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Adobe Acrobat Sign for Workday: Installation Guide

Last updated on May 1, 2024 | Also applies to Adobe Acrobat Sign

Adobe Acrobat Sign Integrations
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Acrobat Sign for Workday
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Acrobat Sign Developer Documentation

Overview

Adobe Acrobat Sign for Workday: Installation Guide explains how to integrate Adobe Acrobat Sign into your Workday client. To use Adobe Acrobat Sign from within Workday, you must know how to:

Create a Business process framework
Set up and configure Workday client
Establish Acrobat Sign and Workday Studio integration

To be able to send agreements using Acrobat Sign from within Workday, you must complete the following steps:

Activate your Adobe Acrobat Sign Account (New Customers Only)
Configure Adobe Acrobat Sign for Workday
Establish the OAuth relationship between Workday and Adobe Acrobat Sign

Activate Your Adobe Acrobat Sign account

Existing customers with established Adobe Acrobat Sign accounts can skip to the Configure Adobe Acrobat Sign for Workday step.

Customers who are new to Adobe Acrobat Sign and don't have a pre-existing log-in must activate any one of the following accounts:

Note:

Users in multiple groups (UMG) setting is now enabled by default in your Adobe Acrobat Sign account. To ensure using the right user group when sending agreements, you must take the following measures:

When creating an Adobe Acrobat Sign account, create a non-user-specific account email (a service account) that is specific to the Workday Group.
If you have an existing Adobe Acrobat Sign account:
- Ensure that the Workday user account is part of the Workday group only.
- If the Workday user account is part of multiple groups, then set the Workday group as Primary.

Activate your Administrative account in Adobe Acrobat Sign

You must contact an Adobe onboarding specialist for provisioning your Acrobat Sign account for Workday. Once complete, you receive a confirmation email as shown below.

You need to follow the directions in the email to initialize your account and access your Adobe Acrobat Sign Home page.

Activate your Adobe Acrobat Sign trial account

To request a 30-day trial of Adobe Acrobat Sign, you must fill out this registration form.

Note: We suggest that you use a valid functional email address to create the trial and not a temporary email. You must access this email to verify the account, so the address must be valid.

Within one business day, Acrobat Sign's onboarding specialist provisions your account (in Acrobat Sign) for Workday. Once complete, you receive a confirmation email. To initialize your account and access your Adobe Acrobat Sign Home page, follow the directions in the email.

Additional considerations

To ensure that the Acrobat Sign and Workday integration works properly, contact Adobe Support to disable notifications (both email and Acrobat).
Use test email address during testing.
After suppressing the Acrobat notifications, agreements won't be visible on the Manage page for signers with an active account until the signing is completed.

Configure Adobe Acrobat Sign for Workday

To configure Acrobat Sign for Workday, you need to generate the following two dedicated objects in the Acrobat Sign system:

A Workday group: Workday requires a dedicated “group” within the Acrobat Sign account to enable integration functionality. The Adobe Acrobat Sign group is used to control only the Workday usage of Acrobat Sign. Any other potential usage, such as Salesforce.com or Arriba is not impacted. The email notifications are suppressed in the Workday group so that the Workday users only receive notifications within their Workday inbox.
An authenticating user to hold the integration key: A Workday group must have only one group-level administrator, who is the authoritative holder of the integration key. We recommend that the administrator use a functional email address such as HR@MyDomain.com instead of a personal email to reduce the risk of having the user disabled in the future and consequently disabling the integration.

Create a Group and User in Adobe Acrobat Sign

Log in to Adobe Acrobat Sign as the account administrator.
To create a new group, go to Account > Groups and then select icon.
In the dialog that appears, provide a name for the group and then select Save.

It brings you back to the Groups page that lists the new user with a CREATED status. Once the group is activated, the status changes to ACTIVE.

Note:

The Workday user account must be part of the Workday Group only. In case the Workday user account is part of multiple groups then the Workday group must be set as primary.
To create a new user, from the left panel, select Users.
To create a new user, select icon.
In the dialog that opens, provide the new user details:
1. Provide a functional email address that you can access.
2. Enter an appropriate first and last name.
3. In the Primary Group field, select [Create a new group for this user].
4. In the New Group Name field, provide an intuitive name like Workday.
5. Select Save.
Select Save.

It brings you back to the Users page that lists the new user with a CREATED status.
To verify the email address of the user with Created status:
1. Log in to the new user’s email account.
2. Find the "Welcome to Adobe Acrobat Sign” email.
3. Select Click here to set your password.
4. Set the password.
Once you verify the email address, the status of the user changes from CREATED to ACTIVE.
To define the authenticating user:
1. Navigate to the Users page (if not already there).
2. Double-click the user in the Workday group.
  
  This opens an Edit page for the user permissions.
3. Check the Group Admin.
4. Select Save.

Configure the Workday client

To complete the connection between the Workday client and Adobe Acrobat Sign, a trusted relationship must be established between the services. Once the relationship is established, each business process in Workday can have a Review Document step added to enable the signing process via Adobe Acrobat Sign.

To create a trusted relationship:

Log in to Workday as an account administrator.
Locate and open the Edit Client Setup - Business Processes page.
Ensure that 2-step verification and Single Sign On (SSO) are disabled in your Adobe account and then go to the eSignature Configuration section and complete the following steps:
1. Select Authenticate with Adobe.
  It starts the OAuth2.0 authentication sequence.
2. Enter the email address and password associated with your enterprise Acrobat Sign account for Workday.
When prompted, provide the credentials for the Adobe Acrobat Sign Group admin that you created earlier.
In the permissions dialog, approve the access to Adobe Acrobat Sign.

Once connected, the 'Adobe configuration enabled' checkbox is set and you can begin using Adobe Acrobat Sign within Workday.

Note:

Make sure that you completely log out of any other Adobe Acrobat Sign instance before proceeding.

Configure the Review Document step

The document for the Review Document Step can be either one of the following:

A static document
A document generated by a Generate Document step within the same business process
A formatted report created with the Workday Report Designer

You may add any of these docs with Adobe Text Tags to control the look and position of the Adobe Acrobat
Signing-specific components. The document source must be specified within the business process definition. It is not possible to upload an ad-hoc document while the business process is executing.

Unique to using Adobe Acrobat Sign with a Review Document Step is the ability to have serialized Signer Groups. This allows you to specify role-based groups that sign-in sequence. Adobe Acrobat Sign does not support parallel signing groups.

For assistance configuring the Review Document Step, refer to the Quick Start guide.

Support

Workday Support

Workday is the integration owner and should be your first point of contact for questions about the scope of the integration, feature requests, or problems in day to day function of the integration.

You may refer to the following Workday community articles on how to troubleshoot the integration and generate documents:

Adobe Acrobat Sign Support

Adobe Acrobat Sign is the integration partner and should be contacted if the integration is failing to obtain signatures, or if notification of pending signatures fails.

Adobe Acrobat Sign Customers should contact their Customer Success Manager (CSM) for support. Alternatively, Adobe Technical Support can be reached by phone at 1-866-318-4100, wait for the product list then enter 4 and then 2 (as prompted).

Contact Adobe Acrobat Sign Support

Common Questions

Why is the status not being updated within Workday even when the document is fully signed?

The document status in Workday may not reflect if the candidate does not click the ‘Submit’ button after signing in Adobe Acrobat Sign.

As per Workday task Check eSignature Signing Status: To start the process, the user can submit the associated Inbox task.

As per Workday Development: The original signing completes the process only if the user submits the inbox task after signing the document. After signing, the iframe is closed and the user is redirected to the same task where they can click the Submit button to complete the process.

Adobe

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