Acrobat Sign 101 for Administrators on ETLA

Transcript

Welcome everyone and thank you for joining us for today’s webinar, Acrobat Sign 101 for Administrators. This is what we’re going to focus on for today. We have a packed agenda, but before we get there, let’s do a quick round of introductions here. My name is Jonas Tussar. I’m a Senior Product Manager for Acrobat Sign and I’ll be handling the intro and you’ll see me very active also in the Q&A part. But our main presenter here, Chris, is going to introduce himself quickly.

Yeah, thanks, Jonas. Yeah, it’s Chris Hughes here. I’m a Technical Architect within the Professional Services team at Adobe, so working with some of you perhaps on the call, but many of our customers sort of helping you get the most out of Acrobat Sign and some of our other Document Cloud solutions as well. So nice to see everyone.

Wonderful. Now, before we jump into it, let’s have a look at the agenda. As I mentioned, we’ll be focusing on the key and main things for administrators. So we have this in two parts. We’ll get into the basics around users, settings and reporting around Acrobat Sign. And then we’ll have a quick deep dive here around user groups, which are quite powerful in Acrobat Sign and can help you define certain logic as well. Before we then spend the last 15 minutes of the meeting to answer questions. Now, questions is a topic where I’d want to deep dive a little bit on here on the next slide.

Questions for this webinar, because we have so many attendees, we disabled the chat. So don’t be surprised. You’ll see it in your navigation bar in Teams, but it’s been disabled. It’s just because it’s quite difficult to keep up with chat. It doesn’t allow for much moderation there, but you’ll have a Q&A button in the Teams webinar that you’ll see. This is where you can push questions out to us. And we encourage you in doing so as we go through the content for any questions you might have. And the way we’re doing this is I’ll try and we’ll try to get to each and every question, but normally we don’t really have the time. So we need to prioritize and we do this based on the uploaded feature. So for each question, you’ll see a little arrow that points towards the sky. This is an upload, which means we’ll look first at the questions that have the most uploads, which for us indicates that a lot of people have the same question.

The second part here, we will do some polls and there’s also going to be a survey at the end of the webinar. This just helps us grab some feedback with these wider groups. And to get you used to the polls, let’s just kick start a very easy one here, a little icebreaker. If you’ve been joining us for one of the past webinars, you’ll see this one, but it’s always very interesting for us to see where you’re joining us from today for this webinar.

Very easy questions to get started with. And I can see responses already coming in. That’s wonderful. I have a big group out of North America.

Europe comes on the second place and also some Asia is online. That’s great to see.

OK, I’ll let you finish that poll. And while you do that, let’s hand over to Chris for his demo and your webinar.

Lovely. Thank you, Janus. So let me say up front. So I’m still recovering from a little bit of a cold. So please excuse me if I cough. I will try to mute myself if I feel the need for a cough to come. But if I don’t get to the mute button in time, please excuse me doing so.

So our session today is very much focused on administration of AcrobatSign. And let me say up front as well that what we are looking at here is kind of our enterprise style AcrobatSign. So an enterprise plan style account. And just to sort of highlight that, if I just flick over here, actually, my colleague, if you’re not an enterprise customer. Yeah. So if you’re somebody that has a VIP plan or something like that. Yeah. So actually one of our colleagues, Nicky, ran a similar session back in November. So you will see this sort of appear on the browser here. I think, Janus, you’ll put a link into the chat as well. So if you’re not on an enterprise plan for AcrobatSign, it may be that kind of this previous session that we recorded back in November last year will be more appropriate for you. But just kind of point you in that direction. But yeah. So our session today is very much on that sort of enterprise plan.

So how do we go about adding users to our AcrobatSign account when we are an enterprise plan? We do so via the admin console. I’m not going to go into huge detail on it here. I’ll just click on a video here which will show us kind of the way that we add users through the admin console. The admin console in itself is, you know, kind of something that we could spend some time on. And again, I’ll put a link in the chat around kind of giving you some more information on that. But let me go ahead and just play this video. My sound should be shared. So there is a little bit of talk track that goes along with this. If you’re not able to hear it, please give us a shout and we’ll make sure that that is shared as well.

Your organization flows smoother with AcrobatSign. And this video is about how you as an admin can add users and give them AcrobatSign product entitlement. First, log into the Adobe admin console. You must be either a system administrator, a product administrator or a product profile administrator.

Once you have logged in, navigate to the AcrobatSign product page, then go to Document Cloud, AcrobatSign and then to the product profile page. On this page, you can add a user to a product by clicking the add user button. Here you can add the email address or name of who you want to add. If this user is already part of your organization account, you will see them displayed. But if not, you will have an option to create a new user. OK, now that we are here, I need to select the AcrobatSign product role of this user.

Another way to think of this is as the authority level.

Once I select the role, we can click save.

Shortly, our new user will be sent an invitation email.

Make sure they click accept invitation and complete the registration process.

Once they finish the registration, they’ll be able to log into their Adobe AcrobatSign account.

OK, so as I say, just a kind of brief intro there on the admin console side of things. So let’s start exploring. Yeah, so that’s the way that we add users through our admin console interface. And that’s very much the way that we do this for enterprise style accounts. Yeah. And let’s start exploring. So if I have so as an administrator, if I have access to AcrobatSign, what I’m going to do is I’m going to say, what are the things that I should be looking at? And we’ll go through these kind of key areas. Again, let me highlight. These aren’t all the possible combinations of settings that we have available. There is, you know, kind of a long list of things available. However, these are the areas that we really say you really should look at these as kind of a starting point. And then the other areas kind of if you need to kind of more so. But these are definitely worthwhile exploring, you know, kind of always if you like.

So let me come to the home page of our AcrobatSign accounts. So when you log into AcrobatSign, you should see a page that looks something like this. Yeah. So, you know, we have all of our options here. We’ve got our navigation along the top here. And if you are an account administrator, you should see that there is an admin option in the top navigation bar. Yeah. And if you click on that.

Then you will see that it takes you. And so now we have an interface where we have kind of our different areas of settings on the left hand side. Yeah. So down this left hand side here and then kind of if you like the 75 percent on the right hand side of the screen is showing me, OK, for global settings, my current selection, what options are available to me? And we’re going to go through some of these settings areas in a little bit more detail.

But just so that you’re familiar with the interface as well, a very useful piece of functionality here as well. If you’re searching for a particular setting. So, for example, you say, you know, kind of I want to have separate files delivered as part of kind of my agreement delivery. So if I do a search here, actually, let me just do search on separate.

Yeah. You will see that the interface will automatically restrict down those list of options so that I just see the appropriate areas where I have those options available. So if you’re not familiar with using that search capability, it is a very useful way of just kind of cutting down the sort of the different settings areas to look at. But let’s come to our global settings. First of all, yeah, this is the area where we define our top level settings, if you like. Yeah. The things that we sort of govern overall usage of our account. Yeah. And we’ll see that on the right hand side here, you know, again, our convention here is that we have kind of a specific area of the product. And typically, do we want to enable or disable that piece of functionality? So our new recipient experience, for example, if you’re on our webinar and towards the end of January, where we were doing Acrobat Sign 101 for users, you will have seen me using the new recipient experience and also the new sign, the new sending experience. Yeah. So that updated interface, in all honesty, I would always recommend those. Yeah. So those are now pretty mature. And we found good traction with the users, finding them more intuitive than the older experience. But we do always give that capability in case somebody has been using Acrobat Sign for a number of years and is more familiar with kind of the old interface. Yeah. But as we see here, so there’s, you know, kind of various different options here. So self-signing workflows, how do we want to allow people if they want to fill and sign? So complete an agreement which doesn’t require sending to somebody else to complete. So sending bulk, et cetera. So all of these enabling, disabling type functionality. And again, just so that you’re familiar with the user interface, where you see a sort of question mark in a little circle here, if you click on that, it will give you a little bit more information and it may well include a link to kind of one of our kind of more detailed articles that explain how a piece of functionality works. So if you look at that and you say, send in bulk, I’m not super familiar with exactly what click on the question mark. And as I say, often there will be links to, you know, kind of the sort of more comprehensive documentation. Yeah. So the ability to allow web forms, for example, workflows, use of power automate workflows, access to library documents. Yeah. So library documents being our terminology for document templates. Yeah. So that functionality. In all honesty, I would say, you know, kind of my starting position for these is give people the functionality that you think will be useful to them, which is, you know, kind of start off by giving people the functionality. And then if you find that actually that causes some confusion or there’s something that you need to kind of disable, then this is the place to come in and do that. But often we start off by giving people the range of functionality. Yeah. Unless you have a very specific target audience where you really want to, you know, kind of have them use sign in a very specific way. Yeah. So collecting form data, limited document visibility is around if we have, you know, kind of if there are multiple documents within an agreement and we only want recipients to see specific documents, then that’s a capability that we have. Yeah. So how do we want to attach PDF copies to emails? Yeah. By default, we want to send it to everyone. How do we name those attachments? Yeah. So fairly high level settings here. Yeah. Adding audit reports, et cetera. Yeah. And the one that you saw me search on. So keeping documents separated. So when we’re sending email notification to somebody at the typically at the end of the agreement cycle. Yeah. We want to attach documents to that which represent the completed agreement. Do we want those to be combined into one or kept separate? So those are the options there. Yeah. So as I say, global settings is around enabling disabling functionality for the most part. Yeah. We come now to account setup. This is where we do a little bit of our branding work typically. So at the moment you will see top left. I have the default logo here. So Adobe Acrobat sign. I can have my own sort of corporate Lego if I want or, you know, whatever Lego I want to have here. If I upload a Lego, I’ll select a PNG file that I have here locally. Yeah. And this you will see across all of the different settings screens. Yeah. Is this sort of sort of theme is as you make a change, it doesn’t automatically get applied until you click on the save button bottom right of the screen. So if you’ve made a change, you will be prompted to, you know, kind of the user interface recognizes that a change has been made and will prompt you to save it. But your change isn’t saved automatically. So if you’ve made one or more changes on one of these settings screens, don’t navigate away from it until you’ve hit save. Otherwise, that change won’t be saved and applied to the system. So if I go ahead and click save there and if I refresh my screen.

Yeah. So we’ll now see that my logo appears top left. Yeah. And obviously in your case, you would want to use, you know, kind of the appropriate logo for your organization. Yeah. You can also specify a host name. Yeah. So again, this is kind of a so how do we want the URL to appear? In my case, I’ve just said it’s webinar and then our host name here. So you’ll see up in the address bar of the browser. Yeah. So that’s how it also appears there.

Again, just to ensure that kind of your configuration aligns with your organization. Good practice just to include the name of your organization here and potentially your company name. Yeah. So again, that can be helpful just so that you get consistency. We can ensure that everyone’s, you know, kind of everyone is identified as being part of your organization. Yeah. So and that’s where we do kind of our sort of account set up. Yeah. So around our branding, make sure that we’ve got our name appearing in the right places. Okay.

For the most part, when people are accessing Acrobat Sign, yeah, so are our typical users, they are most likely doing so because they want to create an agreement, send something out for signature. Yeah. We can configure what their experience is like in the send settings area. So if I click on that. So again, our sort of standard flow here. I select the option on the left hand side. The screen appears on the right. And now I’m controlling. Okay. What does this look? What does the web application look like? And how does it present to users? Our typical end users who are sending something out for signature. Yeah. So do we want to take them to the send page automatically after logging in? Or do we want to take them to the standard home page? Do we want to have them be guided to upload files first and then add recipients? Yeah. What are the different recipient roles that we want to allow them access to? Yeah. So in this case, I’ve given them sort of access to everything. Yeah. So as well as our signers. Yeah. So we have approvers, delegators, etc. Yeah. So witnesses also here. You’ll see.

Now, depending upon your organization, it may be that you say, actually, we are using sign in a particular way and not all of these roles make sense. Yeah. And again, this is you as the account administrator having control over that. Yeah. So you are controlling. What does somebody logging into Acrobat sign and creating an agreement to send out for signature? What does that interface look like for them? Do we want to allow recipient groups? Yeah. So the ability to specify multiple individuals as part of a single recipient and have one person act on behalf of the group. Yeah. Do I want carbon copy recipients when specific recipients are sort of are participating? Yeah. How do I want to allow people to upload their documents into Acrobat sign? So am I expecting it to do upload them from their local computer via the document library or perhaps some other kind of third party, you know, kind of sort of cloud solutions? Yeah. So Google Drive, Dropbox, box.com, OneDrive, etc. Yeah. So which of those do I want to allow them to do? Yeah. Field flattening. If you upload a PDF that already has values in fields, field flattening basically sort of says, right. OK, I will lock those values in rather than sort of allowing showing them as a field within the sign interface. Yeah. Do I want to allow people to modify agreements after they are sent? Yeah. Now there are some restrictions around what modifications were allowed at what point in the cycle. But, you know, again, we can see help around kind of what those restrictions are and what we can do in terms of modifying agreements.

So allow people to set the agreement name, pick the languages, use message templates if they wish to. Yeah. Do I want to allow them to provide private messages to recipients? Yeah. So and again, if you’re not familiar with that, it’s basically if I have more than one recipient that I define in the agreement, sometimes I might want to include a message to, you know, kind of one of the recipients to give them a little bit of additional context around the agreement that the other part, the other recipient doesn’t see. Yeah. Reminders. Yeah. I might want to say, you know what, I will have a default reminder policy. Yeah. So that I’ll say I will set, you know, kind of send the reminders by default every other day perhaps. Yeah. I can still allow senders to override that if they wish to, but I might want to have kind of a default setting in place. Yeah. Do I want to have protection on documents? Yeah. So this is around. So once a document is downloaded, that we have a password on that if we wish to. Yeah. And then we get into some of our kind of identity authentication methods. So there’s a section on this around what identity authentication methods do we want to provide for our recipients? Yeah. And remember, this is about making sure that recipient is the person that we want to be acting upon our agreement. Yeah. So different options that we have available here. Which ones do we want to provide and which one do we want to have by default? Yeah. So a variety of things that we can do to control the sender’s experience. Yeah. And either give them a wide variety of settings or lock it down so that, you know, kind of we are giving them a much more curated experience perhaps. Yeah. I’m not going to click save at the moment, which means that any changes I made will be ignored. We come over to signature preferences. Same as we just saw for our sender settings. Yeah. Send settings. That’s controlling our sender’s experience.

Signature preferences is controlling our signers or recipients experience. Yeah. So what things do we want to allow them to do? Yeah. So what do we want our signatures to look like? Do we want our e-sign compliant signature, which has the signature and the name and the date all combined together? Yeah. Do we want to allow them to draw a handwritten signature, upload an image of their signature? Yeah. So different options that we can control what the recipients experience is. Yeah. I’ll just check those back on. So this is about us. OK. Making sure that our signers, our recipients are completing our agreements in the way that makes sense for us. Yeah. So do we want them to… to use a saved signature if they have one, for example? Yeah. We will prompt them for terms of use and consumer disclosure. But how will we prompt them to acknowledge that? Yeah. And again, options here around when they sort of need to sort of agree to the terms of use. Yeah. How do we want them to navigate through fields? Do we want them to only navigate through required fields or all fields? Again, options that we’re providing. If they decline to sign, what information do we want to capture from them? So do we require them to provide a reason? So I would say typically we do want to do that. But again, the choice is yours around how you want to control that. Do you want them to have the ability to provide a custom reason or we can predefine some reasons why they’re declining to sign? And place them here.

So again, it’s all about us saying, OK, what is the default behaviour for our senders and now for our recipients and signers also? The final area that I always recommend people take a look at is on email settings. So this is an area where we control what does our email look like? So we can have a different logo than we used, that appears in sort of our top left of the web interface. If I don’t specify a different header logo, actually this one will be used. But I can specify a different logo if I like. Yeah. One that’s kind of more suitable for a sort of an HTML style email. Yeah. So you’ve got a bit more width and height to make use of there rather than just our kind of smaller logo that we place here. Similarly, we can have a footer that we sort of, yeah, a footer logo and we can include text that will appear at the bottom of every email as well if we want to. Yeah. So it’s all about making sure that have we defined, you know, kind of what our typical scenario looks like for the sender, for the signer and kind of notification for people to sign, which, you know, kind of isn’t always yet. We can go via SMS and WhatsApp now, but, you know, kind of probably we still see the most common way of notifying somebody that they have an action to complete is through email. So how do we want to kind of structure that email? Is there specific text that we want to include, specific logos, etc? OK. Oh, security settings I haven’t mentioned. Let me just mention those briefly.

So security settings in the enterprise space, obviously, we are looking at, you know, kind of our sort of access to Acrobat sign is normally managed through SSO, some sort of federated sort of integration with an identity provider. Yeah. So it may be that, you know, kind of logging policy, for example, kind of less applicable there because that’s more for, you know, kind of other scenarios where we have sort of different ways of accessing Acrobat sign. But certainly what you will potentially want is kind of web session duration. Yes. How long do we want to allow inactivity in a browser before somebody is automatically locked out? How do we want to control API usage through to our accounts? We can restrict IP ranges if we wish to, yeah. So which IP ranges should have access to our account? And also we can manage kind of what are the account sharing options that we want to have in play for our account. So, you know, these are things, again, very much worthwhile. Having a look at making sure that you’re comfortable with what’s here doesn’t mean that you can’t change the settings in the future. But these are all areas that are worthwhile taking a look at when you are first setting up Acrobat sign. But also, you know, if you haven’t reviewed these in a little while and kind of and there are potentially new settings that you haven’t reviewed, it’s worthwhile, you know, kind of I would always say, look at these areas, make sure that you’re comfortable with what’s there.

All right. And with that, Janus, I think we’re back over to you for a poll.

Yes, that’s right. Let me get that started. So we heard a lot about settings and there are a couple of questions and we’re getting to them one after the other. But for this poll, we just want to get a bit of a feeling from you in the room who already had some experience with configuring the account. Maybe some people are very new to Acrobat sign and being an admin. So this is really just for us to understand where you’re at and how you feel after hearing about settings. Obviously, there are a lot of settings and we can’t cover all of them. But usually we have a very good we do a good job in documenting those. So I’ll keep that here.

And we can move on, Chris.

Great. Thank you, Janus.

So as an administrator, you will also likely be so once your account is set up and people are using it, which obviously we hope you are doing plenty of. The next kind of logical question that you’re likely to get asked is, OK, well, how many agreements have we sent? So who is using Acrobat sign successfully? Who isn’t? Perhaps which teams are being successful, etc.

You have access to a reports area within the sign interface. So this is an overview. So by default, it’s just looking at our last seven days here. You can set up your own reports if you want to or your own exports. And we’ll talk briefly about the difference between those. So on the left hand side here, we can see reports and exports.

If I come to the reports area, if I look at the agreements for the month, for example, if I click on the open button. So this is giving me a summary of activity within my account over the last 30 days. Because I’m an account administrator, I see data from across the whole account. So by default, other users and everybody gets access to this reports tab. Everybody gets access to this interface. By default, people only see their own agreements within this interface.

The exceptions to that are if you change from the default. So account administrators, as I see by default, see summary of everything. Group administrators, and we’ll come on to groups shortly. They see kind of results across their group. Yeah. Otherwise, standard users, they just see their own agreements. Yeah. But you can filter this data however you want. So I can specify whatever date range I like. I can filter based upon the workflow that was used, who the sender was, the name of the agreement, the group that the agreement was sent from, the status of the agreement, etc. So if I select some of these, you’ll see that they appear below and I can, if I click on the sort of selection here, it automatically populates with, OK, what workflows do I have? What senders do I have? So things such as that. So I can filter any way that I like and say, OK, maybe I’m interested, particularly in that user. I can apply that filter and it will just show me that data. And again, notice up in sort of the bar here, it shows me what filters are in play at the moment. And I can easily remove those if I want to.

Yeah. And go back to the report as it was.

You can create your own reports if you want to. Yeah. So a new report really is this idea of perhaps if you think of it as a dashboard style interface. So I have, you know, I can see graphical views of all of the data that I have here, as well as kind of summary data at the top.

So I can, as I say, create my new report. I can duplicate an existing report, delete it. I can also schedule it. So this is a way of basically saying, OK, I want the data to refresh on a kind of a cycle here and send an email to somebody so that they can look at kind of this report also. Yeah. So that’s a way of providing access to somebody who perhaps you don’t want to give them broad access to see all of the agreements in detail within sign. You just want to show them kind of summary data.

Scheduling that gives you a way of doing that where you can say set the frequency and say, who do I want to send it to? Reports, as I say, are kind of a graphical view of the data. Exports are a more kind of raw data format, if we like. Yeah. So if I open an export here, I’m just selecting what columns I want to have in my data. Yeah. So I can pick those from the agreements, the sender, the recipient, what template form fields, if there are specific fields that I’ve had within my agreements, I can include those also. Yeah. I just come back and kind of I can refresh this. So basically run the export again. It downloads for me. Yeah. Or rather prepares a download for me. And as soon as that’s ready, I can download that. And what it will give me is essentially a kind of raw data export. Yeah. So CSV style format that I can open in Excel. Yeah. So tools such as that. Yeah. So it’s just giving me the raw data. Let me just go ahead and do that just so that we can see it.

It’s showing me in not in Excel in this case, but yeah, you get the idea. So it’s why I have my column headings at the top here and I’ve got my kind of data here. So it’s just giving me the raw data so that I can kind of take this and incorporate it wherever I want to.

Okay. All right. So that said, let’s move on to a little bit more discussion around groups.

Okay. So if we come back to our interface here.

So what we’ve seen already is that there are lots of settings that sort of govern what the Acrobat sign experience is like for some of our different communities. So we’ve got our senders, we define the settings here around how we wanted Acrobat sign to, how would the interface should react to senders.

Now also, the reality is, particularly in bigger organizations, you will have different user communities. Yeah. So let’s pick a couple of sort of common examples. Yeah. It might be that there’s an HR team within your organization and they want sign to behave perhaps in a slightly different way. To other users. Yeah. Perhaps there’s a procurement team that, you know, kind of they want to use Acrobat sign to send out kind of contracts to suppliers. Yeah. But again, they want it to behave in a particular way. Yeah. The settings that we’ve seen so far, we’re defining at the account level. That’s kind of the highest level, if you like. And that by default applies to everyone within our account unless we make some change to that. Yeah. So I’ve got a couple of groups here defined already. So human resources, procurement. Yeah. So those example ones that I mentioned previously. Yeah. So human resources here, having configured a group or having created a group and you do so just by clicking on the plus button there and naming your group. Once you’ve got a group, if you click on group settings. Yeah. What you will see on our left hand side here is I’ve got all of the same settings sort of areas that I had previously. Yeah. But I’ve now got them just within the context of the group. Yeah. So in this case, for example, I can say, OK, for my human resources group. Yeah. So and I’m going to sort of make my human resources team. Yeah. I’m going to make the members of that group. Yeah. Maybe I want different behavior. Yeah. So for example, in this case, I’ve said, OK, override the account settings for this group.

And in my case, I said, OK, maybe I maybe the use of web forms doesn’t make sense for the human resources team. And this is a purely hypothetical example. I’m not saying human resources teams shouldn’t use web forms. Just an illustrative example. Yeah. So I can say right for the people within that group, for the members of that group, I can give them a tailored view of Acrobat Sign that’s different to other members of my organization. If I want to do that. Yeah. And as I say, this can be very powerful because it means you’re all using the same Acrobat Sign account. Yeah. So all of your reporting still includes everyone. But it means that you can give tailored behavior to different groups. Yeah. So I can see, for example, within my human resources group, if I click on users in group on the left hand side here. Yeah. I can see that, OK, I have these people are members of my human resources group and they’re what they see when they log into Acrobat Sign will be governed by the settings that I defined for this group. Yeah. And as I say, you know, kind of we have send settings, security settings. So all of those things that we talked about at the account level, they all also exist at the group level. So this is a way of you saying, OK, procurement, human resources, both teams should be using Acrobat Sign, but they may have specific ways that they want it to behave a little differently to suit the way that those teams operate. OK. If you want to assign a user to a particular group, yeah, if you come to the users option here, I just select a user, for example, and say edit their details. Yeah. We can define their group membership here. Yeah. So I can add them to you can actually add somebody to multiple groups if you wish to. Yeah. So that way they they can choose kind of which behavior is appropriate. So depending on what templates they need to see, for example, so templates are often shared with a group workflows similarly. Yeah. And you can have users within multiple groups and they can select between those themselves. But typically somebody will have a or in fact, they will always have a primary group. So what the user interface defaults to sort of when they log in. OK. So as I say, groups are a very powerful thing. Yeah. In that they allow you to give, you know, kind of tailored experience to different users. And what’s more, we can have group administrators. Yeah. So for our human resources team, for example, we might say, OK, well, we will give administrative access for that group to somebody within our human resources team. Yeah. So that they can make changes to kind of their specific behavior without needing to contact the account administrator. So so that’s a nice thing to have there.

OK. A couple of kind of more detailed examples here that kind of illustrate kind of how how we can use the combination of groups and advanced sharing. And these will hopefully resonate because these are examples that I’ve seen, you know, kind of working with customers. Yeah. How do we want our teams to work together? Yeah. So by default, if I log into Acrobat Sign as a user and I create an agreement and send it out to somebody. Yeah. My name is associated with that agreement. I’m the owner of it. The person that receives it and signs the agreement. Yeah. They see me as the sender. Which in some scenarios is absolutely fine. So as as my example is here, yes, I procurement. It’s very often the case that kind of individual people within a procurement team, they may have they may own the relationship with a particular supplier, a particular vendor, and they may be doing some of that prep work kind of one on one with that supplier. So in that case, it may be that actually seeing an agreement come from me as an individual, obviously still part of my organization. But that is, you know, kind of that’s where the relationship is. Yeah. Is at that one to one level. So that makes sense. But I still, you know, kind of the other people within the procurement team still want to be able to see that agreement. Yeah. They don’t want to create it necessarily. I have the relationship with that particular vendor. Yeah. But they want to be able to see completed agreements or see how something’s progressing kind of without having to disturb me or if I’m, you know, kind of in a meeting or I’m out on vacation. Yeah. They want to see what’s happening with that. Yeah. So this is where our advanced sharing comes in. So in the procurement case, what we will see is and this is all configurable within the sharing status area here. I’ve said, OK, for our procurement group, everyone in the group should have view and modify access on our agreements. Yeah. What that means is that if I as a member of the procurement team create an agreement and send it out for signature. Yeah. Anyone else within the procurement group has the ability to see that agreement and potentially make changes to it if necessary. So obviously we control this by the permissions that we assign. I could just give them view access. Yeah. In this case, I said give them modify access as well, just so that they can, for example, make a change to the agreements or, you know, kind of change a recipient if I’m out on vacation and something needs to be updated in order to progress further. Yeah. The way that that sort of appears is and we touched upon this briefly on the one-on-one for users option as well. Sign out of here briefly and I’ll log in as one of my procurement users. Yeah. So let’s say I’ll log in as this user.

Again, I’m just using kind of example names here. So this is a user. They’re a member of the same account. Yeah. They’re in the procurement team. Yeah. Which means that when they come over to the manage area. Yeah. At the moment, there aren’t any agreements that I as an individual have sent out. But what I do also have is the ability to look and say, OK, what agreements exist within the procurement group as a whole? Oh, I’m sorry. Sorry. My mistake here. I’ve got some agreements in our HR case as well. So we’ll see this in the HR case as well. So apologies for my error there. Let me come back in and sort of talk about that HR case as well. Sorry. My mistake.

OK. So that’s the procurement scenario. We also see scenarios. And again, I’ve got an example here of HR where we say, OK, sometimes we want to send agreements, but do so anonymously or at least not tied to an individual. Yeah. HR is an example where we see this. Again, if your organization, you know, kind of HR doesn’t work like this. I’m not saying it should. But, you know, sometimes there are teams within our organization. They want to send out an agreement, but rather than it be tied to their individual name. Yeah. So it’s coming from Chris Hughes. They want it to appear as OK. It’s coming from HR, you know, kind of as a team, essentially. Yeah. And the way I’ve got that set up here. So let me just log back in.

So for our human resources group, let’s look at the settings here.

Come down to our sharing status. Yeah. And what I’ve said here is, OK, I’ve got a user that’s defined within my account called Human Resources at eSign. So eSign is my fictional sort of organization here. Yeah. So they’re set up as a user. And I’ve said everyone within my human resources group or my team, essentially, they can view those agreements. They can modify them. They can also send them. Yeah. Send here means that, OK, somebody within my human resources team can switch to acting as if they were this person. Yeah. So let me just show you that interface briefly.

OK. All of you know, it’s one of my example users here. So I’m logging in as an HR team member here.

So let’s just review that piece that we were talking about before around who can see agreements. So in my case, yeah, I’m logged in as our HR team member. Yeah. I haven’t sent any agreements myself, but I can see all of the agreements shared with me. Yeah. So I can see that a couple of agreements here.

I can see them as all shared agreements or specifically that shared user. So what agreements have been sent as that human resources shared or service user? Yeah. So I can see those. What’s more, I can see that if I just scroll over to the right here, I can see that it’s been sent from human resources. Yeah. But what’s more, I can see that it was sent by this user. Yeah. So HR1 in this case. Yeah. So again, using sort of just an example name here. So from a recipient’s perspective, they see that it’s come from human resources. From our tracking perspective, we know which individual user created this agreement and sent it out. And the way that they do so when we want to sort of make use of this service style user, as we sometimes refer to it, yeah, is up in the sort of top right hand menu here. This ability, so I can come here and do my profile settings, things like that. Covered as a user previously. I also have this ability to switch account and I can say switch into the human resources user. Yeah. I can do that because I’ve set up the human resources group as with send permission as this user. Yeah. And if I do that, yeah, I can come in here and see, right, OK, what things are in progress for that user. I can send new agreements out. So it’s a way of having this sort of anonymity, if you like. So we’re keeping track of who is sending it. Yeah. So the system knows it is me that’s sending it. But the recipient just sees it as coming from, you know, kind of not an individual, but from the human resources team. Yeah. And that is very valuable in some scenarios. Yeah. So we have lots of organizations that we work with where sometimes they want that anonymity just because of the process But for anyone within that team, once the agreement has been sent out to be able to see it and act upon it. Yeah. OK. I can see we are closing in on our time here. So let me finish there. And I think it’s time for our final poll before questions and answers. Janus. Fantastic. Thank you, Chris, for the walk through. Let me get the poll out there. We had lots of questions. I think we’re still answering a couple of them. But let’s kick out our last poll of the day.

This one is specifically about advanced sharing, which is just being demoed by Chris here.

And again, we would like to just get a bit of a feeling from you if this was something you’re already using or perhaps it’s new and you’d like to try it out or you don’t think you need it, which can also be true. So let’s see where you all are headed.

OK. I think we have seems like we have a bit of split group somewhere already using it. Others didn’t. But they will try it out now and a couple likely don’t need it. So fantastic. I’ll let a couple more responses come in here while we move over to our survey. So the survey is really about your feedback to this webinar and also Acrobat Science. So please use this QR code. We’ll put a link in this chat to the survey and help us just fill in a couple of questions. This really just takes a little bit and helps us improve the product and also these webinars moving forward. You’ll also have a take on which topics we’ll cover next, because we’re asking for your opinion, what you’d like to hear more about in this webinar series. So we’ll do a couple more of these during the year and you’ll see them come up just as before.

Great. If you didn’t get the QR code, I’m just posting the survey link in the chat in a second here.

That should give you the option to also answer there.

OK. If you haven’t done so, please upload any questions that you feel are relevant to you. This just helps us prioritize now the last eight minutes we got to go into depth and detail. I also already saw a couple of very interesting questions here.

So let me get that done.

And perhaps we start with the first question, Chris.

This one, I think, is one we can actually showcase in Acrobat Science. Let me just find it here.

Right. There was one question from Hector. He’s interested in Power Automate and he wants to allow the users to have full access to the workflows tab. How can he do that? Is there a certain setting? Yes, there is. So let me just come back over to login as my account administrator. Yeah. So it was in the global settings.

Sorry, come back to my account.

There we go. Just getting to the preview there.

Yeah. So this power automate workflows option. Yeah. So this is where you enable that option. There is a sort of one time piece of work that we need to do just to kind of link with your power automate system as well. But this is where you go to just to enable that sort of first of all. And then once it’s enabled, when you come into workflows, you should see that you’ve got the power automate option on the left as well as the traditional custom workflows.

Perfect. OK, that should answer your question.

Let’s move forward with the next one.

I think there are a couple of ones. I’m trying to skip the ones we already answered in the chat to get to the ones that are a bit more specific here.

OK, I think there were a couple of questions around how users in different groups are pulling the settings from the back end and how that’s done on a group level. Perhaps you can describe that a little more here.

So when you set up a group, as I say, so I’ve got a number of groups here. There’s always one called default group, but then I’ve got three others here as you create them. And let me just kind of create a brand new one from scratch here. I could type, let’s say I set up a group for my legal team. You click on group settings at that point.

So on our left hand side here, we’ve got all of our different options around send settings, signature preferences, group settings, etc. And they will all kind of show this kind of interface where they are kind of nothing is overridden. Nothing is overriding the account settings currently until I check on that option. As soon as I check on that option, my account level settings get defaulted in here. So everything that I defined in my global settings at the account level kind of populates here. But I can now override it for this group. And that means that anyone that is a member of this group, and particularly if it is their primary or their only group, when any changes that we make here, say, for example, let’s say, you know, kind of the legal team, actually, they probably would want witnesses, but maybe they don’t want people to use electronic seals or form fillers, certified recipients. Maybe we don’t want them to have the full range of recipient roles available to them. If I make that change here and save that, what it means is that when a user of the legal team logs in and goes to create an agreement, they won’t see, so anything that’s unchecked here, so certified recipients as an example, they won’t see that option as a recipient role when they are creating an agreement. So it’s our way of tailoring the interface for that specific set of users, so the users that are members of this group. And you can define which users are the members of this group. So you can see who are the members of this group. But if we come back to our users, let’s say I will add myself to that legal group. So group membership, I come in here and I can say, yes, add that user to that group and save that.

Hopefully that makes sense.

Makes sense to me. I think that’s good to deep dive there. We got the logic with the account and group levels. That’s something to get used to. But once you’ve got it, it’s pretty easy to structure your agreements. And actually, I see a very relevant question here that just came in in regards to advanced sharing.

The question here is, if we wanted to have managers at different locations, we would like to have the ability to see all their employees’ agreements. We would need to create a location manager group and then location employee group. Is that right? Yes. So, yes, it’s likely if you want to use it for reporting purposes, then yes. You may want to define a group that sort of governs that geographical region. I’ll just highlight one thing. So I mentioned previously that by default, account administrators can see all agreements within the account. Group administrators can see agreements within their group. You can tweak this, so you can make a change to it. So I can go to the user here, click on the report options here. As I say, now, this user isn’t a group administrator. They’re a standard user. But I can choose what report data they can see. So by default, because they’re just a standard user, they only see their own data. But I could, if I wanted to, give them access to say, okay, their own data plus any data from the groups they are a member of, or data for the whole account. So you don’t necessarily have to be a group administrator in order to see agreements within or all of the agreements within a group. So I don’t know if that’s what the questioner is getting at. You can sort of set up a geographical group, but then just tweak the report options here for specific users, just so that they have visibility from a reporting perspective without necessarily giving them access to everything that a group administrator might normally access.

Yeah, I think on top of that, this was actually pointed more towards advanced sharing. So seeing the actual agreement.

Okay. Yes. So in which case, yeah. So the advanced sharing, so if we just come down to that again. So if I pick this one.

So in our sharing, yeah. So we can specify, you know, kind of any any rules we want here. So I can say, share my group with, and I can pick, you know, kind of individuals or groups. Yeah, I can pick how I want that sharing to be. So in this case, I’m doing sort of human resources here. So I might say, actually, maybe I want to share that with anyone in the direct debit group. I just want to give them view level access. So I don’t want them to modify or send anything. And I can say save on that. Yeah. So this is our way of, yeah, so advanced sharing is about you defining the rules around who should have visibility to different agreements. By default, you only see your own agreements, yeah, as a standard user. If you want more than that, then you can add kind of whatever visibility rules you like, you can do it at the user level. But that can become a little cumbersome. So doing so at a group level is often very effective, because that way, you just manage who’s in a group, rather than saying, okay, I need to define a web of, you know, kind of users who can see who else’s agreements. Yeah, doing it a group is much cleaner.