Macromedia Sign Admin Guide

Adobe Sign

Admin Guide

Last Updated: March 10, 2017

Table of Contents

Welcome to Adobe Sign! ..................................................................................................................................... 4

Account Setup ......................................................................................................................................................... 5

External Archive .................................................................................................................................................................... 5

How to set it up ....................................................................................................................................................................................................... 5

Branding your account .......................................................................................................................................................6

Company name and URL hostname ...................................................................................................................................................... 6

Upload your logo ................................................................................................................................................................................................... 8

Add an email header and footer .................................................................................................................................................................9

Security Settings ................................................................................................................................................................... 15

User Access Security - SAML ........................................................................................................................................................................ 15

User Access Security

Transaction Security .......................................................................................................................................................................................... 18

Post-Transaction Security ............................................................................................................................................................................. 20

Account Sharing

Advanced Account Sharing (Enterprise only) ................................................................................................................................ 22

Agreement Settings .............................................................................................................................................. 23

Recipients

Recipient Roles ..................................................................................................................................................................................................... 23

Recipient Groups Recipient Authentication

Setting message templates (Business and Enterprise) ....................................................................................... 26

Message Templates .......................................................................................................................................................................................... 27

How users can attach or choose documents ............................................................................................................ 27

Attaching Documents ...................................................................................................................................................................................... 28

Setting default reminders ............................................................................................................................................... 29

Reminders ................................................................................................................................................................................................................ 29

Setting a default document expiration ...................................................................................................................... 29

Document Expiration ....................................................................................................................................................................................... 30

............................................................................................................................................................................ 23

........................................................................................................................................................................................ 16

................................................................................................................................................................................................. 22

............................................................................................................................................................................................... 24

............................................................................................................................................................................ 24

Users and Groups ................................................................................................................................................... 31

Users ........................................................................................................................................................................................ 31

User page features .............................................................................................................................................................................................. 31

How to Create a User ....................................................................................................................................................................................... 32

How to Deactivate/Reactivate a user ................................................................................................................................................... 34

How to promote a user to admin ........................................................................................................................................................... 37

Creating Users in Bulk ..................................................................................................................................................................................... 39

Groups (Business and Enterprise) ............................................................................................................................... 42

How to Create a Group ................................................................................................................................................................................... 42

How to Add Users to a Group .................................................................................................................................................................... 43

Adobe Sign – Admin Guide 2

Moving a single User via the User profile .......................................................................................................................................... 43

Moving multiple Users using Bulk User Edit ................................................................................................................................... 44

Assign Users to Group from within the Group Settings .......................................................................................................... 46

Group level Admin authority controls ................................................................................................................................................. 49

Adjusting Group level settings ................................................................................................................................................................... 50

Library Templates ................................................................................................................................................ 52

Creating a Reusable Document .................................................................................................................................... 53

Editing Template Permissions ...................................................................................................................................... 56

Reports (Adobe Sign – Business and Enterprise) ..................................................................................... 58

Report Parameters ............................................................................................................................................................ 60

Report Results ..................................................................................................................................................................... 63

Adobe Sign – Admin Guide 3

Welcome to Adobe Sign!

Before you begin using your Adobe Sign account, we’ve got some suggested steps to getting your account setup and customized for your company’s use. The purpose of this guide is to get you up and running with branding, security settings, users and templates.

This guide is outlined in such a way that as you move through the “chapters”, you’ll cover all the important features and settings. By the end, your account will be up and ready to go. Keep in mind, there are plenty of other options and settings to explore that aren’t covered in this guide. Our knowledge base is an excellent resource for getting information on the other settings that can be found in Adobe Sign.

Now sit back, login and let’s get you e-Signing!

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Account Setup

This section will go over the suggested steps for initially setting up your account.

External Archive

Like backing up your computer or phone, it’s a good idea to keep copies of your signed agreements. Instead of downloading the agreements one by one from the Manage page, the External Archive can send a copy of signed agreements to an alternate email address, an Evernote account or a Box account.

How to set it up

Branding your account

Adding your company branding is an excellent way to customize Adobe Sign for the users in your account, as well as your signers.

Company name and URL hostname

In this section, you will set the company name and a hostname for your account. These may seem basic, but they will personalize your account.

These two settings are Account wide and cannot be adjusted at the Group level

Account

Account Settings > Account Setup

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Company Name

The value you enter into this field will be displayed in all email correspondence from Adobe Sign. This is also automatically populated into Company Name fields for your users when they need to sign a document.

By default, Adobe Sign permits users to edit their personal settings, and this includes the Company Name value for their individual user. If you would prefer to install one immutable Company name to all users, you can check the

users in account

box.

Set company name for all

Hostname

Setting the hostname for your account changes the URL your users log in to and the URL where agreements are hosted for your signers.

The result is a customized URL with your hostname.

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Upload your logo

Setup > Upload Logo

Account > Account Settings > Account

Click the

Upload

button and navigate to the image you want to use. Keep in mind,

images of the stated dimensions (60 pixels tall and 200 pixels wide) work the best.

Once you’ve chosen an image, the logo will be displayed to the right of the

Upload

button:

If you need to change the logo at any time, click the Clear button and the logo will be removed.

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Add an email header and footer

Get your branding into your Agreement emails by setting a custom image for the header and/or footer of the email template.

Additionally, you can provide an optional Account wide plain text footer for marketing, legal information or any other content you want distributed with your Agreement notifications.

To add or edit your existing header/footers:

Navigate to:

Account

Email Settings

then

Header & Footer Images

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Plain Text Footer

At the top of the page is the plain text footer. This footer is Account wide, and cannot be overridden at the Group level.

This text will be displayed below the page thumbnail and message content of the Agreement

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User Level Footers (Signature Files)

By checking the

Allow users to have their own email footers

box, you allow each user to optionally include their own personalized footer, much like a signature file in email.

This footer is in

addition

to the Account wide footer, and any image footer that may

be applied.

Users can set their individual footers by:

• Mouse over the user name in the upper-right corner of the screen to open the

menu, and select

The page will refresh and display the User menu with

My Profile

Personal Preferences

already expanded

• Select

Note

: This option is only visible after the Account admin enables the setting

My Email Footer

to open the page

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The user footer is inserted between the thumbnail image and the Account level text footer:

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Header and Footer Images

The default email header mirrors the header you see if you log into your Adobe Sign account. It will contain either the default Adobe Sign logo, or the logo you have uploaded for your account/group.

The email image header will always be at the very top of the email content.

The default footer image is empty. If you insert a footer image, it will display at the bottom of the email (with only the safe listing message below it).

Both the email header and footer images need to be 600x200px graphics (png, jpg or gif).

To install either image:

Click on

Upload

button, navigate to the image you want to upload and select it.

Once uploaded, the graphic will appear to the right of the button.

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You can remove the image by clicking the

Below is an example of a fully branded email:

Clear

button at any time.

Email header and footer images can also be set at the Group level (which will override the Account image).

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Security Settings

Account, user and document security is Adobe Sign’s number one concern. Therefore, we provide several security options at the account level. We suggest reviewing the settings in this section and decide which will work the best for your use case.

User Access Security - SAML

If your company has a federated log in solution, Adobe Sign does provide SAML 2

options for user authentication. names.

Adobe Sing SAML settings can be found by navigating to:

SAML Settings

Configuring SAML will require that you claim your domain

Account > Account Settings >

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User Access Security

Authentication to the Adobe Sign app has multiple settings available so you can configure the security criteria to match your company policy regarding access.

User access security settings can be configured by navigating to: Account > Account Settings

> Security Settings

Single Sign-on Settings

You can either allow or deny users in your account the ability to log in to Adobe Sign by authenticating through other services. It is recommended that you disable either (or both) of these settings if they are not used to keep the log in process to a single simple option for users.

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Remember-me Settings

Enable this setting to enable the

Remember Me

setting when authentication to Adobe Sign. This setting remembers the authentication to the service (on the local system) for the time frame selected.

Login Password Policy

The options under

set whether users should be required to change their password after a number of months, whether a previous password can be used as their new password, and how many log in attempts can be made before their userID is locked.

Login Password Strength

This setting allows you to adjust the strength or difficulty of the password set by users in your account.

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Allowed IP Ranges

This option will only allow authentication to the Adobe Sign application when the request is coming from the specified IP address ranges.

Signer Identity Verification

If your users will be signing documents, this option will require them to log in to Adobe Sign before they can apply their signature. This ensures the individual signing is either the user or someone with the user’s credentials.

Transaction Security

This section pertains to the security controls that are in effect while an Agreement is going through the signature process. These settings can be found by navigating to: Account >

Account Settings > Security Settings

PDF Encryption Type

This setting defines the type of encryption applied to the document once it has been sent through Adobe Sign. This encryption ensures the document can be opened but cannot be edited. Each version of the encryption is compatible with different versions of Acrobat. The recommended option is

128-bit AES

to ensure the document can be

opened on most systems.

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Agreement Signing Password

This setting applies to the Password Authentication option for recipients to access the document during the signature cycle. (Configured on the Send page when initially sending the agreement)

The setting limits how many attempts the recipient has to enter the correct password. Once this limit is exceeded, the Agreement is irrevocably

canceled

Agreement Signing Password Strength

This setting also applies to the Password Authentication option for recipients.

The feature allows you to adjust the strength or difficulty of the password your Senders need to enter.

Note

: The password this setting governs is embedded in the PDF, and not stored in

the Adobe Sign system. If it is lost, there is no option to recover it.

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Knowledge Based Authentication

This option controls the Knowledge Based Authentication (KBA) option for recipients on the Send page.

This limit dictates how many attempts the signer has to pass the KBA in order to access the document. Once the limit is exceeded the agreement is canceled. The difficulty of the KBA is also set here.

• Default

- Signers will be presented with 3 questions and will be required to answer them all correctly. If they only answer 2 correctly, they will be presented with 2 more questions and will be required to answer them both correctly.

• Hard

- Signers will be presented with 4 questions and will be required to answer them all correctly. If they only answer 3 correctly, they will be presented with 2 more questions and will be required to answer them both correctly.

KBA requires a social security number, so is only viable for recipients in the US.

Post-Transaction Security

These settings govern the PDF security of Agreements that have completed the signature cycle, and are fully executed.

Certify copy of the documents for

Find this setting by navigating to: Account > Account Settings > Global Settings

Adobe Sign will apply a Certificate (CDS) to any downloaded PDF for a completed transaction based on this setting. Certified PDFs readily show that the document has not been tampered with since being downloaded.

CDS will prevent any attempt to manipulate the PDF after download.

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