Select the Send tab in the top navigation bar.
This automatically launches the first phase of the process, collecting the files for the agreement.
This article contains prerelease information. Release dates, features, and other information are subject to change without notice.
The new version of this experience includes the most commonly used features, but it does not yet match the full functionality of the classic version. Refer to the Supported Elements page for a list of currently available features and those still in development. Additional features will be added in future releases.
Adobe Acrobat Sign makes it easy to upload your documents, add fields, and send them to collect signatures.
This document describes the process of sending an agreement by adding and arranging files, adding and arranging recipients, and placing the signature fields. Depending on how your Acrobat Sign groups are configured, you may not have all the options exposed, and if using templates or configured files, you may not need to place fields. As you send more agreements, it's a good idea to be in communication with your administrator to recommend changing default values for some features or building templates to reduce the time in individual configurations.
Composing a new agreement is a four-phased experience that presents the sender with a step-by-step process that's easy to adopt.
Select the Send tab in the top navigation bar.
This automatically launches the first phase of the process, collecting the files for the agreement.
Select the correct group from which the agreement should be sent (if available). If the group selector is greyed out, then you only have access to one group.
The group selector remains active throughout the process of configuring the agreement, so you can always change the group. However:
Groups provide access to templates and workflows so selecting the right group up front gives you access to your most commonly used documents. Additionally, groups define:
If you find that you are spending a lot of time configuring individual agreements in the same way, work with your group admin to establish proper default values where you can.
Drag and drop a file from your local system into the Add file field, or select the Choose files link. This opens the file picker.
Select the file you want to use in your agreement, either from your local system, your template library, or your Microsoft OneDrive synced drive.
The second phase of composing the agreement is to complete or verify the agreement details and settings.
Start by ensuring all files are attached to the agreement and in the correct order.
Agreements with multiple files will combine all files into one PDF. The order in which the files are listed in the files field dictates the order in which they appear in the final PDF.
If more files are to be added, you can drag and drop them into the Add file field or select the Choose more files link to open the file picker.
Rearrange files by click-dragging the file to the correct position in the file list.
Verify or update the Agreement name.
The agreement name is initially populated with the name of the first file to be attached to the agreement.
This field can be edited to any value you wish by clicking into the field and typing.
Keep in mind that the agreement name is inserted into the subject line of the recipient email and is the most prominent field exposed on your Manage page.
Update the Message field.
The message field is populated into the body of the email sent to all recipients. This should be a global welcoming message, or set of instructions, or whatever you feel is best communicated to all recipients.
Depending on the nature of your agreements, you may or may not employ an agreement deadline.
If used:
Edit the Completion deadline by selecting the Agreement settings edit icon and picking a new deadline from the calendar.
All agreements expire after being in progress for 365 days if not completed. This expiration deadline cannot be modified or suppressed.
The reminder frequency defines the cycle when reminders are emailed to the current active recipients for your agreement.
Edit the Reminder frequency by selecting the Agreement settings edit icon and picking a new frequency from the dropdown.
The password entered into this field is exclusively for viewing the PDF.
To set password security when viewing the agreement PDF, select the Agreement settings edit icon and type a password into the field.
The Language value indicates the localization for all Acrobat Sign template elements, like labels and instructions, in the recipient email and the e-signing page.
Edit the Recipient's Language by selecting the Agreement settings edit icon and picking a new language from the dropdown.
The selected localization is applied only to the template elements of the email and the e-sign page. It does not translate the agreement name or message provided by the sender.
Other options may be available in the Agreement settings section depending on how the account is configured or if integrated services are available (e.g., if the account is configured for e-Vaulting, there will be an option to enable the vaulting or not).
Phase three - Understand your signature cycle and add recipients.
The recipient section defines the signature cycle, the participants included in the agreement, how they are expected to interact with the agreement, and how they are represented in the agreement audit log. It's easier than it sounds, but it requires that you understand the signature flow you expect (e.g., customer signer > internal countersignature > internal approval by manager > certified recipient in provisioning).
Once you understand the signature flow, start adding recipients.
Define the signature flow - Sequential or Parallel.
The signature flow is dictated by the Recipients must sign in order checkbox.
Define your recipient record.
The recipient is defined in one row (a record) containing several configurable options. It's fine to use the same email in multiple recipient records (e.g., a family with three signers but shares the same email address). Acrobat Sign treats each recipient record as a unique participant.
To define the recipient:
There are a few configurable controls that may insert a Name field into the record next to the email address. These fields may be required, and when they are, an asterisk is applied next to the field label to indicate the required status.
The Multi-factor authentication setting allows the sender to specify which authentication method they want to apply for the recipient.
Only authentication options that are enabled in the sending group's configuration will be listed.
Senders can choose which signature types each recipient can use. Only the signature types enabled for the group are available, and all available options are selected by default.
Senders can mark a recipient as private, which means the agreement won’t be linked to the recipient’s user ID and won’t appear on the recipient’s Manage page (if they have an active Acrobat Sign account). This helps prevent the unintentional exposure of personal information through user or group sharing.
Each recipient can have one or more CC'd parties attached to their recipient record. Notifications sent to the recipient will also CC the CC'd parties so your team can be kept in the loop.
Optionally add additional recipients and adjust their order.
If you have more than one recipient in your signature flow, add them by selecting the plus icon just underneath the recipient list.
Recipient records can be added as:
Define each recipient record with an email, role, authentication method, and private message as needed.
A recipient record can be deleted by selecting the trash can on the far right end of the record.
Adjust the signature order as needed.
If you have selected a sequential signature flow, the numerical signing index is evident just before the Role selector in the recipient record.
To adjust the recipient record, use the up and down arrows to move the recipient record up or down in the recipient list. The signing index updates accordingly.
CC'd parties have no participation in the signature cycle. They are only notified when the agreement is initially created, and when it is completed.
Preview the agreement and add signature fields.
When all of the recipients are added, select the Preview & add fields button to open the authoring environment.
If you are using templates of documents with fields already configured, and you are confident that the field placement properly maps to your recipient list, you can select Send now to send the agreement immediately.
Phase four - Authoring
Adding fields to a document (authoring fields, or simply "authoring") is a more complex topic than the scope of this article permits. The below is a condensed version of the process.
The click-and-place authoring environment automatically attempts to detect fields and place them intelligently. The relative success of this process is dependent on the underlying document structure.
Start by cleaning up any auto-placed fields, then place new fields as needed.
Delete unwanted fields.
Move any fields that need to be repositioned.
Hover your pointer over the field until you see the four-point arrow, and then click-drag the field into position.
Resize fields as needed.
Select the field, hover over any edge or corner until you see the two-point arrow, and then click-drag the edge of the field to the desired field size.
Change the field's recipient assignment (when there are multiple recipients).
The Adobe Sign system must know which fields to make available to the recipients. This is done by assigning each field to a recipient (or Anyone, but you must explicitly identify Anyone as the recipient). As mentioned, auto-detected fields are all assigned to the selected recipient.
Notice that the fields for each recipient are color-coded to that recipient, making field identification easier.
Change the field type as needed.
Given most auto-detected fields are Text fields, you may need to change some fields to different field types.
Place any fields that are required.
Make sure each recipient who needs to sign the document has at least one signature field assigned to them.
If there are other fields, to support the signature or collect additional information, they will need to be placed on the form.
To place a field:
Creating forms from scratch for each agreement can be time-consuming. If you regularly send the same documents, consider building library templates. Templates eliminate the need to re-author fields each time and help streamline your workflow.
You can create templates directly from sent agreements on the Manage page.
Save or Send the agreement.