How to set up privacy admins

Transcript

Today’s demo is a specialized one. It’s only for Adobe Acrobat Sign administrators who manage Acrobat Sign users and licenses on Adobe Admin Console. If you have other questions, please check out our other videos and information in the links on this page. With that, let’s get started. Privacy-level admins are account-level admins with additional authority. Any account admin can be promoted to the privacy level and have the authority to fully delete users and agreements when needed. To be able to delete agreements and users for the organization, a licensed user must be entitled to the Privacy Admin role in the Adobe Admin Console. Here are two options to do that. For both of these options, you will need to be on the Product Profile page. To get there, just log in to the Adobe Admin Console as a system administrator. Then, navigate to Products. Click on Document Cloud, then Adobe Sign, and click on the Product Profile. Okay, we’re set. Once the Product Profile page loads, we can entitle a new user by clicking the Add User button. Here, we can type the email address or name of the user we want to enable. What’s nice about this is that Adobe will search the organization. I like this because it helps me make sure that I don’t accidentally add a user already in the system. Okay, looks like we are set. We add the new user and we can choose the Product Role, Sign Account, and Privacy Admin for the user. Okay, then we click Save. Our new user is set. If you need to add an existing user to the Privacy Admin role, all you need to do once you navigate to the Products Profile page is find the user you want and click the dropdown Product Role column. This gives us a few options and we can select Sign Account and Privacy Admin. Perfect, our existing user is now set as a Privacy Admin. Now that you know how to set up a user in this role, let’s go over some of the things they can do. When it comes to deleting agreements, the only role that can do this is the Privacy Admin, so let me show you what to expect. First, the assigned Privacy Admin needs to log in to the Adobe Acrobat Sign dashboard and navigate to Account, and then to the Privacy tab. Here we need to enter the email address of the requesting party. Once we do this, all the agreements that have been created by users in the account and include the email addresses will be shown. Here you can click on each record. If there is a document you want to review or download, click the Download Agreement link at the top of the agreements list. To delete an agreement is simple, just click the Delete icon. And just make sure this is something we really want to do. A dialog box will pop up to confirm the action because once we confirm this action, it’s irreversible. What about deleting users? Well, deleting a user from the Acrobat Sign Server requires that you first have system authority over that user ID. I recommend that you double check that the user ID and email address tied to the user ID are the account you want to delete. Because once you delete a user ID, it is irrevocably gone. To delete a user, we, as the assigned Privacy admin, log in to the Adobe Acrobat Sign dashboard. Then we navigate to Account. Then we go to the Users tab. Here we find our user and single-click the user record to highlight it. This will bring up the action links just above the user record. We do a quick check that this is the user we want to delete. One thing we need to do is check the user status. If the user is in any status other than inactive, click the Deactivate User link, since only inactive users can be deleted. Once the user is in inactive status, click the Delete User Information link. Okay, this is important. At this stage, we get a Delete User warning and some agreement options. Take a close look at these warnings before you proceed. Just under the warnings of what will happen when you delete a user are options about what you would like to do with user information and agreements. We even have an option to not delete the user. If you decide to delete a user, select your option and then click the Delete button. Alright, the user ID has been deleted from the database. Thank you for going through these steps with me. If you would like to learn more information about what users in your organization can do, check out the links and information on this page.