Adobe Sign

Adobe Sign is a cloud-based e-signature service that allows you to send, sign, track, and manage signature processes while using a browser or mobile device. It helps you digitally route and track documents for signing. Adobe Sign is different from your Adobe account, it is a separate program that allows you to upload documents and send them to others while tracking your documents.

Accessing Adobe Sign

Adobe Sign is a separate operation than Adobe Professional, so you will need to be granted access in order to use Adobe Sign. You can contact the ITS Helpdesk and they will create a Helpdesk Ticket for your request.

Once you are granted access you will be able to access the link above. Select "Already have Adobe ID" and enter your SUNY Cobleskill email address. You will be redirected to SUNY Cobleskill's single sign in where you will enter your SUNY Cobleskill password, you may be prompted for multi-factor authentication.

After you are logged in you will see the home page, as shown below, with several options for you to choose from. Each option is explained in this course with detail.

Sending a Document

You can use Adobe Sign to send documents out for signatures to one or multiple recipients. This is a highly secured process that allows your documents to be signed and tracked.

You can send a document out for signatures by selecting "Send" at the top of your screen or by selecting "Get a Document Signed" located in the "Get a Signature" box.

After selecting to send a document out for signatures a window will display with a few different options. Each option is described below:

• Recipients: here you will enter the email address of the person(s) you would like the document to be sent to. They do not have to be a SUNY Cobleskill member to receive this email. Next to their name there is a drop-down menu to add an authentication for the recipient. This is how they have to verify their identity. (KBA: Knowledge Based Authentication)
• Roles: to the left of the recipient's name you can select the role of the signer. You can choose from a signer, approver, acceptor, certified recipient, form filler, or delegator.
• Groups: at the top right corner you have the option to add groups. This will allow you to enter the email addresses of users you want associated in a group. Any member of the group can act on behalf of other members.
• CC Emails: there is the option to add a CC email address. These users will get notified when the document has been completed with signatures.
• Recipients Complete in Order: this controls whether recipients are required to sign the documents in the order their email addresses are entered. If you choose this option the first recipient will receive the document first, after they sign the document it will be sent to the next recipient in line, and so on. The default option is to complete in order. If you don't care about the order in which the document gets signed, then choose complete in any order. Complete in any order will send the document at random to the recipients, the document will still get send one at a time.
• Message: here you will enter the subject and content of the message to your recipient(s) regarding the document, with any instructions you might have. There is a default message that says, "Please review and complete (Document name)", you do not have to keep this message.
• Uploading files: to upload your document you can do so two ways. First, you can select "Add files" under the file section, this will direct you to your File Explorer where you can choose a document from your computer or your OneDrive. The second option allows you to drag and drop your file to the "Files" box. You are able to send a PDF, Word document, etc.
• Options: options available are password protect, set reminder, and recipient's language.
  Password Protect: requires recipients to enter a password in order to open and view the signed PDF file
  Set Reminder: allows you to set the frequency of reminders to be sent until the agreement is completed
  Recipients' Language: allows you to select the language to be used in the email sent to the recipient(s) and during the signing process
• Preview & Add Signature Fields: After you have completed everything and you are ready to send the email click the checkbox at the bottom that says, "Preview & Add Signature Fields", then click "Send". After clicking Send you will be brought to a page where you can add signature fields to your document.

Adding Fields

After hitting Next on the previous page, you will be brought to a preview of the document you are uploading. To the right of the document there are fields containing different signing options. Below is a description of each option.

If your document has fillable fields, at the top left Adobe Sign will show how many fields they auto detected, and it will give you the option to auto fill them. It might not always detect every field you have in the document.

Recipients: this is the first option on your preview screen. From the example below you will see that Coby1 is selected to any fields that are created in the next few steps are designated for Coby1, no other users on the list are able to fill in that field. If you want all users to be able to have access to a field, then you need to select "Anyone" from the drop-down. If you want to select another signer and give them a signature field, then select their name and add a signature block. The signature fields will be color coded to the corresponding name. If you do not give all signers a field, you will receive a message when you send the email telling you that you did not give them a field. You can either go back to editing or continue.

Below are the available options when editing your document to add signature fields, among other options. Click and drag the field options from the drop-down menu to your document. Once the field is on your document, right-click the field and select "Edit", this allows you to make changes to the field. A good example is what using the Data Fields.

Note: Stamp allows you to add a company logo, an approval or disapproval stamp, and more.

You can choose to save the document to your library by clicking the checkbox. This will allow you to access the document at anytime, anywhere with those specific fields. Once you have completed editing your document and everything looks good you can select "Sign, then send" to move along.

Modifying a Transaction in Flight

Modifying a transaction that you already sent out to multiple recipients is something that can be done, under certain circumstances. You cannot modify a transaction if:

• Signer has signed
• Approver has approved
• Delegator has delegated
• Agreement was rejected
• Agreement needs digital or fax signature

You can modify after delegating if:

• Signer has delegated signing and document is still not signed
• Approver has delegated approving and the document is still not approved

To Modify Transaction:

1. After the document was sent click the "Modify agreement" link in the sent window
2. You can also modify an agreement by clicking "Manage" and under Out for Signature select the document you want to edit. Towards the right click the link that says, "Modify Agreement".
3. The Send Page will display but you will have limited editing options
4. You will only be able to add files, remove files, or arrange the order of the files
5. Click "Preview and Add Signature Fields", then click Next
6. After sending the document the recipients will get only one email, but they will be notified that modifications were made to the document and they should be aware of that
7. All participants will get a final copy of the documentation for them to download
8. In the document history you will see that the document was modified, by who and when
    

The Signing Process

This is when you or your recipients need to sign a document. When receiving a document from someone using Adobe Sign the document will display and you will see a yellow flag if there are places for you that need your signature.

Below are the options available to you when you click to sign a document.

By default, after signing it will display your full name in print and add the date you signed. When you are done signing click "Click to Sign" this will process the document with the signature you created. A copy will be sent to the original owner of the document as well as continue to the next person. Once the document has been signed by everyone a PDF copy will be emailed to all parties.

Non-SUNY Cobleskill Recipients

Non-SUNY Cobleskill recipients do not need Adobe Sign accounts to participate in the signing process. When you send the document for signatures to a non-SUNY Cobleskill recipient, they will get an email that looks like the one below.

After the recipient clicks the link, as shown above, they will be brought to a window with the document and signature field. They will not be prompted to log in to Adobe Sign.

For more documentation and video tutorials on how to use Adobe Sign refer to the Faculty Documentation in Moodle.

https://moodle.cobleskill.edu/course/view.php?id=15036&section=18#tabs-tree-start