The Adobe Sign integration for Microsoft SharePoint provides an integrated solution for creating, sending, tracking, and managing electronic signatures.
How to Configure Adobe Sign for SharePoint Online, Let’s see.
The solution is developed as an add-in-application for SharePoint and provides:
- Send an agreement from any SharePoint document library, list for signature
- Ability to send documents to a single recipient or group of recipients from a document library or custom SharePoint lists
- Map data from SharePoint “List” as well as from a “Document library” into a document through merge mapping when the document get sent for signature
- Map data from form fields of the signed agreement into textual column of SharePoint “List” or “Document library” through data mapping when the document has been signed and it’s status either automatically or manually refreshed through the Agreement Status page
- leverage Adobe Sign web forms to collect data and Automatically push data to designated fields in SharePoint Lists.
- Archival of all signed agreements within SharePoint
- Ability to add the Adobe Sign Manage page as a SharePoint web part, which can be used by SharePoint users for tracking and updating Agreements
- To configure the solution , you “Must be both a SharePoint site admin and Adobe Sign account admin”.If you note Adobe Sign account admin, you require help of Adobe sign account admin to configure the integration.
- The Adobe sign solution can only be installed and configured by the Microsoft SharePoint site administrator. Please consult SharePoint documentation and your organization SharePoint site, or tenant administrator, for additional systems permission that may be required to install SharePoint site solutions.
- In the Microsoft office 365 tenant, the first, last name and work email address must be set for all SharePoint users who want to access the Adobe Sign add-in on their SharePoint Sites.
- All users of the Adobe Sign solution need to be present the SharePoint site’s default site members or default site owners group. All Adobe Sign users need to have at least “Edit” permission on the site
How to Configure Adobe Sign for SharePoint Online
To install the online edition of the Adobe Sign for SharePoint package:
- Authenticate to the Site
- Navigate to: Site Contents > New > App
3. Click to SharePoint Store
4. Search for Adobe Sign in the Find an app Search box
5. Click the Adobe Sign icon to select it from the search results.
6. Click “ADD IT” to start installation
Configuration – Required
Once the app installed , following are the 2 steps to required to start sending agreements
- Connect to Adobe Sign with OAuth
- Grant SharePoint user permissions
Connect to Adobe 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 OAuth connection :
- Navigate to Adobe Sign Settings page
- Click the Connect Adobe Sign tab
- Select the scope that you want to install Adobe Sign:
- Establish SharePoint site connection (Site level – for the SharePoint Site administrator)
- This functionality connects the add-in to an Adobe Sign account at the current SharePoint site level.
- Authenticate to Adobe Sign using your admin user credentials
- Click Allow Access to approve the trusted relationship between Adobe Sign and SharePoint
- A success message will briefly display once the connection is established
When successfully authenticate at the site level , you see the email and name of the user that has authenticated to Adobe Sign above two links.
- To update this connection, you have 2 options:
- Update to a “different Adobe Sign Account” at the site level (for SharePoint site admin)
- Switch to Microsoft 365 tenant level connection(for Microsoft 365 admin, see below details).
- Connect your SharePoint tenant to an Adobe Sign account
- No repetitive OAuth login is required at Adobe Sign for add-in instances connected to tenant scope
- Adobe Sign OAuth performed on any single add-in instance in the global scope set the Sign linkage to all other installed instances linked in the tenant scope
- OAuth must be performed on at least one tenant scoped add-in
- Any newly installed add-in instance is automatically connected to the Adobe Sign account available to tenant scope
A confirmation box pops up indicating that you are about to link tenant to your Adobe Sign account. This requires Microsoft Office 365 administrator log in
- Click Continue
- Authenticate to SharePoint using your admin user credentials
- Click Accept to approve access to the SharePoint resources
3. Authenticate to Adobe Sign using your admin user credentials
4. Click Allow Access to approve the trusted relationship between Adobe Sign and SharePoint
- A success message will briefly display once the connection is established
When you are successfully authenticated at the Tenant level, you see the email and name of the user that has authenticated to Adobe Sign above the two links, along with an assertion that the account is “Configured for your SharePoint tenant by your Office 365 tenant administrator”.
- To update this connection, you have two options: update to a different Adobe Sign account at the tenant level or switch to site level connection.
Grant SharePoint user permission
There are two mechanisms to grant SharePoint users access to the Adobe Sign integration:
- Users with Edit Permission
- Users in the default members/owners group
Users with Edit Permission
This is the simplest configuration. Any user assigned the default Edit permission level for your SharePoint site automatically has permission to access and use the Adobe Sign integration
- If you used the admin.microsoft.com utilities to create your SharePoint site and assigned Owners, Members, and Visitors to the group, you are done
How Adobe Sign recognizes users
Users in the default members/owners group (With Edit permission)
If you require one more control over who may use the Adobe Sign for SharePoint integration, this option grants access to “only” those who are direct members of the Site Members SharePoint group.
- if you set up your SharePoint site using the modern experience, an Office365 group was created to manage your site’s permission
- That Office365 group is added as a member to the SharePoint group of the same name allowing access to be controlled from central place.
- Adding users to the SharePoint site using the modern experience adds members to the Office365 group , “not” to the SharePoint group.
To add members to the SharePoint site using the exeperience.
- Open the settings panel from the gear menu on the top bar
- Select Site permission
- This opens a new right-hand Permission panel
- Click the Advanced permission link
- Click on the name link for the Site’s Member group to see the members of the SharePoint Site Members group.
- Click the “New” button to get the dialog to add new members to the SharePoint group.
When you are done the new member of the SharePoint group will be displayed in the list of members.
Adobe Sign Configuration – Optional
The following optional configuration, while not required, can greatly improve the value that Adobe Sign brings.
Choose signed agreement storage
As an administrator, you can define a global target folder where all completed agreements will be deposited for the whole site. This is configured on the “Signed file Setting” page.
When a global storage folder is defined, all signed agreement and audit trial PDF file 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 Files setting page, a new folder called Signed Agreement is automatically created in the document library from which the agreement was created or sent. All completed Agreements sent from the same library have the completed PDF’s returned to the same “Signed Agreement folder”
Agreement sent from lists are attached to the list items(As attachments) if no global default file identified.
Agreement storage for web forms
If you are using web forms to collect data, a similar storage process can be employed the signed web forms agreements.
The admin can define a global storage folder for all signed web forms.
if 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 Sign return only the signed agreement PDF. However, if you enable Store audit trail with signed agreement, a second PDF is returned that contains the full Audit Trail for the agreement.
This is How to Configure Adobe Sign for SharePoint Online, we learnt today.
In our next article we will learn Template Mapping and Web Form Mapping in Adobe Sign