How to use Adobe Sign at SLAC

Overview

Adobe Sign is a cloud-based e-signature service that allows users to send, sign, track, and manage the signature processes using a browser or mobile device. 

Who should use Adobe Acrobat Sign?

SLAC staff who need to route or sign digital documents.

What can it be used for?

• Signing documents electronically by one or multiple recipients
• Creating an electronic signature for signing documents
• Tracking document status during the signature process
• Managing documents that have been electronically signed
• Creating template documents with form fields (i.e., p-card form)

What type of data can it be used with?

Adobe Sign has been approved for use up to moderate data with SLAC.

How to get Adobe Sign

All SLAC employees are provisioned an Adobe Sign account.  If you have trouble accessing Adobe Sign, please contact the IT Service Desk. 

How to access Adobe Sign

• Type the following URL into your internet browser: https://stanford.na1.echosign.com/public/login
• Enter your Stanford email address in the box: [your SUNETID]@Stanford.edu
• Click "Continue"
• Select "Company or School" account
• Your account will be authenticated through Stanford, and then Adobe will log you into the landing page

Signing, Sending, and Managing Documents

Self-signing a document

• Click on the “Fill and sign a document” icon in the “Do more with Acrobat Sign” section
• Either drag and drop or click "Add Files" link  to add your document(s)
• Update the “Agreement Name” if necessary and click the “Next” button
• Your document will open in a new screen  with options to:
  • Add additional text “|Ab”
  • Reject a document section or field using crossmark “X”
  • Indicate a task or item completion using a checkmark “✔”
  • Complete a radio button, checkbox  or add a bullet point using filled dot “⏺”
  • You can customize or delete any of the options above using the submenu that appears at the top of the option. 
• After you have made your edits to the document then click on the “Sign” icon in the top menu next to the dot or you can click on the “●●●” in the option  sub-menu and then click the “Sign” icon. 
  • If you already have a signature or initials created it will appear in the drop down menu
  • If you don’t click the “+” next to either “Add Signature” or “Add Initials” to create one.
    • You can either:
      • Type your name
      • Draw your signature
      • Select an image of your signature
      • Create a signature on a mobile device
    • After you have created your signature click on the blue “Apply” button
• Then place your signature on the document and click the blue “Done” button in the upper right hand corner. 
• You will then get a confirmation screen saying you have successfully signed the agreement. 
• Click “Download a copy” to save the document to your computer
• Adobe sign will also send you an email with the signed document as an attachment.

Routing a document for signature

• Click on the "Send" tab in the menu next to the "Powered by Adobe Sign"
• Either drag and drop or click "Choose files" to add your document(s)
• Update the Agreement Name and the Message box if needed
• Click the edit pencil icon to edit the Agreement or Recipient Settings
• Add the Recipients' email, use the "+ Add" to include yourself, additional individuals, or groups, or to add a CC
• Click on "Preview & add fields
• Adjust the fields as needed and then hit the "Send" button located in the lower left-hand corner
• You'll see a confirmation notice that the document has been sent.

Adobe Sign supports the following file types

• Microsoft Office Files: DOC, DOCX, XLS, XLSX, PPT, PPTX
• Image Files: JPG, PNG, GIF, TIF, BMP
• Text Files: TXT, RTF, ODT
• PDF with the exception of secured PDS or Dynamic XFA PDFs (LifeCycle Designer Forms)

Managing and Tracking Documents

Keeping track of your document status is easy with Adobe Sign.

• Click on the "Manage" tab in the menu next to the "Powered by Adobe Sign"
• In the left hand column you will see various Status tabs
• In progress (documents that you have recently sent out for signature)
  • Waiting for you (documents that are waiting for you to sign them)
  • Completed (documents that you have been returned to you after being signed)
  • Canceled (documents you sent out for signature but then cancelled)
  • Expired (documents that have expired. This date can be updated under the “Agreements settings” on the Send page)
  • Draft (documents you are working on but haven't’ sent out for signature) 

Completed Documents (activity log, downloads, storage)

Documents that have completed the signature process can be found in the “Completed” section on the “Manage” page. 

• Click on “Completed” to see a list of all documents that have completed the signature process.
• Select a document by clicking the check box to left of the document
• Choose an action (open agreement, create a template, download PDF, download Audit Report, archive an agreement,  hide agreement, share, remind, add notes or download individual documents. 
• To see who the signers are on the document click on “Recipient” to open the drop down menu. 
• To see the activity for the document (who viewed it, signed, delegated etc.) click on “Activity” to open the drop down menu. 

Form Fields

Adobe Sign makes it simple to edit PDF document form fields.

Adding Form Fields

• To add a form field, select a field type from the "Add Fields" menu on the left
• Drag the field onto the document and place it where you want it to be
• Fields that can be filled out by anyone will be in Gold
• Signer-specific fields will be color-coded, starting with Purple

Editing Form Fields

• To edit a form field, select the field you want to edit
• From the drop-down menu, you can:
  • Change field type
  • Change recipient (only to the ones you added on the prior page)
  • Make the field required
  • Customize the field 

Resizing Form Fields

• Tap into the field to select it. The border of the selected field will be bolded.
• Hover your pointer over a corner or edge of the field until you see the two-pointed arrow.
• Click-drag the corner or edge to adjust the field shape.

Deleting Form Fields

• Select the form field you want to delete
• Click on the trashcan icon
• Adobe automatically detects "fields" when you open the document in the authoring environment, so it's important to ensure that your fields are assigned to the correct signer. 

Delegation

Delegate your authority to fill out and sign an agreement to another person. 

Delegating someone else to sign a document

• From the send page, go to the “Add recipients” section
• Change the drop down role from “Signer” to “Delegator”
• Add that person’s email address and complete the document sending process.

For additional information please view this Adobe tutorial: Delegate someone else to sign a document.

Auto-assigning a delegate for yourself

You can configure your account to automatically delegate signature authority to another signer by doing the following.

• From the landing page, click on your profile circle located in the upper right hand corner
• Click on profile settings and then from the “Personal Preferences” menu, choose “Auto Delegation”
• Add the email address of the person you wishing to delegate signing authority to and any document sent to you will automatically be sent to them for signature instead.