermediate certificates in the Adobe Acrobat Sign System Requirements. The Public Key will be available on February 1, 2024.
  • If your SSO configuration supports multiple public certs/chains, you can add the new certificates now and remove the old public cert/chain from your configuration after the April switch.
  • If your SSO does not support multiple public certs/chains, you will need to sync your SSL switch with Acrobat Sign on February 1, 2024.  

The new SSL certificates will be active on February 1, 2024. 

Acrobat Sign has completed the updates to the Bulk Agreement Processor, which manages the processing of the Send in Bulk feature. 

During the upgrade, users remained able to create new Send in Bulk transactions through the user interface or API.

• Newly created Send in Bulk transactions were accepted, and the generation of the child agreements resumed when the update was completed.
• Send in Bulk transactions that started but were not completed were suspended until the update was completed.

Existing transactions were not affected, and customers were able to complete their actions on existing agreements without issue.

No other services were impacted, and the Acrobat Sign service remained up and functional throughout the upgrade process.

On December 11, 2023, the EU1 Acrobat Sign environment completed an adjustment to the webhooks database that briefly delayed processing times for webhooks.

The adjustment started just after 10am Pacific time on Sunday, December 11, 2023, and lasted roughly 10 minutes.

Attempts to create a new webhook through the user interface or API would have failed during the maintenance period, presenting a conspicuous error message.

The service remained up and functional during this time. Recipient activities were not be impacted.

On December 3, 2023, the NA1, NA2, and NA4 Acrobat Sign environments completed an adjustment to the webhooks database. 

The adjustment started just after 9pm Pacific time on Sunday, December 3, 2023.

The service remained up and functional during this time. Recipient activities were not impacted.

The NemID service has been retired and replaced by the MitID service, effective November 1, 2023.

As of November 1, NemID is no longer available as a cloud signature provider in Acrobat Sign, and customers should move to using the MitID provider.

For detailed information on the retirement of the NemID service, read the following notice (from NemID website): https://www.nemid.nu/dk-en/about_nemid/nemid_will_soon_close.html

Adobe Acrobat Sign has re-enabled the option to define an ad hoc recipient group using the email field in the workflow designer page.

The existing method of using the Add Recipient Group button to select from a list of reusable recipient groups continues to work as an option.

Acrobat Sign support for Microsoft SharePoint on-premises is set to end by October 22, 2023. On that date, the integration will no longer be able to send or process agreements.

Agreements previously sent for signature from the integration will continue to be available for recipients to sign,  but the completed documents will not be saved back to SharePoint. Users will need to manually download a copy of the final executed agreement and upload it to their SharePoint site if they wish to save a copy in SharePoint.

Advanced workflow features (e.g., data mapping between SharePoint lists and Acrobat Sign workflow templates) will no longer be available. However, the underlying data will not be affected. Completed agreements and other data stored on your SharePoint instance or with Acrobat Sign will not be affected. 

It's recommended that impacted customers remove the Acrobat Sign plug-in from their SharePoint on-premise instance and replace it with other Acrobat Sign integrations, such as Adobe Acrobat Sign for Microsoft Sharepoint Online or the integration with Microsoft Power Automate.

An update to the Acrobat Sign for Veeva Vault integration will be released on November 13, 2023. Updates include:

• Veeva Vault Library Upgrade - The application has been updated to a more modern and efficient Vault API library (VAPIL) for enhanced integration.
• Veeva Vault API version Upgrade - The Veeva Vault API version has been upgraded to v23.1
• The Integration deployment package has been enhanced to ensure no requirements are imposed on customers to use the latest document version.

With the September 2023 release, the customer interface for viewing an agreement has moved the PDF controls from under the document to the right side of the document.

Additionally, an option to view two pages has been added.

The Search option isn't included in the PDF controls at this time, but users can employ Ctrl/Cmd + F to search the document content.

The known issue regarding not being able to move signature and text fields in the drag-and-drop authoring environment when using new Chrome and Edge versions was resolved in the September 26, 2023 release. 

The impacted browser versions are:

• Chrome 
  • 116.0.5845.96
  • 116.0.5845.97
    
  • 116.0.5845.111
    
• Microsoft Edge 116.x

Current workaround options are:

• Use a different browser.
• If no other browser is available:
  • In classic authoring, select the grab handle to the left of the field to drag/drop.
  • In new authoring, select the field, then use the keyboard (Cmd + Shift + arrow keys) to move the fields.

Adobe Acrobat Sign updated to the search service on the NA2 server environment starting in the afternoon of Saturday, September 2nd, and completing the morning of Sunday, September 3rd.PST. During the upgrade, users on the NA2 shard may experience a delay in observing their latest agreement updates/additions on the Manage page.

This activity will NOT impact 

• Logging in to the application
• Sending new agreements or signing agreements that are in flight
• Creating new forms or signing active forms
• Using workflows or creating new workflows

To maintain a strong level of security within the Adobe Acrobat Sign service, several legacy TLS ciphers that use static keys or the SHA-1 hash function will no longer be supported after July 17, 2023.

Customers using legacy ciphers should update the O/S, framework, or application code to use one of the supported TLS ciphers before July 18, 2023, to ensure uninterrupted service use.

After July 17, 2023, any application attempting to connect to an Acrobat Sign endpoint with a legacy cipher suite will fail.

Legacy cipher suites being removed from service:

Supported cipher suites:

Adobe Acrobat Sign is planning an update to the search service on the NA1 server environment during the early morning hours of Sunday, August 20^th EST. During the upgrade, users on the NA1 shard may experience a delay in observing their latest agreement updates/additions on the Manage page.

This activity will NOT impact 

• Logging in to the application
• Sending new agreements or signing agreements that are in flight
• Creating new forms or signing active forms
• Using workflows or creating new workflows

On November 8th, 2022, Acrobat Sign delivered an improved version of webhooks infrastructure (referred to as “webhooks 2.0”).

• New customer accounts created after November 8th, 2022, are automatically built with webhooks 2.0 enabled.
• The Sandbox environment will be updated on May 2nd, 2023.
  
• Accounts existing before November 9th, 2022, are to be migrated to the webhook 2.0 environment per the below schedule.
  
• Accounts in the Adobe Acrobat Sign for Government environment will be updated to Webhooks 2.0 on a future (undecided) date.
  

Webhooks 2.0 supports all the features of classic webhooks with one caveat. Classic webhooks configured for the user, their group, or their account, delivered notifications to all participants of an agreement. In webhooks 2.0, ONLY the sender, sender’s group or account will receive notifications. In other words, notifications are no longer sent to all participants of an agreement.

Note that all future webhook enhancements will ONLY be delivered on webhooks 2.0.   

Current customers can try webhooks 2.0 on a Trial, Developer, or Sandbox account via Adobe’s Insider Access program starting November 8th. 

The migration is expected to be seamless for all customers. However, customers who have strict network security policies in place will require new IP addresses to be configured in accordance with https://helpx.adobe.com/sign/system-requirements.html. 

If you have any questions, reach out to your success manager or the support team.

In the July 2023 release, all accounts that have enabled Custom Send Workflows for their administrators will automatically be enabled with workflow designer access for all users.

Users can access the workflow designer through the Workflows tab in the top navigation bar and the Create reusable workflows tile on the Home page.

Administrators that would like to remove workflow designer access from their users can disable the feature (at the account or group level) by navigating to Account Settings > Global Settings > Custom Send Workflows.

Throttling is being applied to REST /search API calls - All /search API calls are subject to volume throttling at the rate of:

• No more than 1000 calls per minute.
• No more than 2500 calls per hour.
• No more than 7200 calls per day.

Throttling will begin after the July 18th release is completed.

Administrators should file a support request to elevate the volumes if needed.

The Acrobat Sign release scheduled for May 2023 included availability of the Microsoft Power Automate integration for all accounts with an enterprise license.

Access to discover this feature via the Workflows tab and Home page access points is enabled by default for all users. 

Using these access points, users are able to discover the value of Power Automate, and request access to the integration from their administrators.   

Controls to disable user discoverability can be found in Account Settings > Global Settings.

The Acrobat Sign release scheduled for May 2023 included availability of the Microsoft Power Automate integration for all accounts with an enterprise license.

Access to discover this feature via the Workflows tab and Home page access points is enabled by default for all users. 

Using these access points, users are able to discover the value of Power Automate, and request access to the integration from their administrators.   

Coming soon to Acrobat Sign for Teams: Conveniently send Teams and OneDrive files for signature directly from the application.

1. On the new Documents tab, select from your Recents, Teams and channels, or OneDrive files.
2. Select the recipient from your contacts using Azure Active Directory.
   
3. Select to send directly for signature or choose add options and edit agreement to customize your agreement before sending.

To enable this feature, the Acrobat Sign for Teams application needs permission to access user files stored in M365, including Teams and OneDrive. Granting access to user files is not required to access other application features and is only requested when the user explicitly navigates to the Documents tab.  

Consenting to the Documents Tab Set of Permissions for Administrators

Prerequisite: The basic Adobe Acrobat Sign for Teams app permissions are already consented to for your organization.

Consenting to the permissions for the Documents tab enables those features for all users in the organization. There are two options:

Consenting to the Documents Tab Set of Permissions for Individuals

For organizations that rely on individuals to manage their own permissions, Acrobat Sign for Teams users must consent to the new permissions when they navigate to the Documents tab, where a dialog automatically appears.

Selecting Next opens a new window allowing the user to authenticate with their Microsoft account and consent to the permissions.

Selecting Cancel returns the user to the Home tab. 

The Acrobat Sign for Veeva Vault integration is being upgraded to provide the functionality to notify users when their signature is required on an agreement and allow them to sign within the Veeva Vault environment.

In the April 2023 release, the header and footer of the web application will be redesigned to better accommodate displays on smaller platforms, and to improve accessibility.

• The double-stacked header will be merged to contain the branded logo and the navigation tabs in one header bar.
• The header bar will collapse into an options icon on smaller platforms or when the screen magnification requires the space to properly display the content.
  
• The footer will be removed entirely, relocating the Language selector into the profile menu in the top right corner of the page.

Domain name change to AdobeSign.com

Adobe is changing the domain name for the Adobe Sign service to adobesign.com. 

The transition began with the March 2020 release for free and individual user accounts with no impact to customers that have purchased other plans.

Please refer to the table below for an up to date schedule for the rollout of the feature to your account tier.

When enabled, account administrators will have a new control available in the Account Menu: Account Settings tab to move to the new domain.

• The control enables the ability to switch to new domain name
• Customers that use explicitly allowed domains, 3^rd party integrations, or custom applications will be able to test the impact of the new domain name on their environment
  
• Please refer to the FAQ to determine if this change will have an impact on your environment
• If there are conflicts or errors, reverting to echosign.com is supported without any impact to agreements or workflows

For Accounts that have migrated to adobesign.com

• The new domain is being rolled out as a redirect from the main login page
• Redirects are not necessary to access existing agreements
• Existing agreements remain available to all parties from the existing domain name

The new IRS W-4 (2023) form, entitled W-4 2023 (Employee's Withholding Certificate), has been added to the Adobe Sign library as part of the January 2023 release.

ACTION REQUIRED

The new W-4 form template has a new libraryDocumentId. If you use the existing template’s libraryDocumentId in your applications, you will need to update it.

The 2022 version has been removed from the system as of March 2023.

Any application/API using the legacy (ver 2022) form must be updated before March 1^st to ensure no disruption to successful service.

To find the libraryDocumentId in an API-enabled account:

1. Log in as an Account Admin
2. Click on the Account tab > Adobe Sign API > API Information > click the link: REST API Methods Documentation
3. In the GET /libraryDocuments section, click the OAUTH ACCESS-TOKEN button 
   • Enable the library_read:self scope
4. Click the Try it out! button
5. In the Response Body, locate the new W-4 2023 (Employee's Withholding Certificate) form template (not ver. 2022) to see the libraryDocumentId value.  

Adobe Acrobat Sign has updated the search service on the EU1 server environment during the early morning hours of May 14^th CET. During the upgrade, users on the EU1 shard may have experienced a delay in observing their latest agreement updates/additions on the Manage page.

This activity did NOT impact:

• Logging in to the application
• Sending new agreements or signing agreements that are in flight
• Creating new forms or signing active forms
• Using workflows or creating new workflows

As of the March 2023 release, account-level administrators can enable/disable the development of applications at the group level for group admins and/or non-administrative users. Only account-level admins are empowered to configure groups. Group-level admins do not have the authority to override the account defined settings, nor to edit the settings applied by an account level admin.

The feature that automatically detects and places form fields for the in-application authoring environment is being updated to improve the detection methodology. In practice, users will notice that the field detection notification is placed in the center of the first page.

Customer deployment will follow the below schedule:

Acrobat Sign successfully rotated the SSL Certificate on the morning of March 1st, 2023.
There was no change to the public key, underlying cryptographic protocols, or scheme.

ACTION REQUIRED

Use of the public key

• If you have custom-built integrations with Acrobat Sign using either the SOAP or REST APIs, and if any of these integrations have ‘pinned’ the existing public key, no action is required.
• If you are using Acrobat Sign’s SSL certificates for SSO, or if you’re pinning the certificate itself (or using other methods), you can find the new Acrobat Sign certificates in the Adobe Acrobat Sign System Requirements.
  • If your SSO configuration supports multiple public certs/chains, you can add the new certificates now and remove the old public cert/chain from your configuration after the April switch.
  • If your SSO does not support multiple public certs/chains, you will need to sync your SSL switch with Acrobat Sign on March 1st, 2023.  

The new SSL certificate has been active since March 1st, 2023.

The CDS certificate applied to the PDFs generated in Acrobat Sign has been updated to reflect the correct branding on the certificate as Adobe Acrobat Sign. The update was completed on February 7th, 2023.

The March 2023 release will update the access points for users who can create and use custom workflows. 

A new Workflows tab will be added at the top of the page and a Create a workflow tile on the Home page. Both new access points open a new page dedicated to creating and managing the workflows available to the user.

With the launch of the November 8th, 2022 release, Adobe Acrobat Sign has completed the end-of-support cycle for the Microsoft Internet Explorer 11 and the legacy Microsoft Edge browsers that was started in April of 2021.

After the November release, these legacy browsers are no longer supported on any page of the Acrobat Sign application, including the recipient e-signing page. Users attempting to access the service with these browsers will be served an "Unsupported Browser" page and instructed to use (or download) a modern browser.