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GDPR - Delete a user from the Acrobat Sign system

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  1. Welcome to Adobe Acrobat Sign for Government
    1. First steps for new accounts
    2. Claiming an email domains
    3. Connecting Okta to a federated identity solution
    4. Manually create/edit users in Okta
      1. Creating individual users manually
      2. Creating multiple users via CSV import
      3. Add or Remove a group from a user profile
      4. Elevating a user to Account/Privacy administrator status
      5. Changing your Okta password
  2. Configure Acrobat Sign
    1. Configuration Overview
    2. System requirements
    3. Branding
      1. Company and Hostname
      2. Logos
      3. Email header/footer images
    4. User access to features
    5. User experience within the application
      1. Allowed Signature types
      2. Signature order options
      3. Self Signing workflows
    6. Recipient experience when interacting with agreements
    7. Transaction security
    8. Compliance information
      1. GDPR
      2. HIPAA
      3. eVaulting Chattle paper
      4. IVES
  3. Administrator processes
    1. Admin guide overview
    2. Users
      1. Manage users in the Gov CloudCreating users
      2. Add users to a group
      3. Remove a user from group membership
      4. Update users in bulk
      5. Users in Multiple Groups (UMG)
        1. Overview
        2. Differences in UMG enabled accounts
    3. Groups
      1. Create a group
      2. Delete a group
      3. Modify a group name
      4. Modify group-level settings
    4. Templates
      1. Edit shared templates
      2. Transfer template ownership
    5. Custom workflow designer
      1. Create a custom workflow
    6. GDPR deletion processes
      1. Delete a user
      2. Delete agreements
    7. Sandbox
  4. User environment and processes
    1. Support resources
    2. Transaction limits
    3. Page layouts
      1. Home page
      2. Send page
      3. Manage page
      4. Reports page
    4. Configure your profile
      1. "My Profile" overview
      2. Change your email address
      3. Define your signature
      4. Configure your event and alert notifications
      5. Define your language preferences
      6. Define your personal email footer
      7. Review account sharing
      8. Configure auto delegation
    5. Send agreements
      1. Compose an agreement to send for signature
      2. Recipient signing order
        1. Sequential or parallel signing
        2. Hybrid signing (Both sequential and parallel)
        3. Recipient groups
      3. Written signatures
      4. Send an agreement to yourself only
      5. Send in Bulk
      6. Sending from a template on the Manage page
      7. Sign agreements
      8. Fill and Sign a document
      9. Self Signing
      10. Signing a document from an email link
      11. Sign a document from the Manage page
    6. Custom workflow designer
      1. Overview
      2. Create a new sending workflow
      3. Edit a sending workflow
      4. Activate/Deactivate a workflow
      5. Send agreements using a workflow
    7. Manage agreements
      1. Search for agreements
      2. View Agreements
      3. Activity history and Audit Report
      4. Add a note to an agreement
      5. Set a reminder
      6. Cancel a reminder
      7. Add an expiration date
      8. Modify/Delete an expiration date
      9. Modify the files of a sent agreement
      10. Replace the current recipient
      11. Upload a signed agreement
      12. Share an individual agreement
      13. Download an agreement
      14. Download the individual files of an agreement
      15. Download the audit report
      16. Download the signer identity report
      17. Download the field data from an agreement
      18. Cancel an agreement
      19. Hide an agreement from view
    8. Reporting
      1. Create a report with classic reporting
      2. Report charts and data exports
        1. Overview
        2. User permissions for report charts and exports
      3. Data Exports
        1. Create a data export
        2. Open and edit a data export
        3. Refresh the data in an existing export
        4. Download the CSV from a data export
      4. Report Charts
        1. Create a report chart
        2. Open and edit a report chart
        3. Rename a data export/report chart
        4. Duplicate a data export/report chart
        5. Delete a data export/report chart
    9. API
      1. API Swagger documentation
      2. Webhooks

Delete a user's information

Deleting a user from the Acrobat Sign server requires that you first have system authority over that userID. If the user is not in your account, you do not have any authority to delete them.

Find the user in your system

To determine if the user is under your authority:

  1. Log in to Acrobat Sign as a Privacy Administrator.

  2. Navigate to the User tab in the administrator menu.

  3. Select the Options icon (three lines on the far right).

  4. Select Show All Users.

  5. Search for the email address of the user

    The User tab with an expanded options menu highlighting the Show All Users filter

    If the email address is not found within the account, No users available using current filter displays on the screen.

    If the user exists, you will have only one record (email addresses are unique).

Delete the user's information

Verify the email address is correct and that you are about to delete the correct userID. 

Once the userID is deleted, it is irrevocably gone.

  1. Select the user record to highlight it. This exposes the action links just above the user record.

  2. If the user is in any status other than Inactive, select the Deactivate User link.

    • Only Inactive users can be deleted.
    The User tab showing an Active user and displaying the Options for the user with the Deactivate User option highlighted.

  3. Select the Delete User Information link.

    The Users tab with an inactive user options exposed and the Delete User Information link highlighted

    Caution:

    The Delete User Information challenge opens, indicating the ramifications of what you are about to do.

    Deleting a user will:

    • Cancel any agreements that are currently in process initiated by this user
    • Disable any active Web Forms created by this user
    • Prevent any integrations associated with this user from making any API calls
    • Remove any saved Library Templates created by this user
    • Remove any reusable recipient groups created by this user
    • Remove any references to this user in reusable recipient groups created within the account

  4. Just under the warnings, there are three options.

    Select the option that suits the situation and then Delete User Information (or Cancel if you are having second thoughts):

    • Preserve agreements initiated by this user but remove user information, including the resources above.
      • Select if the user has created agreements that are still valuable to the company.
        • Agreements are automatically shared to the account of the Admin, deleting the user (See note below).
        • Applies only to completed agreements. Agreements in-flight are canceled and deleted.
        • You can delete these agreements later as needed.
    • Remove user information including resources above and all agreements initiated by this user.
      • Everything is removed.
    • Don’t delete user information at this time.
      • The default option.
    The "Delete User Information" warning panel

    Note:

    When the Preserve agreements option is selected:

    • All completed content created by the userID is shared to the Admin account that deletes the user
    • The email address of the deleted userID is preserved so it can properly be referenced by the history/audit report
    • Because the email address is preserved, a new user can not be created in the system with that same email value
    • If a new userID must be created using the preserved email address, all shared content must be deleted first, or the user will not be allowed to be created (due to a duplicate email address in the system).

  5. One last challenge appears:

    • Select Delete User Information if you are certain
      • Else, select Cancel
    Two final warnings for deleting the user, one where the agreements are preserved, and the other where all assets are removed.

    A success message is delivered, indicating the userID is deleted from the database.

    • No regrets... select OK

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