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Users in Multiple Groups Overview

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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

Overview of UMG (Users in Multiple Groups)

Users in Multiple Groups extends the practical use of the Group structure beyond simply containing a list of users and the assets that are available to them.

A Group is essentially a set of permissions that govern the options and defaults presented to the user when they are composing agreements or managing assets (reports, library templates, etc)

By allowing a user to have membership in multiple groups, administrators have the option to build groups with explicit workstreams in mind. Strong defaults can be installed and configuration options can be limited, ensuring a more perscribed document flow and resolution. For example, dedicated groups can be built for:

  • Internal documents (Tax documents, automatic deposit forms, vacation requests)
  • Legal documents (Non Disclosure Agreement, Memorandum of Understanding)
  • Compliance restricted signature flows (CFR 21 part 11, PCI, HIPAA)
Send page with UMG enabled

A complete list of interface and functional changes can be found here >

Note:

It is recommended that you register for a developer account so you can experience the different interface and interactions that UMG introduces in a safe environment.

Customers that have custom API integrations or who leverage 3rd party integrations are strongly recommended to test their code/integrations in a developer account thoroughly before updating.


Actions to review/take before updating

UMG is only available to the enterprise and business tiers of service.

  • These are the only tiers of service that permit multiple groups

Developer and trial accounts are based on the enterprise tier of service.

UMG is incompatible with the classic Home, Manage, and Custom Workflows pages.

When you enable UMG, the account will enable the most current versions of the Home, Manage, and Custom Workflow pages (if they are not already), and disable the links to switch back to the classic interface.

The administrator's interface option to revert back to classic pages and will be disabled in the admin menu.

The only way to revert to the classic page layouts is to revert back to Users in Single Group first.

Note:

It is recommended that you enable the modern versions of the Home, Manage, and Custom Workflow pages several weeks prior to updating to UMG to allow your user base to get accustomed to the base page layouts.

If the modern versions of the Home and Manage page render as blank pages, you will need to contact your network security team to allow the Adobe Acrobat Sign endpoints.

UMG has been compatibility tested and is expected to work normally with the following Acrobat Sign partner integrations:

  • Acrobat Sign Mobile Apps (iOS & Android)
  • Box
  • Dropbox
  • Google
  • Microsoft Dynamics 365
  • Microsoft Office (Word/PowerPoint/Outlook)
  • Microsoft Power Automate/ Power Apps
  • Microsoft SharePoint Online
  • Microsoft SharePoint OnPrem
  • Microsoft Teams
  • Oracle NetSuite
  • Salesforce
  • SAP SuccessFactors
  • ServiceNow
  • Workday

Note that these integrations are not yet “UMG aware”, so the settings used when agreements are sent will be those of the user’s “primary group”.

The ability to recognize and work with new group memberships is planned for future releases of these integrations.

If you have built custom integrations using the Acrobat Sign APIs, we strongly urge you to test them on a separate UMG-enabled developer account before updating your production account. 

  • Your success manager (or support) can help you set up a UMG-enabled developer account

Any existing REST v6 API call will continue to work, whether UMG is enabled or not.

  • Previous API versions (both SOAP and REST) will continue to work, but will only recognize the settings of the user’s "primary group”
  • To take full advantage of UMG, you will need to migrate your code to the REST v6 API  

If you work with 3rd party partner integrations such as:

  • Apttus
  • Ariba
  • CallidisCloud
  • Icertis
  • Intesi
  • Jaeger
  • Nintex
  • Zoho CRM

We strongly urge you to test these on a UMG-enabled developer account before enabling UMG on your production account. 

Your success manager (or support) can help you set up a UMG-enabled developer account.  

Note:

If you find an issue, please reach out to the integration partner to report the issue and request a fix.

Note:

All accounts are strongly encouraged to update as early as possible to allow time for troubleshooting if problems arise.

Accounts can switch back if problems do occur. 


How to update the account to UMG

When you are satisfied that your account is ready to update:

  1. Log in to Acrobat Sign as an account-level administrator

  2. Navigate to Account > Account Settings > Global Settings > Users in Multiple Groups

  3. Click the Enable Now button

     

    Navigate to the setting

  4. Evaluate the checklist and check each box to confirm that you have verified that your account is ready to be enabled.

    Click OK  

    UMG Checklist

  5. Click Save


What happens if you disable UMG

If you have to revert back to users restricted to a single group, some things to be aware of are:

  • All users will be restricted to their primary group

    • User will only be able to access templates/workflows associated to their primary group
    • Users can only send agreements from their primary group

  • All of a user's group memberships (other than the primary group) are inactivated

    • If the user is not moved to a new group while UMG is disabled, the user's groups will be reactivated when UMG is reenabled
    • If a user is assigned to a new group while UMG is disabled, the user's group_membership table will be re-written with only one (primary) group (disabling the inactive group records). The user will only retain the primary group membership when UMG is reenabled

  • All UMG enabled pages will revert to the single group interface/functionality

    • Sending/Template pages will remove the group selector
    • Creating users in bulk will revert to the previous syntax

  • Page version options will be restored to their previous state

    • If you did not configure your account to use the most current versions of the Home, Manage, and Custom Workflow pages prior to updating, your account will revert to the exact set of page configurations that existed prior to the update

  • Users retain access to any asset they have created (agreements, library templates, web forms)

    • The creator of any asset is always associated to it as the owner, regardless as to group association

  • Existing agreements are unaffected and will complete as normal

    • Changing the owner's group status has zero impact on agreements in-flight
    • The owner of the agreement does not change, and the parameters of the agreement are locked in at the time the agreement is sent

  • Integrations will function as they did prior to updating to UMG

    • Acrobat Sign integrations do not currently account for users in multiple groups, so reverting the Acrobat Sign back to single users happens outside the awareness of the integrations
    • User activity is unimpacted
    • In-flight agreements will complete normally

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