Getting started for new administrators

Transcript

Hello, and welcome to this training for Adobe Acrobat Sign Administrators. Please note that this training is for Acrobat Sign Administrators on business and enterprise plans, so feature availability may vary. If you don’t see features in your account that we cover today, please contact Adobe Support or your assigned Adobe representative. As far as what this training will focus on, we’ve broken it up into four key sections. First, we’ll walk you through the process of how Acrobat Sign is entitled to admins and end users from the admin console, and how to access the Acrobat Sign web portal as a new admin. Then we’ll help you recognize key administrative features, including account page and setup, branding, as well as how to manage Acrobat Sign users and groups. After that, we’ll walk you through the process of creating a workflow that enables an easy-to-follow experience for senders collecting signatures on repeatable document processes. Finally, we’ll show you how to access support when additional help and resources are needed. Let’s start with how to access Acrobat Sign as an admin. Acrobat Sign user management for enterprises happens within the admin console. The admin console is a central location for securely managing Adobe entitlements across your entire organization. System administrators access the admin console at adminconsole.adobe.com. From the products page, the admin will see their Adobe products, which you’ll note, Acrobat Sign is listed as one of the available products. Clicking into the product card for Acrobat Sign will expose the product profiles created for this product. The users who have been entitled Acrobat Sign access, as well as product admins who are specifically responsible for administrating the products assigned to them directly from within the admin console. Let’s now assign Acrobat Sign to a new user. We’ll return to the user tab, select add user, and then search for the user by their name, user group, or email address. We can then add the user to their respective product profile, and then assign the user to the product role that will determine the level of access the user will have to Acrobat Sign. Acrobat Sign account admins control the settings at the account level, automatically inherited by all user groups in the account. At the account level, admins can configure settings like signature preferences, security settings, and account level branding. Acrobat Sign privacy admins have the authority to fully delete agreements and user IDs from the Acrobat Sign servers, per GDPR requirements, while users have access to the Acrobat Sign interface with the ability to send, manage, and track eSignature workflows that they’ve initiated. In this example, we are going to assign this user the Acrobat Sign account admin role and then select save. The user will now be invited through email to log into Acrobat Sign, where they can begin customizing the experience to reflect the eSignature needs of their organization. This is mostly all there is to managing Acrobat Sign from within the admin console. All of the other settings will be managed directly within the Acrobat Sign web portal itself, which we’ll be covering next. Please note, Adobe also provides a user sync tool that moves user and group information from your Enterprise Directory system to your organization’s directory in the admin console. Let’s now log into Acrobat Sign where we’ll provide an overview and help you recognize the key settings for getting started. In this example, the user is both an admin console and Acrobat Sign admin and can access the web portal for the service by selecting manage Acrobat Sign. Logged into Acrobat Sign, the admin can begin configuring the settings for their organization’s account but first, let’s take a quick tour of Acrobat Sign to provide a high-level overview of each section. On the homepage, users including account and group admins can begin collecting eSignatures by selecting request signatures or start from library, where they can select a document or workflow template to begin the process. Additionally, the homepage provides the ability for users to fill in sign a document, publish a web form, sending in bulk when sending the same document to many at once, creating and sharing reusable document templates, as well as managing and tracking their agreements. The send page provides users the ability to initiate ad hoc signature workflows, which is as easy as sending an email. Like an email, the sender identifies participants by their email address, applies an agreement name and message, and then attaches the document they’re requiring action on and selects send to formally initiate the process. The manage page then enables the ability for users to manage and track their agreement workflows, where they can see the current status and actions they can take on the agreement, such as sending a reminder, canceling the agreement, or making a needed modification. The user can see the recipient details and if the recipient has completed their requested action. The user can also see the activity, displaying the current sequence of events that have taken place on the agreement so far. The reports page provides users the ability to run agreements sent from their own account, while Acrobat sign account and group admins can run reports for users at the account or group level. The report results page displays information based on the set parameters, including percentage of agreements completed, median time to complete, as well as transaction totals and other graphs based on group, user, and agreement data. Last but not least, the account page. The account page is only visible to account and privacy admins, while a group page is visible for group admins. This is the section where the Acrobat sign admin will go to begin customizing the settings to meet the needs of their organization. Before double clicking into some of the key settings for an Acrobat sign admin, let’s do a recap on what we’ve covered in this previous section. We went over accessing the admin console, the process of entitling users access to Acrobat sign from the admin console, and then finally we provided an overview of each page in the Acrobat sign web portal. In this next section, we’re going to help you recognize key admin features and configurable controls for your Acrobat sign account, groups, and users. Starting from the global settings section, account admins can configure the options that users have when logging in and accessing Acrobat sign, such as configuring the user’s ability to initiate self-signing workflows when only their signature is required, or the ability to leverage send in bulk, enabling users to send agreements to many signing participants at once, each participant row in the CSV consuming a transaction. Account admins can also configure the user’s ability to publish a web form, where script will be generated that can then embed the signing experience within a web page, as well as configure the option for sending agreements only using a configured workflow, or the ability to upload documents that can be saved to a library and shared with others. Account admins can configure how a copy of the fully signed PDF is made accessible in the completion email that’s sent to participants. Whether the signed PDF is provided in the form of an attached copy or a link, if audit reports should be attached alongside the signed PDF, or if multiple documents that were attached at the start of a process should be merged as a single PDF or remain separated as they were when uploaded. Account admins can also define the email address of where an extra copy of the signed agreement is sent, whether delegating to other participants is available to internal and external signers, as well as set how users in the account are granted the authority to sign. Other key features account admins can set in the global settings section include enabling users to be in multiple groups, great for users who need to access various templates, protocols, and specific functions that have been separated by a group in Acrobat Sign. Group administrator permissions can also be set by the account admin, enabling a group admin to have access to specific administrator functions for the group they oversee, such as defining settings and managing users. Moving on to the account setup section, where admins have the ability to configure Acrobat Sign to reflect that of their company brand, such as defining the company name and setting it to be reflected for all users in the account. While a hostname provides the ability to customize the Acrobat Sign URL for users, I’ll use admin training in my example, select save, and then refresh the page where we can now see that admin training has been included in the URL, providing a personalized hostname for the users in the account. Next we’ll upload a logo, further enabling admins to personalize Acrobat Sign to reflect that of their brand. Selecting save and then refreshing or returning to the homepage will expose the logo that we just uploaded. Let’s return to the account page where we’ll now cover some key settings in the signature preferences section. Here, admins can define the options provided to recipients when applying their signatures or initials, whether they can type it, draw on the screen using their mouse, stylus, or their finger, or upload an image. Admins can also define if recipients can save and reuse their signature. In this section, you can also set how recipients are required to agree to terms of use and the consumer disclosure by their participant role. If navigation is provided to recipients when filling and signing agreements, as well as setting the ability for participants to decline to sign an agreement and whether or not they’re required to provide a custom signing reason or choosing a reason from a predefined list. Security is top of mind for our customers at Adobe, so let’s now review some of the configurable security settings available to admins. In the security settings section, admins can set the session duration for Acrobat Sign after a defined amount of minutes of inactivity. Set the options available to developers when working with the API for Acrobat Sign, as well as define the IP ranges of where Acrobat Sign can be accessed. The security settings section also offers admins the ability to set account sharing options and permissions, as well as signer identity verification and password policies when protecting document signing or viewing. Furthermore, admins can set the document password strength when set for signed PDFs, set the number of attempts available when signers are asked to validate their identity using knowledge-based authentication, as well as set an expiration for the link to access documents after a specified number of days of receipt. Acrobat Sign users will spend much of their time in Acrobat Sign initiating signature workflows, so it’s important to understand some of the key settings in the send settings section. Here, admins can direct users to the send page after logging in, as well as require the recipient’s name when sending. Because Acrobat Sign is so much more than signing, admins can set available recipient roles for participants, including approvers, delegators, acceptors, certified recipients, and form fillers. Admins can set where documents are attached from for senders, including cloud storage options such as Google Drive, Dropbox, Box.com, and OneDrive. Enable senders to modify agreements after being sent. Changing the name of an agreement and setting the external participant language for participants are some of the other settings that can be found in this section. By default, senders can set a reminder on the send page before sending, or send one from the manage page for agreements in progress. Admins can also set a default reminder that is automatically sent to agreement participants based on the frequency set here in the send settings. By default, email verification is used for signing participants, meaning they need access to the inbox that the email including the signing URL is sent to. If an additional layer of validation is necessary, admins can enable additional authentication methods that are available to senders, including signing password, Acrobat Sign authentication, as well as setting premium methods such as knowledge space authentication, phone authentication, and government ID. Identity authentication methods can also be set and required for internal participants, including all of the same authentication options available for external participants. If you have documents that need to expire after a specified amount of time, admins can also enable document expiration to be set by the sender at the time of sending. If senders need to preview and place signature fields in the document they attach, admins can adjust the default settings here as well, including the ability for Adobe’s Artificial Intelligence agent, Adobe Sensei, to suggest and place form fields within the document, saving users time from manually placing each field themselves. Message templates enable senders to choose from a predefined list of messages that they can apply to an agreement before sending. I’ll enable this setting and add one now. I’ll select the plus icon, give the template a name, apply the message, and then select save. If I navigate to the send page, I’ll now see the ability to choose the message template that I just set. This saves the user time from having to type a message from scratch each time they’re sending a document for signature or approval. The last section we’ll look at in the account settings section before moving on to users and groups is email settings. In the email settings section, admins can set a default email footer as well as upload a header and footer logo that will be included in the email sent from their account. Now that I applied a sample footer message and header logo myself, let’s see how that will look in the email notification. In the email notification, we can see the logo that was uploaded as well as the footer message that we just set in the email settings section, providing a personalized and branded experience for your agreement participants. The user section allows Acrobat Sign admins to see the users that have been entitled Acrobat Sign from within the admin console. While users are not added or deactivated here, admins can still take action on user management directly from within Acrobat Sign. In the user section, admins can be directed to the admin console if needing to achieve user management outside of Acrobat Sign. Admins can also update users in bulk as well as export a list of the users in the account. In the user section, admins can also search for a specific user and edit their user details. Here the admin can edit the user’s profile, see the user’s last login and status, as well set auto-delegation for the user in the event agreements requiring action from the user need to be automatically delegated to someone else. This works great when a user is on vacation but doesn’t want to hold up an important signature while they are out. Group membership allows admins to see the current groups that a user is a part of, add or remove the users from a group, as well as grant the user group admin and send authority for the groups the user is a part of. In the group section, admins can add and manage Acrobat Sign groups for their account. Here they can see the group name, number of users and admins in each group, as well as the status and the date the group was last modified. Adding a group allows the admin to name and save it. When created, the admin can access the settings for the group, edit the group name, or delete it if the group is no longer needed. Clicking into the group settings will allow the admin to override the account settings that are automatically inherited by groups, allowing them to adjust settings that better reflect the needs of that particular group. This is where granting a group admin to a group is helpful as it eliminates the need of an account admin to also manage the settings of several groups, whom likely have unique requirements not reflected in the account level settings. Before we look at Workflow Designer, let’s do a quick recap on what we covered in the previous section. We went over key admin features and settings for customizing Acrobat Sign, personalizing the sender and signer experience to reflect that of your brand, and user and group management, specific to the use of Acrobat Sign. The next section we’ll look at is the Workflow Designer. The Workflow Designer is used to create workflows that tailor signing processes to fit requirements of a document process that’s often repeated, enabling an easy-to-use send process that’s less prone to errors. Let’s create a workflow from scratch so that you can see the creation process for account and group admins. To begin, we’ll select the Add icon where we can begin the process in the Workflow Info section by giving this workflow a name, setting instructions for the sender, and choosing the group that this workflow will be activated for. In the Agreement Info section, we can give the agreement that’s created by this workflow a name and message that will be seen in the email notification. Carbon copied recipients can be predefined or enabled, the recipient language can be set as well as additional send options. The recipient section of the Workflow Designer tool provides the ability to build out the recipient workflow. Here we can customize the display label of the recipient, predefine the participant’s email address, as well as set their role and required identity authentication. Let’s add another recipient to this workflow. Selecting the plus icon will allow us to choose from a list of roles for this recipient. We can identify the recipient as a signer, approver, acceptor, form filler, certified recipient, or delegator. We’ll choose approver for this recipient and then identify them as the sender, which means any user using this workflow to send an agreement will automatically be identified as the approver. We’ll select OK, and for the next recipient, we’ll use the parallel branch option to add an additional second recipient to this workflow, and we’ll title the display label Senders Manager. Adding parallel recipients means that the order in which these recipients sign and or approve in does not matter, although both will be required to complete their part before the workflow can move on to the next set of participants if not completed by that point. If needing to change the recipient role, you can do so from the dropdown within the edit menu for that recipient. We’ll call this good for now and move on to the next section. In the email section, admins can define which events trigger email notifications to be sent to specific participants of the workflow, including notifying the sender, signing participant, carbon copied recipients, and delegators. The document section is where the admin will upload a document template from their Acrobat Sign account if the sender is not providing the file at the time of sending. Here we can give the document a title, select a document template from our library, and then define whether this document is required to be used for this workflow or not. Additional documents can simply be added by selecting add document. Finally, onto the sender input field section, where admins can create input fields for the send page of the workflow to collect data that can be merged two fields on the document. The document field name and the name of the field on the document must match in order for this feature to work successfully. Admins can also define if input data is required for each field before sending. Let’s save and activate this workflow now. And returning to the workflows page, we’ll now see it in the published workflows section. Clicking into it will take us back to the workflow designer where we can make further modifications if needed as well as clone, delete, or deactivate this workflow. From the sender’s perspective, they will see this workflow now available in the workflow section of their Acrobat Sign library. Selecting the workflow will take the sender to the send page for this workflow where they will be required to fill in the needed information before sending. Here we can see the name of the workflow and the instructions for the sender. The recipient section shows the fields requiring entry, such as the customer and manager field, while the last recipient field has been predefined with the sender’s information. The document name, message, and files have also been predefined, while the input fields ask for the customer’s name, which will be merged to the document template attached to this workflow. With a few simple clicks, this workflow is ready to send, providing a repeatable and easy to use experience for the sender. We covered a lot and you’ll likely have additional questions and require additional guidance throughout your use of Acrobat Sign. That in mind, we’ll conclude this training by covering the steps for accessing support and additional resources to ensure your continued success. When logging into Acrobat Sign, the question mark in the upper right hand corner will provide admins with additional options for support. User guides provide additional guidance on helpful topics for getting started with Acrobat Sign. Kinsoles provide beginner and experience level video tutorials on topics such as sending and signing for new users, administration for new admins, and key topics. Contact support redirects admins to the admin console where they’ll see a few options available to them. From the support page in the admin console, admins can create a case, chat with a support representative, or request an expert session. Here, admins can also access additional help topics relating to admin console administration. Finally, admins can access release notes for Acrobat Sign, highlighting new features and experience changes, with the option to subscribe to be notified, enabling you to stay up to date on the latest innovations for Acrobat Sign. So what did we cover? We looked at accessing Acrobat Sign as an admin and how Acrobat Sign is entitled to users from the admin console. We recognized key Acrobat Sign admin features and settings, including branding and user and group management. Then, we went through the steps to create a workflow, enabling an easy-to-follow experience for senders. Finally, we walked through the various support options when additional help is needed. Thank you for taking the time to watch Getting Started with Acrobat Sign for New Admins.