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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

Manage page overview

The Manage page contains the records of the agreements that a user has sent as well as any agreements shared or sent to the user from a trusted source.

In addition to agreements, the user can select to access the library templates, web forms, and bulk emails generated/owned by the user.

Users who have accounts shared with them can change the displayed content from their personal data to a view of the shared account's content (with some limitations regarding the available actions).

Overview

Layout and functionality

The central listing of records

The middle section of the Manage page loads a listing of agreements by default.

  • If agreements are waiting for the user's action, the Waiting for You filter is automatically selected.
  • If no agreements are waiting for the user, the In Progress filter is automatically selected.

This list is initially sorted by the "Modified" date, with the most recently modified agreement being at the top.

Clicking any column header sorts the list by that value in either descending order. If the header is clicked again, the sort order is reversed.

Page headers

Quick actions and indicator icons

The records in the central list have one or more "quick action" buttons and up to two indicator icons that are exposed when you mouse over an individual record.

  • Actions are always hidden until mouse-over.
  • Indicator icons are hidden unless the feature the icon represents has been configured for the individual record.
    • Indicator icons are always visible (in bright blue) when configured for the record.
Actions and icons in the record mouse over

  • Quick action: Open - The Open button opens the agreement for viewing (same as the Open Agreement action in the right rail).
    • Holding down the CMD/CTRL key and left-clicking the Open button opens the agreement in a new tab.
  • Reminder indicator - When a Reminder is active for the record, the blue icon is evident in the record list.
    • Clicking the icon allows a new reminder to be configured.
    • If an existing reminder is in place, a reminder summary is presented with a note indicating when the last reminder was sent.
  • Notes indicator - When a Note has been added to the record by the user, the blue icon is evident in the record list.
    • Clicking the Add Notes icon allows the user to add a personal note to the agreement. This note is not visible or searchable by other users in the system.
    • Mousing over a configured Notes icon exposes the first several characters of the note in a text bubble over the icon.
In Progress

  • Quick action: Open - The Open button opens the agreement for viewing (same as the Open Agreement action in the right rail).
    • Holding down the CMD/CTRL key and left-clicking the Open button opens the agreement in a new tab.
  • Quick action: Sign - The Sign button opens the esign page to accept the user's signature (same as the View & Sign button in the right rail).
  • Notes indicator - When a Note has been added to the record by the user, the blue icon is evident in the record list.
    • Clicking the Add Notes icon allows the user to add a personal note to the agreement. This note is not visible or searchable by other users in the system.
    • Mousing over a configured Notes icon exposes the first several characters of the note in a text bubble over the icon.
Waiting for you

  • Quick action: Open - The Open button opens the agreement for viewing (same as the Open Agreement action in the right rail).
    • Holding down the CMD/CTRL key and left-clicking the Open button opens the agreement in a new tab.
  • Quick action: Download PDF - The Download PDF button triggers a download of the agreement PDF (same as the Download PDF action in the right rail).
  • Notes indicator - When a Note has been added to the record by the user, the blue icon is evident in the record list.
    • Clicking the Add Notes icon allows the user to add a personal note to the agreement. This note is not visible or searchable by other users in the system.
    • Mousing over a configured Notes icon exposes the first several characters of the note in a text bubble over the icon.
Completed

  • Quick action: Open - The Open button opens the agreement for viewing (same as the Open Agreement action in the right rail).
    • Holding down the CMD/CTRL key and left-clicking the Open button opens the agreement in a new tab.
  • Quick action: Edit - The Edit button opens the Compse (Send) page to allow editing of the agreement (same as the Edit Agreement action in the right rail).
  • Notes indicator - When a Note has been added to the record by the user, the blue icon is evident in the record list.
    • Clicking the Add Notes icon allows the user to add a personal note to the agreement. This note is not visible or searchable by other users in the system.
    • Mousing over a configured Notes icon exposes the first several characters of the note in a text bubble over the icon.
Draft

  • Quick action: Open - The Open button opens the agreement for viewing (same as the Open Agreement action in the right rail).
    • Holding down the CMD/CTRL key and left-clicking the Open button opens the agreement in a new tab.
  • Quick action: Edit - The Edit button opens the template in the authoring environment to allow editing of the template fields (same as the Edit Template action in the right rail).
  • Notes indicator - When a Note has been added to the record by the user, the blue icon is evident in the record list.
    • Clicking the Add Notes icon allows the user to add a personal note to the agreement. This note is not visible or searchable by other users in the system.
    • Mousing over a configured Notes icon exposes the first several characters of the note in a text bubble over the icon.
Library template

  • Quick action: Open - The Open button opens the agreement for viewing (same as the Open Agreement action in the right rail).
    • Holding down the CMD/CTRL key and left-clicking the Open button opens the agreement in a new tab.
  • Quick action: Edit - The Edit button opens the Create Web Form composing page to allow editing of the web form (same as the Edit Web Form action in the right rail).
  • Notes indicator - When a Note has been added to the record by the user, the blue icon is evident in the record list.
    • Clicking the Add Notes icon allows the user to add a personal note to the agreement. This note is not visible or searchable by other users in the system.
    • Mousing over a configured Notes icon exposes the first several characters of the note in a text bubble over the icon.
Web Form

  • Quick action: Open - The Open button opens the agreement for viewing (same as the Open Agreement action in the right rail).
    • Holding down the CMD/CTRL key and left-clicking the Open button opens the agreement in a new tab.
  • Quick action: Download Form Data - The Download Form Data button triggers a download of the form field data for the Bulk Send transaction (same as the Download Form Field Data action in the right rail).
  • Notes indicator - When a Note has been added to the record by the user, the blue icon is evident in the record list.
    • Clicking the Add Notes icon allows the user to add a personal note to the agreement. This note is not visible or searchable by other users in the system.
    • Mousing over a configured Notes icon exposes the first several characters of the note in a text bubble over the icon.
Bulk Send

 

The left rail filters

The left rail of the window shows a list of filters for agreement statuses (at the top) and a group of template objects (at the bottom).

Selecting any filter populates the central list of agreements/templates accordingly.

Filter list

There are two "active" statuses. Each indicates the volume of content parenthetically after the status name:

  • In Progress (N) - Agreements returned in the In Progress status are waiting for participants to complete their actions. Agreements that are waiting for the logged-in user are not returned
  • Waiting for You (M) - Agreements waiting for the logged-in user are captured in the Waiting for You filter.   

There are three "terminal" statuses:

  • Completed - Agreements that are wholly and successfully resolved 
  • Canceled - Agreements that are abandoned for any reason. This includes: 
    • Agreements canceled by the sender
    • Agreements declined by a participant
    • Agreements that are terminated due to repeated failure to authenticate
    • Agreements that suffer from a system error that causes the agreement to become unviable
  • Expired - Agreements that reach an expiration date and are closed automatically

The Draft status contains all of the partially built agreements, typically awaiting field placement.

The template filters contain only the "parent" templates used to generate "child" agreements. The child agreements are captured in the (above) agreement filters.  

Parent templates are not agreements themselves but are used to produce high volumes of individual agreements. These parent objects include:

  • (Library) Templates - All of the document and field templates that are available in your document library.
  • Web Forms - Web forms (previously known as Widgets) are agreement templates that can be delivered as links or embedded into web pages.  Web forms are signer initiated, generating a child agreement for every participant that completes the signature process.
  • Bulk sends - Send in Bulk templates (previously known as Mega Sign) accept a list of individual recipients to generate a high volume of discrete agreements using the same form(s). Each agreement is a discrete transaction; the individual recipients are unaware of the others (i.e., Sending an internal expense policy to all employees).

 

Search functionality

The Search bar and accompanying Filters button allow for precise search criteria to help find agreements in what can quickly become an overwhelming number of transactions.

Learn more about how searching works here >

Search filters

 

The right rail context menu

Selecting (single-clicking) any record in the center list triggers the right rail to pop out a context-based menu of actions and metadata relevant to the selected object.

Open agreement

The right rail context menu has different options based on the user's tier of service (individual, enterprise, etc.), the object selected (agreement, web form, etc.), the status of the user (admin, user), and the status of the object (active, in-progress, complete, etc.). If you don't see an option/feature that you expect to be available, check with your administrator to see if you are limited by design (setting configuration, user authority level) or availability (tier of service).

 

The shared account selector (Optional)

Accounts that have enabled account sharing can click the Your Agreements title to open a list of the accounts currently shared with the user. This list acts as a filter that populates the manage page with the contents from the selected user or group. The option to choose All shared agreements is also available.

Upon selecting an option:

  • the clickable title changes to the name of the filter
  • the central list of records is populated with the shared content
  • two new columns are added to the list of records to indicate the source of the content: 
    • GROUP - the group that contains the record
    • SHARED BY - the name of the user sharing the content
Shared account drop-down

Accounts that have Advanced Account Sharing enabled can switch between the shared user accounts to possibly view, send, and sign agreements on behalf of the user (depending on how sharing is configured):

  • Mouse over your name in the upper-right corner of the screen
  • Click Switch Account
  • Select the user account you want to switch to and click OK
Switch Account

Switching to another user's account allows the logged-in user to send agreements on behalf of the "switched to" account:

Switched to account

 

"Agreement" specific data and actions

Below is a list of the agreement-specific features and actions that users can employ.

 

The Name or Title of the agreement is at the top right of the page layout:

Title - Name of agreement

 

The Created date is immediatly under the name of the agreement.

Creation date

 

The current agreement Status is displayed under the name of the agreement and the creation date, in the upper-right of the window.

Agreement Status

 

Who the agreement is From is at the top right. 

  • The From field is only viewable when you are not the sender.
Sent by - From

 

The global Message for the agreement is in the upper-right, just under the Sender

Global Message

 

The current recipient is identified in the new, expanded participant list that clearly shows all recipients and their status as relatavie to the agreement

Recipient list

A user can sign an agreement from the Manage page by selecting the agreement record and clicking the View & Sign button in the right-rail or the Sign quick action on the record in the central list.

View and sign

 

The standard agreement signing interface opens to accept field input and signatures:

Image

The ability to cancel the agreement is found in the right-rail with the actions: Cancel

Full feature details

Cancel Agreement

The ability to set, edit, and delte the expiration date for the agreement is found under the creation date: Expiration Date

Click the pencil icon to open the editing panel.

Full feature details

Edit the Expiration date

The Manage page layout exposes the participants of an agreement, providing:

  • A running status of how many  participants have completed their actions (directly under the email of the current participant)
  • A full list of all participants and their role in relation to the agreement (in the right-rail)
Recipient List

The ability to replace the current participant can be found by mousing over the icon of the current participant, and then clicking the Replace Participant link.

Depending on yiour acocunt settings, two options exist:

  • Replace recipient - Thios option replaces the current recipient, denying them further access to the agreement
  • Add Alternate Recipient - Adding an alternate recipient includes the new recipient, leaving the original recipient  vin place and capable of completing the agreement

>>Full details for how to replace the current signer can be found here

Replace current recipient options

The sender of an agreement has the authority to change the authentication method for each of the participants, after the agreement is sent.

This is specifically useful if a password was used, but lost/forgotten. The password is simply reset.

The ability to edit recipient authentication can be found by mousing over the icon of the current participant, and then clicking the Edit link next to the Authentication method.

Note:

This setting only pertains to passwords used in recipient authentication.

Passwords used to protect a signed PDF are not impacted

Edit authentication method

The ability to replace the files on a sent agreement can be found in the right-rail actions: Modify Agreement

Full feature details

Modify Agreement

If an agreement is signed outside of the Acrobat Sign signature process (eg: a recipient prints the document and physically signs it), the originator of the agreement can digitize and upload the agreement back into Acrobat Sign.

Image

If your account uses Government ID for recipient validation, and your have elected to store the authentication information, you will have the ability to download the Signer Identity Report.

Download Identity Report

The history of events for the agreement is found in the right-rail at the bottom of the actions: Activity

Agreement Activity

 

Clicking the Activity option replaces the right-rail controls with the full event history of the agreement, listed in chronological order, with the most recent events at the top.

Full feature details

Activity list


Other common actions across objects

To view the content (files) of an agreement:

  • Single click the agreement to select it and open the right-rail
  • Click the Open Agreement action 
Open the agreement

 

The agreement opens for review; the right-rail controls remain in place.

Opened agreement

The ability to create or delete reminders can be found on the right-rail with the actions: Reminder

Full feature details

New Manage page - Reminder

Library templates and web forms have the option for admins to change the owner of the template. The template must be under the authority of the admin to expose the action.

New Owner

Selecting the New Owner option triggers an input box to provide the email of the new owner.

More information about object transfers can be found here >>

Input interface for new owner

The ability to share the agreement is found in the right-rail with the actions: Share

Once an agreement is shared:

  • An email is sent to the user (email) you share the agreement to
    • The email contains a PDF attachment of the agreement in its current state    
  • The agreement record becomes available on the manage page of the user (email address) you shared it to
    • That user can review the agreement as if they were CC'd to the agreement

Full feature details

Share an agreement

The ability to download the agreement and/or the agreement audit report can be found in the right-rail with the actions: Download PDF and Download Audit Report respectively

Download PDF - Audit report

If multiple files are used to create the agreement, and the user does not want to download the entire PDF in one concatenated file, this option allows for the downloading of the individual files (as originally uploaded).

Download individual files

Selecting this option opens an interface allowing each file to be clicked in turn to download a PDF version of that file.

Select the files

The "parent" template objects have the option to download the form field data of all agreements that have been spawned from the template.

 

Download form field data

Selecting this option triggers a download of a CSV format file to your local system with all field content for all child agreements generated from the parent template.

Downloaded CSV

Content can be hidden on the manage page. This content is not deleted, the status is not changed, and the agreement can progress normally through the signature cycle.  The agreement simply is not visible in the user's view of the Manage page.

Note:

To unhide the content, you must first search using the Show only hidden agreements filter

Hide agreement

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