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Adobe Acrobat Sign for Microsoft Dynamics 365 Online: Installation Guide

Last updated on Feb 22, 2023

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Overview

Acrobat Sign offers a plug-and-play integration solution with Microsoft Dynamics CRM that provides the following benefits:

Accelerates the quote-to-cash process by sending agreements, such as contracts and sales documents.
Automatically merges data from Dynamics entities (such as accounts and contacts) into agreements and pushes data gathered from signers during the signing process back to Dynamics.
Enables mobile functionality via the Sales Hub. This functionality is available only for installations on Dynamics 365 9.x and later.
Allows recipients to easily sign anywhere, anytime, and from any device.
Allow senders to track documents sent out for signature from within Dynamics.
Eliminates manual steps across the entire process.

Adobe Acrobat Sign for Microsoft Dynamics 365 online: Installation Guide provides instructions on how to:

Install Acrobat Sign for Microsoft Dynamics 365
Configure Acrobat Sign for Microsoft Dynamics 365
Implement Optional Settings
Add Custom CRM Entities to Acrobat Sign

Additional resources

To upgrade your already installed Adobe Acrobat Sign for Microsoft Dynamics 365 package to the latest version, refer to the Upgrade Guide.

If you're using Microsoft Dynamics 365 On-Premise, refer to the v9 On-Premise Installation Guide.
For the latest release updates, see Release Notes.
To learn how to use Acrobat Sign for Microsoft 365 online, refer to the User Guide.
To learn how to customize and automate signing workflows, refer to the Processes and Workflows Guide.

Contact customer support if you've any questions or concerns regarding the installation process.

Prerequisites

To be able to successfully install and use Acrobat Sign for Microsoft Dynamics 365, you must ensure that:

The required Language Packs are installed into Dynamics 365.
The user has a licensed enterprise-level Acrobat Sign account or an enterprise-level trial account.
The email address of the Acrobat Sign admin must be the same as the one for installing Dynamics CRM admin. If a group-level admin creates an integration key, the users must have a membership to that admin’s Primary group to be able to access the application.

All the possible user domains are included. Do not include public domains such as gmail.com, yahoo.com, and others.
You must obtain a list of all users in the Acrobat Sign system using your owned domains and request valid users to be moved into your CRM-linked Acrobat Sign account.
Note: All the user email addresses must match the primary email of the CRM user. Else, you must Change the Acrobat Sign email value.
Acrobat Sign Users and Administrators are assigned with read /write CRM Cal Licensing within the Dynamics environment.

The file upload size limit is configurable in CRM (the default value is 5 MB). Users get an error if they try to attach a file larger than the configured value. If the signed PDF is larger than the configured value, Dynamics prevents the file from attaching to the parent (or mapped) entity.

Supported browsers

Chrome - current version
Firefox - current version
Safari - current version
Edge - current version

Edge browsers

For Microsoft Dynamics to work seamlessly in the Microsoft Edge browser you must trust the below sites in your browser security configuration:

https://*.adobesigncdn.com
https://*.adobesign.com
https://*.echocdn.com
https://*.echosign.com
https://cc-api-data.adobe.io
If using a third-party identity management system, that URL needs to be added as well

Install Adobe Acrobat Sign for Microsoft Dynamics 365 Online

Go to the Microsoft AppSource page for Adobe Acrobat Sign for Microsoft Dynamics 365 package and select Get it now.

Note:

For a free trial of Adobe Acrobat Sign, request a 30-day free trial of Adobe Acrobat Sign for Dynamics CRM.
On the Confirm your details dialog that appears, verify your user details and review permission details. Once done, select Get it now.
On the Install Adobe Acrobat Sign for Microsoft Dynamics 365 dialog that opens:
1. From the 'Select an environment' dropdown, select the appropriate environment where you want to install Acrobat Sign.
2. Select the 'I agree to Microsoft’s Legal Terms and Privacy Statement' checkbox.
3. Select the 'I agree to the Privacy Statement and Legal Terms for importing packages into Dynamics 365' checkbox.
4. Select Install.
Note:

If a previous Adobe Acrobat Sign for Dynamics package is already installed, then the package gets upgraded to the new version.
On the Power Platform admin center page that opens, verify the progress of the installation. It may take about 30 minutes. Refresh the page to update the status.

Configure Acrobat Sign for Microsoft Dynamics 365

After installing the Acrobat Sign for Microsoft Dynamics 365 package, you must implement the following configuration settings:

When you install Acrobat Sign for Microsoft Dynamics 365 online for the first time, you must generate an Integration key in Acrobat Sign and enter it into Dynamics 365 online environment. The integration key is the access token that authenticates the Acrobat Sign and Dynamics environments to trust each other and share content.

To generate an Integration Key in Acrobat Sign:

Log in to Microsoft Dynamics 365 using your admin account credentials.
You admin account in Acrobat Sign holds the Integration Key.
Navigate to Adobe Acrobat Sign > Home.
From under the Integration Key field, select Go to Adobe Acrobat Sign to generate integration key.
On the Acrobat Sign log-in page, log in using your admin credentials.

Your admin account email should be the same email address as your Dynamics admin.
Navigate to Account > Acrobat Sign API > API Information. Next, select Integration Key.

Note:

If you don't see the Integration Key link on your API Information page, contact Customer Support to modify your account settings to expose this required functionality.
On the Create Integration Key interface:
- Provide an intuitive name for the key, such as Dynamics CRM.
- Enable the following elements:
  
  user_read
  
  user_write
  
  user_login
  
  agreement_read
  
  agreement_write
  
  agreement_send
  
  library_read
  
  library_write
- Select Save.
On the Access Tokens page that opens:
1. Select the key that you just created. It exposes the Integration Key link, as shown below.
2. Select Integration Key.
3. Copy this key and save it for the following step.
4. Select OK.
Return to the Dynamics CRM environment and complete the following steps:
1. Navigate to Adobe Acrobat Sign > Home.
2. In the Integration Key field, paste the key that you copied earlier and then select Validate.
O the Acrobat Sign Home page that appears:
1. Paste your key into the Integration Key field.
2. Select Validate.
Once the page refreshes, the integration key is locked (with a green check mark indicating successful installation), and the Validate button changes to Launch Adobe Acrobat Sign.
Select Launch Adobe Acrobat Sign.
On the Enable Adobe Acrobat Sign activity feeds dialog that opens, you may select Enable to enable the Adobe Acrobat Sign activity feeds.

You can manually enable or disable activity feeds on the Admin Settings > Configuration page.

You must disable legacy form rendering to use Acrobat Sign. To do this:

On the Dynamics 365 CRM page, select Settings > Administration (under System).
On the System Settings dialog, ensure that the Use legacy form rendering setting is set to No. Then, select Ok.

Every Dynamics user who is expected to use the Acrobat Sign application must have one of the following security roles configured in the Dynamics environment:

Acrobat Sign Reader – Allows the user read-only access to Agreement records.
Acrobat Sign User – Allows the user to work with Agreements and other application entities. This role permits the user to view only their records and allows User level access to built-in CRM records such as Contacts, Accounts, Leads, Opportunities, Orders, Invoices, and Quotes.
Acrobat Sign Administrator – This role includes additional privileges in addition to the Acrobat Sign User role, such as adjusting Global Settings, Data Migration, and allowing visibility over all Agreements throughout the application.

To configure the security roles:

On the Dynamics 365 CRM page, select Settings > Security (under System).
On the Security page that opens, select Users.
On the Users page that opens:
1. Select all the users you want to promote to one type of security role.
2. From the top menu, select Manage Roles.
3. From the Manage User Roles dialog that appears, select the checkbox for the desired security role.
4. Select OK.

You can enable the 'Real-time automatic status updates' feature, which uses Acrobat Sign webhooks to trigger a Power Automate flow whenever an agreement status changes.

To enable real-time agreement status updates:

On the Dynamics 365 page, select the app launcher from the top-right corner and then select Power Automate.
On the Power Automate page that opens:
1. From the left panel, select Connectors.
2. In the Search connector bar, search for Adobe Acrobat Sign and then select Adobe Acrobat Sign from the list of available options.
It adds the Adobe Acrobat Sign connector to your Power Automate list of connectors.
From the left panel, select Templates and then use the search bar to find and add the Update Dynamics Agreement record on the agreement state change in Adobe Acrobat Sign.
Authenticate to the following template services:
- Common Data Service - This is the common data service in Dynamics. Admins can authenticate by selecting the + icon next to the service name.
  You must authenticate with your Dynamics admin user ID if you're not automatically authenticated.
- Adobe Acrobat Sign - This opens the OAuth authentication to the Adobe Acrobat Sign service. Ensure that you authenticate with the same account-level admin email that was used to create the integration key.
Once you successfully authenticate to the services, a green checkmark appears next to the authenticated service. Once done, select Continue.
On the template details page that opens:
1. Under the 'When the state of the agreement changes' section, in the Name field, enter the name of the trigger.
2. Under the 'Update a record' section, select the correct environment (with Acrobat Sign installed).
3. Select Save.

Implement custom settings (optional)

You can build templates, map data, and create custom workflows using the admin tools and configuration settings available on the Acrobat Sign Admin Settings page.

To access and modify the settings:

Navigate to Adobe Acrobat Sign > Admin Settings.
On the Admin Settings page, access the required tools under the different tabs, as described in the following steps.
Under Account and Setup, you can:
- Access the Integration key for initial account setup.
- Check the account setup status.
- View the following account setup checklist:
  
  Link Adobe Sign to Dynamics 365 – Shows a green checkmark when the Integration key is successfully installed.
  
  Display Legacy Form Rendering in Dynamics 365 – Shows a green checkmark when Legacy Form Rendering is disabled.
  
  Real-time automatic status updates with Power Automate – Shows a green checkmark when real-time updates are configured.
Under Configuration, admins can enable or disable the following settings:
- Enable user auto-provisioning – It automatically provisions all new users who are given access to the Adobe Acrobat Sign entity upon thier first use. Provisioning is based on the user's primary email address and not the username, and takes place in the background without further action by the user or account administrator.
  New users who are automatically provisioned in Acrobat Sign have a randomized password. Since the integration works as an authenticated application via API, there is no functional problem within the Dynamics environment. However, if the user wants to log in to Acrobat Sign, they must reset their password via the 'I forgot my password' link on the Acrobat Sign home page.
- Attach signed documents to agreements entity– It pushes a PDF copy of the completed document back into Dynamics, attached to the agreement record (under the Notes section). The authoritative original document is maintained on the Acrobat Sign servers.
- Attach combined audit trail with signed agreement – It attaches the Acrobat Sign audit trail PDF to the agreement record (under the Notes section) once the agreement is signed and completed. The audit trail explicitly enumerates the events (viewed, signed, and delegated) of the agreement, the timeline of those events, and the IP address where the events were enacted.
- Attach audit trail - It attaches the Audit report to the agreement record (under the Notes section) as a discrete file.
- Display document preview images – It attaches an image of the signed or completed document to the record for easy viewing without having to download and open a PDF file. The attached image appears at the bottom of the agreement record.
- Enable activity feeds on Adobe agreement entity - It enables activity feeds for the agreement entity.
- Block Agreement Document Access - When enabled, it disallows a signed document copy from getting saved on Microsoft Dynamics and prevents users from previewing or downloading the copy from the Dynamics environment.
Note:
When you enable the 'Block Agreement Document Access' setting:

It automatically disables the following settings:

Attach signed documents to agreements entity

Attach combined audit trail with signed agreement

Display document preview images

It does not change the status of the existing agreements. The setting is applied only to the agreements that are signed after the setting is enabled.

It does not delete the existing agreements from the Microsoft Dynamics environment.

To enable the required user-identity authentication methods in your Acrobat Sign account:

Log in to your Acrobat Sign account using your admin credentials.
Navigate to Account > Account Settings > Send Settings.
On the Send Settings page that opens, scroll down to the Signer Identification Options section and select the checkboxes for the identity authentication methods that you want to enable.
Select Save.

Learn more about Acrobat Sign authentication methods.

If your work process requires you to have CFR 21 part 11 compliant signatures, you must configure the Bio-Pharma Settings in your Adobe Acrobat Sign account. To do so:

Log in to your Acrobat Sign account using your admin credentials.
Navigate to Account > Account Settings > Bio-Pharma Settings.
On the Bio-Pharma Settings page, select the checkboxes for the settings that you want to enable.
Select Save.

To learn more about the Bio-pharma settings, see Configure bio-pharma settings.

You can remove the current Integration Key from your Dynamics environment to break the trust relationship between Dynamics CRM and Adobe Acrobat Sign, thus stopping all new transactions and updates for existing transactions. Once the key is removed, it can be re-applied at any time to resume the interaction between the two systems.

To remove the key:

Navigate Adobe Acrobat Sign > Admin Settings.
From the top bar, select Remove Key.

You can also revoke the integration key from your Acrobat Sign account. Revoking the key permanently disables the key from usage in Acrobat Sign.

To revoke a key:

Log in to your administrative user for your Adobe Acrobat Sign account.
Navigate to Account > Personal Preferences > Access Tokens.
Select the key definition for the Integration Key you want to revoke. It exposes the Revoke link.
Select Revoke.
When prompted, select Yes.

You can use Data Mapping to:

Improve your agreement generation process and ensure that documents have the correct content in the fields by pulling field values directly from Dynamics CRM.
Push new content from completed agreements back into Dynamics, allowing valuable updates to your CRM without engaging in manual data manipulation.

For successful data mapping, you must have pre-built forms with defined field names to allow you to logically relate the CRM field to the Adobe Acrobat Sign form field.

A simple form is illustrated below. The fields are defined by the curly bracket pairs on either side (defining the width of the field) and the field name (the string of characters between the curly brackets).

Text tags can include additional arguments beyond the name value, including validations, calculations, and regular expressions.

See how to build forms and improve the quality of data you capture during the signature process.

See how to build forms in PDF format.

Note:

The Text Tag Shortening feature can be very useful in form design and field mapping by establishing a convention for the field names that repeat on every document (and saves time by not having to re-create the formal tag). This expressly improves data mapping across multiple forms and builds an anchor for future forms.

To define a Data Mapping Template, you can use one of the two following ways:

Via the Data Mappings page
1. Navigate to Adobe Acrobat Sign > Data Mapping.
2. On the Data Mappings page, you can review, edit, or delete the existing data maps.
3. From the upper-right corner, select +New to access the New Data Mapping page.
Via Admin Settings page
1. On the Admin Settings page, select Create New Data Mapping.
2. Enter an intuitive name for your data map.
3. You may choose to set this data mapping as the default.
4. From the Entity drop-down menu, select the CRM Entity.
  This constrains the fields available for mapping to just the defined entity. You can have multiple data maps per Entity. Once the entity value is set, it cannot be changed. Once the Entity value is set, it exposes the Data Mapping tab.
5. Select Data Mapping to access the field mapping tools.

Relate the Dynamics CRM Data fields to the Acrobat Sign field names

You can create relationships between Dynamics CRM field names and the Acrobat Sign form field names you've defined. Data mappings are configured based on how the data flows:

MAP CRM DATA TO ADOBE ACROBAT SIGN AGREEMENT - Prefills fields on your form using field values associated with the defined Dynamics Entity.
You can create a “hunt group” of alternate CRM field values seeking to fill the Acrobat Sign form field. Each group member is tried in order until a non-null value is found and inserted. (See Below)
MAP ADOBE ACROBAT SIGN AGREEMENT DATA TO CRM DATA - Populates the empty fields of the Dynamics Entity using form field values obtained through the signing process (once the agreement is completed).
By default, Acrobat Sign does not push a new value into a CRM field with content.
You can define the relationship on the data map to override the content protection and replace existing field values with new content from the signed form.

Supported Data Types

Adobe Acrobat Sign data mapping supports the following data types:
Text – Text form fields are supported as a single line of text in CRM.
Boolean (Two Option)– Checkboxes are supported for CRM Boolean fields.
If drop-down or radio button form fields are used for Boolean CRM fields, the CRM to Acrobat Sign mapping may fail; however, Acrobat Sign to CRM mapping should work.
Option Set – Dropdown lists and radio button form fields are supported for CRM Option Set fields

To Relate CRM Data Fields to Acrobat Sign Agreement Fields:

From the Attribute drop-down menu, select the CRM field.
In the Agreement Field box, type the Adobe Acrobat Sign form field name.
(Optional) Check the Add Reverse Direction Mapping box if you want to also relate these fields mapping from Acrobat Sign to CRM.
(Optional) Check the Override box if you want this template to ignore existing content in the CRM field and force-populate the field with the new content from the Acrobat Sign field.
Select Add.

Once the new field relation is processed, it appears under the configuration settings.

If you added Reverse direction mapping, you see the new relationship populate under the Acrobat Sign to CRM configuration fields also.

If you opted to Override the content protection, you see that indicated on the relationship record.

To Relate Acrobat Sign Agreement Fields to CRM Data Fields:

The process for discretely creating a mapping from Adobe to CRM is the same as above except there is no option to Add Reverse Direction Mapping.

To delete mapped relationships

You can delete one or more mapped relationships by:

Select the records to be deleted by selecting the checkmark near the record.
From the top bar, select the More commands icon and then select Delete.

To create Alternate field mapping relationships (Hunt Group)

If you define a field on an Adobe Acrobat Sign form that might be filled by one of several CRM fields, then you can create an ordered list (hunt group) of CRM attributes that will seek to populate the Adobe Acrobat Sign field.

For example, you may have the CRM field First Name mapped to a form field named FName, and then map the CRM field Yomi First Name to that same form field name. The application will first attempt to fill the field with content in the First Name field, and if no content is found, Adobe Acrobat Sign will attempt to use content in the Yomi First Name field. If no content is found in any element of the hunt group, the field is left empty.

To define the hunt group:

Create a CRM to Adobe Acrobat Sign relationship between your primary CRM attribute and the Acrobat Sign form field name.
Once the first record is in place, change the CRM attribute to the secondary CRM attribute, and add that relationship.
When prompted, select OK.

Once the record is updated in the system, you see that the records have changed to include a prefix in front of the Entity Attribute:

# will be in front of the primary/default attribute. This field will always be the first field checked for content. Subsequent relations will be numbered 1-N. The first alternate field relationship is indicated by (1) and will always be the first alternate field checked. (2) would be the second alternate field, and so on.

To add attachments to related Entities

Once an agreement is fully signed and executed, Adobe Acrobat Sign will produce a PDF copy of the document and an audit trail of the signing process. It is possible to have these documents attached as PDF files to any other CRM Entity that is related to the template’s parent Entity.

In the MAP SIGNED AGREEMENT AND AUDIT TRAIL TO CRM ENTITY section of the template page, you will find three Document Types available via drop-down:

Signed PDF – The full text of the signed document. This is a copy of the authoritative original that is maintained on the Acrobat Sign servers.
Audit Trail – A full enumeration of all major events (signing, delegation, etc.) and the associated metadata (time/date, IP address, etc.)
Combined PDF - Both documents are combined in one PDF and attached

You can attach one or more files to any related Entity, but you must explicitly map them individually.

To map an attachment:

Select the Document Type you want from the drop-down
Select the Entity you want to push the document to, using the Attach to CRM Record drop-down list. Only Entities with a defined relationship to the parent Entity will be listed
Select Add.

Attachment relationships will be listed under the configuration settings.

To Delete an Attachment

Select the check mark for the records that you want to delete.
Select the More commands icon and then select Delete.

As an Acrobat Sign Admin in the Dynamics environment, you have the authority to create agreement templates that can pre-configure a majority of the agreement fields, attach files, and tie that agreement to relevant data mapping.

Templates are tied to a Dynamics entity, and become available for agreements sent from that entity when they are flagged as Active.

Note:

Data Maps are at the core of Agreement Templates and should be defined before the Agreement Template is configured.

Use one of the following ways to configure a new Agreement Template:

Via Agreement Templates

Go to Adobe Acrobat Sign > Agreement Templates.
It loads the Agreement Templates page, which will list all the existing templates for you to review, edit, or delete.
From the upper-right corner, select +New to start a new template.

Via Admin Settings

From the left panel, select Admin Settings.
Select the Configuration tab and then select Create new agreement template.
On the New Agreement Template page, provide an intuitive name for the template and select the Entity that the template should be tied with.

Note: The Entity cannot be changed later. Once the Entity is selected, the template is saved, and the full agreement template loads.

You can configure the Agreement Template by providing the required information under the following four tabs:

Template Details – Defines the relationship between the major objects and if the template is active.
Recipients – Allows for a pre-configured signature path for the template.
Agreement Details – Contains the elements of the individual agreement.
Related – A listing of related objects.

Template Details

The template details show the Template - Entity - Data Map relationship for this template. It contains the following fields:

Template Name: The name of the template. This is identical to the name expressed at the top of the page.
Primary Entity: Templates are tied to a single entity within Dynamics. The declared entity is the only entity that will display this template. This value is locked once the agreement is created.
Data Mapping: This field indicates the name of the Data Map that is bound to the template.

Active: It dictates if the template is available for users to select when sending from the primary entity.
One-click send: If enabled, the template automatically sends the agreement when the template is selected.
Suppose that you've an NDA template designed with Contact as the primary entity, and the recipient's section is configured to import the Contact’s email. Then, you only need to select the NDA template from the Contact they intend to send it to. The configuration phase is skipped, and the agreement is sent without further interaction.
But if no recipient is configured, One-click is ignored, and the agreement opens for manual configuration.

Recipients

The Recipients section contains the list and signing order of recipients that you want to pre-configure for the template.

You can fix a recipient list within a template using the + New Recipient option. By default, the recipient list is left empty for the Sender to manually populate when configuring an agreement.

You must add a default recipient explicitly via + New Recipient option and then save the default values presented with Create from primary entity enabled.

The Override Default Verification option allows you to escape the default verification method (set in the Security section) and apply a different verification method for just this recipient.

To add additional recipients (for an internal counter-signature process for example) or recipients that aren’t involved in the signature process, you must deselect Create from primary entity checkbox and then define the recipient. It is an excellent option for CCing teams that only need to manage the final documents.

Agreement Details

The Agreement Details section contains four sections:

Message Details: The agreement name and the global message that each recipient sees on the "Please Sign" email.
Attached Files: The files that are sent for signature.
Agreement Options: Options for configuring the agreement.
Security Options: The option to secure the PDF with a password.

Add Custom CRM Entities to Acrobat Sign

You can associate your agreements with the following built-in CRM entities included in the Adobe Acrobat Sign package:

Contacts
Accounts
Leads
Opportunities
Quotes
Invoices
Orders
Contracts

Custom entities can only start an agreement from the Request Signatures menu item. You cannot use the Quick Create system to start an agreement from a custom entity.

You can add your custom CRM entity or any other built-in CRM entity to this scope using simple steps, as explained in the following steps. The example setup explains how to add a custom CRM entity called 'Customer.'

Navigate to Settings > Customization.
On the Customization page, select Customize the System.
On the Default Solution page that opens:
1. In the left panel under Components, expand the Entities list.
2. Find the custom entity 'Customer' (in this case) and expand it.
3. Select the name of the Entity to display the fields and controls.
4. Copy the value from the Name field. This is the internal system name of your custom Entity..
From the left panel under Custom Entity, select 1:N Relationships and then select New 1-to-Many Relationship.
In the New Relationship window that opens:
1. In the Related Entity field, select Agreement.
  The Name field changes to show {entityName}_adobe_agreement.
2. In the Display Name field, paste the name of your custom entity (“new_customer” in our example).
  The Name field changes its value to be “new_” + {entityName} + “Id”. (new_new_customerID)
3. Select Save and Close.
On the 1:N Relationships page that opens, select Publish All Customizations.