Using Adobe Sign in an adaptive form

Adobe Sign enables e-signature workflows for adaptive forms. E-Signatures improve workflows to process documents for legal, sales, payroll, human resource management, and more areas.

In a typical Adobe Sign and adaptive forms scenario, a user fills an adaptive form to apply for a service. For example, a mortgage and credit-card application requires legal Signatures from all the borrowers and co-applicants. To enable electronic-signature workflows for similar scenarios, you can integrate Adobe Sign with AEM Forms. A few more examples are, you can use Adobe Sign to:

  • Close deals from any device with fully automated proposal, quote, and contract processes.
  • Finish Human Resource processes faster and give your employees the digital experiences.
  • Cut contract cycle times and onboard your vendors faster.
  • Create digital workflows that automate common processes.

Adobe Sign integration with AEM Forms supports:

  • Single and multiple-user signing workflows
  • Sequential and simultaneous signing workflows
  • In-form and out-of-form signing experiences
  • Signing forms as an anonymous or logged-in user
  • Dynamic signing processes (integration with AEM Forms workflow)
  • Authentication through a knowledge base, phone, and social profiles

Prerequisites

Before using Adobe Sign in an adaptive form:

  • Ensure AEM Forms cloud service is configured to use Adobe Sign. For details, see Integrate Adobe Sign with AEM Forms.
  • Keep the list of signers ready. You require at least an email address for every signer.

Configure Adobe Sign for an adaptive form

Perform the following steps to configure Adobe Sign for an adaptive form:

  1. Edit adaptive form properties for Adobe sign

  2. Add Adobe Sign fields to an adaptive form

  3. Enable Adobe Sign for an adaptive form

  4. Select Adobe Sign Cloud Service for an adaptive form

  5. Add Adobe Sign Signers to an adaptive form

  6. Select Submit Action for an adaptive form

Signer Details

Edit adaptive form properties for Adobe Sign

Configure adaptive form properties for Adobe Sign for an existing or a new adaptive form.

Create an adaptive form for Adobe Sign describes the steps to create a basic adaptive form. See Creating an adaptive form for other options available while creating a adaptive form.

Create an adaptive form for Adobe Sign

Perform the following steps to create a sign-enabled adaptive form:

  1. Navigate to Adobe Experience Manager > Forms > Forms & Documents.

  2. Tap Create and select Adaptive Form. A list of templates appear. Select the template and tap Next.

  3. In the Basic tab:

    1. Specify the Name and Title for the adaptive form.

    2. Select the configuration container created while configuring Adobe Sign with AEM Forms.

      NOTE

      The Adobe Sign Cloud Service dropdown list displays the cloud services that are configured in the configuration container that you select in this field. The Adobe Sign Cloud Service dropdown list is available in the Electronic Signature section of the adaptive form properties when you select the Enable Adobe Sign option.

  4. In the Form Model tab, select one of the following options:

    • Select the Associate form template as the Document of Record template option and select a Document of Record template. If you use a form template based adaptive form, then the documents sent for signing display only those fields which are based on the associated form template. It does not display all the fields of the adaptive form.

    • Select the Generate Document of Record option. If you use a Document of Record option enabled adaptive form, then the document sent for signing displays all the fields of the adaptive form.

  5. Tap Create. A sign-enabled adaptive form is created, which can be used to add Adobe Sign fields.

Edit an adaptive form for Adobe Sign

Perform the following steps to use Adobe Sign in an existing adaptive form:

  1. Navigate to Adobe Experience Manager > Forms > Forms & Documents.

  2. Select the adaptive form and tap Properties.

  3. In the Basic tab, select the configuration container created while configuring Adobe Sign with AEM Forms.

  4. In the Form Mode tab, select one of the following options:

    • Select the Associate form template as the Document of Record template option and select a Document of Record template. If you use a form template based adaptive form, then the documents sent for signing display only those fields which are based on the associated form template. It does not display all the fields of the adaptive form.

    • Select the Generate Document of Record option. If you use a Document of Record option enabled adaptive form, then the document sent for signing displays all the fields of the adaptive form.

  5. Tap Save & Close. The adaptive form is enabled for Adobe Sign.

Add Adobe Sign fields to an adaptive form

Adobe Sign has various fields that can be placed on an adaptive form. These fields accept various types of data such as signatures, initials, company, or title and help collect extra information during signing, along with the signatures. You can use the Adobe Sign Block component to place Adobe Sign fields at various locations in an adaptive form.

Perform the following steps to add fields to an adaptive form and customize various options related to these fields:

  1. Drag-and-drop Adobe Sign Block component from the component browser to the adaptive form. The Adobe Sign Block component has all the supported Adobe Sign fields. By default, it adds a Signature field to the adaptive form.

    Sign block

    By default, the Adobe Sign Block is not visible in the published adaptive form. It is visible only in the signing documents. You can change the visibility of Adobe Sign Block from the properties of the Adobe Sign Block component.

    NOTE
    • Using Adobe Sign block is not mandatory to use Adobe Sign in an adaptive form. If you do not use Adobe Sign block and add fields for the signers, then the default signature field is displayed at the bottom of the signing documents.
    • Use Adobe Sign block only for those adptive forms which automatically generate Document of Record. If you are using a custom XDP for generating Document of Record or a form template based adaptive form, Adobe Sign block is not required.
  2. Select the Adobe Sign Block component and tap the Edit aem_6_3_edit icon. It displays options to add fields and format appearance of a field.

    adobe-sign-block-select-fields

    A. Select and add Adobe Sign fields. B. Expand the Adobe Sign block to full screen view

  3. Tap the Adobe Sign Field aem_6_3_adobesign icon. It displays options to select and add Adobe Sign fields.

    Expand the Type drop-down field to select a Adobe Sign field and tap the Done aem_6_3_forms_save icon to add the selected field to Adobe Sign block. The Type drop-down field includes Signature, Signer info, and Data field types. Adobe Sign integration with AEM Forms support fields listed in the Type drop-down box only. For detailed information about Adobe Sign fields, see Adobe Sign documentation.

    adobe-sign-block-fields-options

    It is mandatory to provide a unique name for a field. You can also select the required option to mark a field mandatory. In addition to the Name and Requiredoption, some Adobe Sign field have more options. For example, mask and multi-line. Moreover, specify a unique names for each Adobe Sign field whether the fields reside in same or different Adobe Sign blocks.

    If you select Digital Signature from the drop-down list, you can apply digital signatures to the adaptive form:

    • Online using cloud signatures to sign with a digital ID hosted by a trust service provider.
    • Locally by downloading the document with Adobe Acrobat or Reader using a smart card, USB token, or file-based digital ID.

Enable Adobe Sign for an adaptive form

Out of the box, Adobe Sign is not enabled for an adaptive form. Perform the following steps to enable it:

  1. In the Content browser, tap Form Container, and tap the Configure configure icon. It opens properties browser and displays Adaptive Form container properties.
  2. In the properties browser, expand the Electronic Signature accordion, and select the Enable Adobe Sign option. It enables Adobe Sign for an adaptive form.

Select Adobe Sign Cloud Service and signing order

You can configure multiple Adobe Sign services for an instance of AEM Forms. It is advisable to have a seperate set of services for each function (Human Resource, Finance, and more). It make tracking and reporting of signed documents easier. For example, An bank has multiple departments. You can have a separate configuration for each department for better tracking of the documents.

A document can also have multiple signers. For example, a credit-card application can have mutiple applicants. A bank requires signatures of all the applicants before starting processing application. For multi-signer scenarios, you can select to sign the document in sequential or simultaneous order.

Perform the following steps to select a cloud service and order of signing:

cloud-service

  1. In the Content browser, tap Form Container, and tap the Configure configure icon. It opens properties browser and displays Adaptive Form container properties.

  2. In the properties browser, expand the Electronic Signature accordion, and select the Enable Adobe Sign option. It enables Adobe Sign for an adaptive form.

  3. Select a cloud service from the already configured list of Adobe Sign Cloud Services.

    If the Adobe Sign Cloud Service list is empty, follow the Configure Adobe Sign with AEM Forms artilce to configure the service.

    The dropdown lists the cloud services that exist in the global folder in Tools > Cloud Services > Adobe Sign. In addition, the dropdown also lists the cloud services that exist in the folder that you select in the Configuration Container field when you create an adaptive form.

  4. Select the signing order from the Signers can Sign dialog box. Adobe Sign singers can sign an adaptive form Sequentially - one after another signer, or Simultaneously - in any order.

    In sequential order, one signer receives the form for signing, at a time. After a signer completes signing the document, then the form is sent to the next signer, and so on.

    In simultaneous order, multiple signers can sign a form at a time.

  5. Add Signers to an adaptive form and tap the Done aem_6_3_forms_save icon to save the changes.

Add Signers to an adaptive form

You can have only one signer or multiple signers for an adaptive form. When you add a signer, you can also configure authentication details for the signer. You can also select if the form filler and singer are the same person. Perform the following steps to add and provide various details about a signer:

  1. In the Content browser, tap Form Container, and tap the Configure configure icon. It opens properties browser with Adaptive Form container properties.

  2. In the properties browser, expand the Electronic Signature accordion, and select the Enable Adobe Sign option. It enables Adobe Sign for an adaptive form.

  3. Tap Add Signer under Signer Configuration. It adds a signer to the adaptive form. You can add multiple Adobe Sign signers to an adaptive form.

  4. phone-details

    Click the Edit aem_6_3_edit icon to specify the following information about the signer:

    • Title: Specify a title to uniquely identify a signer.

    • Is the signer and the person filling the form same?: Select Yes, if form filler and first signer are the same person. If the option is set to No, then do not use the signature step component in the adaptive form. If the form contains a Signature Step component, then the field is automaticallly set to Yes.

    • Signer Email address: Specify email address of the signer. Signer receives to be signed documents/form on the specified email address. You can choose to use an email address provided in a form field, in AEM user profile of the logged-in user, or manually enter an email address. It is a mandatory step. Ensure that the email address of the first signer or the only signer (in case of single signer) is not identical to Adobe Sign account used to configure AEM cloud services.

    • Signer Authentication Method: Specify the method to authenticate a user before opening a form for signing. You can choose between phone, knowledge base, and social identity-based authentication.

    NOTE
    • By default, the social identity-based authentication provides an option to authenticate using Facebook, Google, and LinkedIn. You can contact Adobe Sign support to enable other social authentication providers.
    • Adobe Sign fields to fill or sign: Select Adobe Sign fields for the signer. An adaptive form can have multiple Adobe Sign fields. You can choose to enable specific fields for a signer. The field displays all the available Adobe Sign Blocks. When you select a block, all the fields of the block are selected. You can use the X icon to deselect a field.

    signer-details

    The above image has two example Adobe Sign Blocks: Personal-Information and Office-details

    Tap the Done aem_6_3_forms_save icon. The signer is added and configured.

Select Submit Action for an adaptive form

After you, add Adobe Sign fields to an adaptive form, enable Adobe Sign from form container, select Adobe Sign Cloud Service, and add Adobe Sign Signers, select an appropriate submit action for the adaptive form. For detailed information about adaptive forms submit actions, see Configuring the Submit action.

Also, an Adobe Sign enabled adaptive form is submitted only after all the signers sign the form. You can find partially signed form in Pending Sign section of forms portal. Adobe Sign Configuration Service keeps polling Adobe Sign server at regular intervals to verify the status of signatures. If all the signers complete signing the form, the submit action service is started and the form is submitted. If you are using a custom submit action and the form uses Adobe Sign, update your custom submit action to use the submit action service.