Overview
Adobe Sign is a cloud-based service that allows individuals and organizations to send, sign, track, and manage documents electronically. It supports a workflow to collect signatures and track a specific document that multiple people review and provide feedback and signatures. It replaces a paper-based signature method where users might scan and print documents for signature and then upload them into a system.
Users can send documents for an eSignature from Adobe Acrobat on a computer or mobile device to individuals or multiple signers at once. Within the Sign application, document owners can see the progress of the document to see who has signed and where approvals are still needed. Only the owner of a document who wants to initiate the signature process needs to have Adobe Sign.
Typically, an initiator will have one standard document commonly used to send for signatures and approvals to many different people. In this case, the document can be set as a template, allowing for the customization of fields and the initiation of a workflow for each person. There are also capabilities that allow users to share templates with others and permit others to see the progress of documents sent for signatures.
NOTE: Do not store signed documents in Adobe Sign. Signed documents are only stored for 90 days and are auto deleted.
How to
Sign a document
Recipients of an Adobe Sign document do not need an Adobe account to sign the document. They will be prompted to complete selected fields before signing, and when all fields have been reviewed, they will be directed to the field(s) requiring signature.
Sign options include:
- Enter/type name
- Enter/type initials
- Select image of signature
- Sign with stylus or finger -- for touch screen devices
- Enter phone number -- when using mobile phone
Important notes:
- Recipients must sign by accessing your document via the email the document was sent to. If they forward to another address, the link will not work.
- As the document moves through the signature process, alerts are sent to the recipient's email. Messages include a link to the document to download, view, or save.
Initiate/create a signature work flow
Adobe Sign requires a special license which you can request via a Service Request. (Licenses are limited and intended for anyone who commonly sends documents that need signed and tracked.) After you have a license, you can access the Adobe Sign app from your Adobe Enterprise account. An Adobe Sign license is only needed to SEND documents for signature. It also provides the ability to manage your documents/workflows that are out for signature, and you can track where it is in the process. Request a license here.
1. Go to www.documents.adobe.com/public/login to access Adobe Sign.
2. Click Send in the menu bar (at top of the window).
3. Click Choose files and navigate to the PDF you want to use for signatures.
4. Enter the name of the person you want to send the PDF to.
5. Click Preview & add fields. Review the document and use the tools in the Add Form Fields For menu to add the fields you want the recipient to complete when they sign.
6. Review your entire PDF, and add the fields you want. When you are done, click Send. Note: the person receiving your document will not need Adobe Sign, or any other specialized software, to complete the requested fields and send back to you.
7. To review the progress to see who has completed specific tasks, click Manage on the menu bar at the top of the screen. The Status column indicates documents out for signature and when they have been completed. You can filter this list by status and run an audit history report. You can also download completed documents.
Downloading completed documents
- Go to www.documents.adobe.com/public/login to access Adobe Sign.
- Click Manage in the top menu bar.
- Click Completed on the side menu bar.
- All completed documents will be listed, hover over the document and click the Download PDF icon.
Important Notes
There are several robust features built into Adobe sign. You can save templates for frequently used documents, add collaborators, and report on the status of your documents.
- Adobe Sign User's Guide which contains many helpful illustrated step-by-step instructions for Adobe Sign.
- Article for information on creating a template.
- Video explains the basics of creating a custom workflow. It is helpful if you intend to create an advanced workflow with multiple steps.