Learn to use the delegator role to send a document to an intermediary who can then route the document for signature.
The delegator role is only available for enterprise-level plans. Your Acrobat Sign administrator may need to enable Allow senders to mark some recipients as delegators setting in the Send Settings section of the Account Settings to use this feature.
In this tutorial, we’ll learn about the delegator role. You can use the delegator role when you don’t know who should be the final signer on a document or if you don’t have their contact information.
You might also ask someone to delegate an agreement if they have to act as an intermediary or a checkpoint in a signature workflow. This is especially helpful for scenarios in which a transaction is initiated before a full recipient list is known. Let’s take a look at how it works.
From your Adobe Sign homepage, click on Request signatures to start a new signature workflow, now enter the email address of the person that will delegate the agreement.
When you click on the down arrow next to this participant, you’ll see all the roles that you could select for this person.
We’ll assign this individual a delegator role, and you can see that it automatically indicates Delegate to Signer. If you need to, you can have your delegator choose someone to approve the document, fill out a form, or various other roles. For now, we’ll stick with signer.
And now we proceed as normal. Enter a name for the agreement, a message to the delegator asking them to pass on the agreement, and add a document.
I’m going to make sure I’ve checked the Preview & Add Signature Fields box so I can add fillable fields to the document, and then I’ll click Next.
The easiest way to add form fields to a new document is to let Adobe Sensei AI technology locate the form fields for me.
I’ll click the button to place the detected fields automatically.
When I click into the signature field, I’ll notice that this field, as well as all the others, have been assigned to my delegator. Given that his role has been set to delegator, he is simply standing in for the eventual signer of the document, so that’s completely fine. All I have to do is click Send.
The agreement is sent instantly to the delegator who will get an email containing a link to review the document. He clicks the link and is immediately shown a dialog box allowing him to delegate the document to the appropriate party.
He may first review the document if he wishes to do so and could always decline to delegate the agreement by clicking on Options.
We’ll move forward by clicking the yellow Start tag, and since there’s nothing for us to fill or sign, it will simply prompt us to Click to Delegate. And now our delegator can enter the email address of the intended signer and write a message, then he’ll click Delegate.
This action kicks the agreement forward to the actual signer. She’ll get an email with both our original message as well as a link to sign the document.
She’ll see the messages from both the delegator and the original sender again here and she can simply fill out and sign the document as she would in any standard signature transaction.
Meanwhile, back in my Adobe Sign account, I can open up the Manage tab to locate the audit trail for this document. I’ll select the document from my Completed list and then select Activity in the right hand pane. From here, I can see that every step of this process is fully documented from when it was sent out to when it was delegated to when it was finally signed. -
This video is part of the course Advanced Tasks for Users that is available for free on Experience League!