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Acrobat Sign for SharePoint Online: Installation guide (v2.0)

Last updated on Feb 12, 2024 | Also applies to Adobe Acrobat Sign

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Caution:

Support for the Adobe Acrobat Sign for SharePoint Online integration is set to end by June 2024. Consequently, you won't be able to send agreements through this integration after that date. You'll still be able to send agreements from SharePoint using other integrations, such as Acrobat Sign for Power Automate.

We recommend that you remove the Acrobat Sign plug-in from your SharePoint site and transition workflows to other applications.

Overview

The Adobe Acrobat Sign integration for Microsoft SharePoint Online provides an integrated solution for creating, sending, tracking, and managing electronic signatures. It is developed as an add-in application for SharePoint and can be used to achieve the following functionalities:

Send an agreement for signature from any SharePoint document library or list.
Send documents to a single recipient or group of recipients from a document library or custom SharePoint lists. See how to send documents Using Acrobat Sign for SharePoint Online.
Map data from SharePoint lists as well as from a document library into documents through merge mapping when the documents get sent for signature.
Map data from form fields of signed agreements into textual columns of SharePoint lists as well as a document library through data mapping when the document has been signed and its status has been either automatically or manually refreshed through the Agreement Status page. See how to Enable template mapping.
Leverage Adobe Sign web forms to collect data and automatically push that data to designated fields in SharePoint lists. See how to Set up and use Web Form Mapping.
Archive all signed agreements within SharePoint.
Add the Adobe Sign Manage page as a SharePoint web part, which can be used by SharePoint users for tracking and updating Agreements.

Adobe Acrobat Sign integration for Microsoft SharePoint Online: Installation Guide provides instructions on how to:

Verify the prerequisites
Check supported browsers
Install Adobe Acrobat Sign for the SharePoint Online package
Configure the package
Implement optional configurations
Upgrade the package

Prerequisites

You must have an Adobe Acrobat Sign license.
You must be a Microsoft SharePoint site administrator. If not, refer to the SharePoint documentation and your organization’s SharePoint site, or tenant administrator, for additional systems permissions that may be required to install SharePoint site solutions.
You must be an Adobe Acrobat Sign account admin. If you are not an Adobe Acrobat Sign account admin, coordinate with the admin to configure the integration.
In the Microsoft Office 365 tenant, the first name, last name, and work email address must be set for all SharePoint users who want to access the Adobe Acrobat Sign add-in on their SharePoint sites.
All Adobe Acrobat Sign users must have at least Edit permissions on the site.
Before installing the package, you must contact your Adobe Success Manager to ensure that your account is established in the correct channel to enable the required API functionality.
Once you install and configure the package, you must ensure that the Adobe Acrobat Sign for Microsoft SharePoint Online connection is active.
Note: The admins must access the Adobe Acrobat Sign for SharePoint Online integration Settings page at least once every 30 days to avoid the connection from getting deactivated.

Supported browsers

The current version of Edge, Chrome, Firefox, and Safari browsers are all supported. Private/Incognito browser sessions are not supported.

The Edge Browser

To enable SharePoint add-ins to work with Edge browsers, you must implement these Configurations of Trusted Sites. Internet Explorer and legacy versions of Edge are not supported.

Additionally, Edge users need to explicitly edit their Trusted Sites settings to include the following URLs:

https://*.adobesigncdn.com
https://*.adobesign.com
https://*.echocdn.com
https://*.echosign.com
https://*.microsoftonline.com
https://*.sharepoint.com

To edit the Trusted Sites:

Open Edge and then enter Windows + S.
In the Search field, type Internet Options.
From the Internet Options menu that opens, select the Security tab.
Select the Trusted Sites icon and then select Sites.
Enter one of the URLs from the list above and then select Add. Repeat the action for each URL in the list above.
Close the Internet Options menu when done.

Install Adobe Acrobat Sign for SharePoint Online

Note:

Considering the Limitations of tenant-scoped add-ins for SharePoint, we suggest that you batch-install the Adobe Acrobat Sign for SharePoint Online add-ins on multiple sites via tenant-scoped deployment.

Follow the steps below to install the Adobe Acrobat Sign for Microsoft SharePoint Online package:

Go to the Microsoft AppSource page for Adobe Acrobate Sign for Microsoft SharePoint Online and select Get it now.
To authenticate to the site, navigate to Site Contents > + New > App.
Select SharePoint Store and then search for Adobe Acrobat Sign using the Find an app search box. Select Adobe Acrobat Sign for SharePoint from the search results.
Select ADD IT.

It starts the automatic installation, which may take a few minutes.

Once the package is installed, you can navigate to the Adobe Acrobat Sign Settings page to access links to the Configuration guide, User guide, and other Adobe Acrobat Sign resources.

Configure the package

Once the application is installed, you must implement the following configurations to be able to send agreements:

Connect to Adobe Acrobat Sign with OAuth
Grant SharePoint user permissions

Connect to Adobe Acrobat Sign with OAuth

Adobe Sign establishes an OAuth connection with your SharePoint environment to facilitate the seamless usage of the application for all users.

To establish the relationship, you must be an account-level admin in the Adobe Acrobat Sign application as well as on SharePoint.

We suggest that you use a functional email address, such as AdobeSignAdmin@MyDomain.com to reduce the risk of the admin account being inactivated for any reason.

Navigate to the Adobe Acrobat Sign Settings page and then select the Connect Adobe Acrobat Sign tab.
Select Establish SharePoint site connection.

It connects the add-in to an Adobe Acrobat Sign account at the current SharePoint site level.

Caution:

You must establish the SharePoint site connection only for the site on which you've installed the add-in, the connection won't work for any subsites. For each subsite, you need to install the add-in and establish the connection separately.
Authenticate to Adobe Acrobat Sign using your admin user credentials and then select Allow Access to approve the trusted relationship between Adobe Acrobat Sign and SharePoint.

Once the connection is established, it briefly displays a success message with the email and name of the user that has authenticated, as shown below.
To connect your SharePoint tenant to Acrobat Sign account, select Establish Office 365 tenant connection.

It automatically connects the newly installed add-in instance since OAuth is already established.

Note:

Acrobat Sign does not require OAuth login for add-in instances connected in the tenant scope. Acrobat Sign OAuth performed on any single add-in instance in the global scope sets the Sign linkage to all other installed instances linked in the tenant scope.
In the confirmation dialog that appears, select Continue.
Authenticate to SharePoint using your admin user credentials and then in the dialog that appears, select Accept to approve access to the SharePoint resources.
Authenticate to Adobe Acrobat Sign using your admin user credentials and then from the dialog that appears, select Allow Access.

Once the connection is established, it briefly displays a success message with the email and name of the user that has authenticated, as shown below.

Note:

To ensure that the Adobe Acrobat Sign for Microsoft SharePoint connection remains activated, you must access the Adobe Acrobat Sign for SharePoint integration Settings page at least once in every 30 days.
To update this connection, you have the following two options:
- Update to a different Adobe Acrobat Sign Account at the tenant level.
- Switch to site-level connection.
Note:

If your SharePoint deployment has multiple sites, it is possible that one or more sites can be authenticated at the site level, but a tenant level authentication can exist as well.

If both types of authentication exist, and the Site you are configuring is authenticated at the Site level, a link is exposed that can promote the authentication to the Tenant level.

Grant SharePoint user permissions

You can grant SharePoint users the following two types of user permissions based on your requirements:

Users with Edit permission

Any user assigned the default Edit permission level for your SharePoint site automatically has permission to access and use the Adobe Acrobat Sign integration.

Users in the default members/owners group

To have more control over who may use the Adobe Sign for SharePoint integration, you can grant access to only those users who are direct members of the <site name> Members SharePoint group.

When you create a site in SharePoint, it automatically generates an Azure group to handle site permissions. This Azure group is also included as a member in the default SharePoint group with the same name, enabling access control through the Azure Portal. You have the option to add members directly to this Azure group instead of the SharePoint group.

From the top menu, select the gear icon to open the Settings panel.
Select Site permissions and then from the Permissions dialog, select Advanced permissions settings.

Note:

Using the Invite people button to invite people to the SharePoint site does not grant them access to the Adobe Acrobat Sign Integration.
Select the name link for the <site name> Members group to see the members of the SharePoint Site Members group.
In the group members page that opens, select New to add new members to the SharePoint group.

Once done, the SharePoint group displays the list of members.

Caution:

Once users are added to the groups, there may be several minutes delay for the Microsoft servers to properly sync up. This does not impact further configuration, but user testing/usage should be suspended during this window.

With the Users with Edit permission option enabled, any user who opens the Adobe Sign add-in (or uses any of its features), triggers a check of the user's permissions for the SharePoint site. If the user has a set of permissions recognized as typical of Editors, access is granted to the add-in.

The table below shows the list of all SharePoint permissions:

The default permissions assigned to each permission level
The required set of permissions to be recognized as a User (User Mask) or Admin (Admin Mask)
The number in the left column is the order in which these permissions are displayed in the SharePoint UI.
Rows marked with are permissions assigned to the default role levels.
Rows marked with are permissions required to be recognized as a User or Admin by the Adobe Sign integration.
Rows marked with are required for correct functioning of the Admin features for the Adobe Sign integration.

	Permission	Reader	Contributor	User Mask	Editor	Admin Mask	Designer	Full Access
3	list: add items
7	list: Approve Items
11	list: Create Alerts
5	list: delete items
10	list: Delete Versions
4	list: edit items
1	list: manage lists
8	list: open items
2	list: Override List Behaviors
12	list: view application pages
6	list: view items
9	list: View Versions
32	personal: Add/Remove Personal Web Parts
31	personal: Manage Personal Views
33	personal: Update Personal Web Parts
17	site: add and customize pages
19	site: Apply Style Sheets
18	site: Apply Themes and Borders
21	site: Browse Directories
25	site: browse user information
20	site: create groups
15	site: create subsites
30	site: edit personal user information
24	site: enumerate permissions
26	site: manage alerts
13	site: manage permissions
16	site: manage web site
29	site: open
28	site: Use Client Integration Features
27	site: use remote interfaces
22	site: use self-service site creation
23	site: view pages
14	site: View Web Analytics Data

Implement optional configurations

You can implement the following optional configurations to use the advanced functionalities of Adobe Acrobat Sign for SharePoint Online:

Choose signed agreement storage
Use agreement storage for web forms
Enable audit trails
Enable template mapping
Enable web forms mapping

Choose signed agreement storage

As an administrator, you can define a global target folder where all completed agreements are deposited for the entire site using the Signed File Settings page.

When a global storage folder is defined, all signed agreement and audit trail PDF files are saved automatically in that global storage folder. This includes agreements sent from document libraries as well as lists.

If no global storage folder is set on the Adobe Sign Signed Files Settings page, a new folder called Signed Agreements is automatically created in the document library from which the Agreement was created/sent. All completed Agreements sent from the same library have the completed PDFs returned to the same Signed Agreements folder.

Agreements sent from lists are attached to the list item (as attachments) if no global default file is identified.

Use Agreement storage for web forms

If you are using web forms for collecting data, you can use a similar storage process for the signed web form agreements. The admins can define a global storage folder for all signed web forms.

If a global repository is not defined, the signed web form is stored in an automatically created folder called Signed Web Forms.

Enable audit trails

By default, Adobe Acrobat Sign returns only the signed agreement PDF. However, if you enable the Store audit trail with signed agreement, a second PDF is returned that contains the full Audit Trail for the agreement.

Enable Template Mapping

Adobe Acrobat Sign for SharePoint Online allows you to map data between SharePoint Lists and the Agreement form fields. You can use Data Mapping to automatically pre-fill documents before sending, reduce the time for senders and/or signers to complete the form, and reduce the chance of miskeying the data.

Conversely, you can also create a mapping that extracts the form field data from a signed Agreement to populate a SharePoint list.

See how to Configure template mappings.

Enable Web form mapping

Adobe Acrobat Sign for SharePoint Online integration also provides support for mapping data between Adobe Sign web form agreements and SharePoint lists. It allows you to automatically route data to SharePoint, thus reducing the time and errors for miskeying the data.

See how to Configure web forms mappings.

Upgrade the package

Adobe Sign for SharePoint Online v2.0 requires OAuth authentication for additional permissions for Web forms and webhooks.

If you are upgrading your Adobe Sign for SharePoint Online package from V 1.X to the current version, you must update your OAuth credentials to gain access to the Web forms and webhooks permissions. You must update the Adobe Acrobat Sign add-in to the package V 2.0 and also update the connection to Adobe Acrobat Sign.

If you are a Microsoft Office Tenant Administrator and an Adobe Acrobat Sign Account administrator, follow these steps to update your connection:

Navigate to the Acrobat Sign for SharePoint integration tenant Settings page.
In the Connect Adobe Acrobat Sign panel, select Update (next to Update your Office 365 tenant connection).
Log in using the same admin credentials.
It displays the email address used for the original connection,
Close the Settings page by going back to the SharePoint site or closing the window.

It now enables web form features for all sites in the tenant that use the tenant connection.

If you are a Microsoft SharePoint Tenant Administrator and an Adobe Acrobat Sign Account administrator, follow these steps to update the site connection for each site that uses the connection:

Navigate to the Acrobat Sign for SharePoint integration tenant Settings page.
In the Connect Adobe Acrobat Sign panel, select Update (next to Update your SharePoint site connection).
Log in using the same admin credentials.
It displays the email address used for the original connection,
Close the Settings page by going back to the SharePoint site or closing the window.