Getting started with Custom Workflows in Acrobat Sign

Transcript

All right, let’s go ahead and get started. We welcome everyone again. This is our Acrobat Sign webinar on custom workflows in Acrobat Sign.

I will bring my camera on screen. Nice to virtually meet you all. We can go to the next slide.

You will have two people talking to you during this webinar. I will introduce myself and then I will hand it off to my colleague Jackson. Everyone, my name is Dave Stromfeld. I’m a Principal Product Manager for Adobe Acrobat Sign. I’ve been at Adobe a number of years, 20 plus years. I’ve worked on a whole range of products and I’m really excited today to tell you about Acrobat Sign and specifically the really powerful custom workflow feature that we have in our product. And I will hand it off to my coworker Jackson. Jackson, you want to go ahead and introduce yourself? Yeah. Hi, everyone. I’m Jackson McElligot. I’ve been with Adobe for about four, four and a half years now. I’ve helped customers with both single sign on and bringing Adobe products on for user provisioning. And then most recently, I’ve just been helping customers with Adobe sign use cases, getting familiar with the environment and helping them with more technical details and use cases there as well.

Great. Okay. We can go to the next slide.

And just real briefly, this will be our agenda for today.

After these introductions, we will give you a really brief overview of when and why to use custom workflows within Adobe Acrobat Sign. And then we’re going to spend the bulk of our time in an area that I think will be most valuable to you all, which is an actual hands-on demo. And Jackson is going to go into all of the details about how to build your workflows, how to customize the behavior of your workflows, how to manage your workflows, how to share your workflows. So that will be the bulk of our content. And then we’ll leave some time at the end for questions and answers. We can go to the next slide.

So before we get into the good stuff, I will just summarize a couple of areas about how to use and engage in this webinar. Number one is asking questions. So you will see at the very top, we have a Q&A icon. We use the Q&A pod, not the chat pod. The chat gets a little bit overwhelming when we have so many participants in a webinar at once, but the Q&A pod is a really effective way for you to ask your questions. And then you can also upvote questions. So if your colleagues are asking a question and you are also interested in that topic, go ahead and upvote it. And then at the end of the webinar during the live Q&A, we will look at the most upvoted questions and we will try to answer as many of those as we can live at the end of the webinar. But even during the webinar, we have got a couple of people standing by to answer your questions live within that Q&A pod. So please open up that Q&A pod, ask your questions there, and we will answer as many questions as we can during the webinar. And then using your upvotes, we will answer as many questions as we can at the end of the webinar as well. So that is Q&A. And then polls and surveys. So we are going to be having a couple of polls during this webinar just to kind of engage with you and understand kind of what you are excited about or what areas we may need to provide more details about. So let me go ahead and launch our first poll right now. And let me bring that on screen.

Should be coming up on screen momentarily. There it is. And this is just getting a sense of what is your existing level of knowledge regarding custom workflows. So if everybody can go ahead and just click an answer right there, I will leave it up for, you know, 10 or 20 seconds.

I see some answers coming in.

Looks like we have got a few hundred of you in the webinar already. And we have got already almost got 200 responses. And it looks like everyone is pretty new to custom workflows, which is really exciting.

Number one answer is some basic knowledge of custom workflows. About 60% of you. And then about 30% of you don’t really have any experience with custom workflows. So this is going to be a really fantastic overview. We will certainly kind of help build your knowledge from the ground up on how to use custom workflows. So go ahead and just you can dismiss that poll by clicking the X in the upper right. And that was really great information. Thank you, everyone, for sharing. And why don’t we go to the next slide, Jackson, and I will hand it off to you now.

There we go.

So to kick it off, let’s talk about when and why you might want to use custom workflows.

Let’s start with the why here. So in my experience, sending agreements with custom work or without custom workflows, when you’re just on the send page, it can take a lot of time, especially if you’re doing repeat agreements, or if you have a lot of participants that you’re frequently sending the same agreement or the same documents to. It can just consume a lot of your day. And it’d be a lot easier if you take on custom workflows to have a lot of that bulk amount of time.

Just done as a part of preliminary work. So just set it up once and then you can use it as much as you want in the future where you don’t have to do a lot of hand typing or doing research on who should be the necessary participants and things of that sort.

That kind of brings up the ability of custom workflows here. So it allows you to define standardized send experiences. If you instead don’t use custom workflows and you have to manually recreate them each time, there might be differences between those, whether that’s the agreement name itself, if it’s the messaging on the agreement and what you’re communicating to the users, or if it’s any sort of the authentication that’s getting changed between different people. And just having a workflow to find all that upfront will help you make it a consistent agreement that’s going out to different recipients. That does tie into my next point here, minimizing human error. And if you’re manually doing all of these documents, there might be someone who mistyped something, they might miss a recipient address or have an incorrect character there, which might give you a bounce email. You might have to manage that agreement when you’re going through and proceeding to fix it. Just can make it take longer to get the documents signed that you need. And that, again, brings up the last one. The custom workflow will streamline the authoring process. If you have things set up once at the start, you don’t have to do it each time. You can just attach a template or a document into a custom workflow, have it brought in every time you’re launching that, and it will make it easier to get things sent out to different recipients.

Why or when would be a good time to use custom workflows versus just sending the things manually? If you have a use case or agreement that frequently goes to many individuals, whether those are consistent or are changing, having a custom workflow will just make it so you can have everyone listed out. So you know upfront who you need to have the agreement sent to. You can have people pre-defined there. So if you have a use case that has a lot of people, it’d be a good time to consider looking at getting one set up, especially if you’re going to be using that pretty frequently. If you have multiple documents that you’re going to be sending out to multiple participants, that could also be a good use case. If you have a stack of even as small as like three documents, but especially if you have more than five, I would say it almost always would make sense to have it either packaged together to a custom workflow or in some form, whether that be a template to have it easier to send out to multiple individuals. One of the benefits of custom workflows especially is the complex recipient routing. So if you’re trying to predefine things just on the send page, it can be a little confusing. With the custom workflow, we have a much better interface to define those and make it much more digestible to understand how a specific agreement will get routed to different participants. Makes things a lot easier to make sure you have things routing in the right order or to the correct people.

With that, you’ll have consistent roles or participants. If you’re having one of these more complex agreements or documents, you’re able to predefine the roles so you don’t have to select them on the fly. It’ll make things more consistent for you when you’re sending out those documents. And then one of the last main points is having different authentication between recipients. It’ll be easier to get that all defined out of the way if you’re sending to people both internally and externally to your organization. If you have those different authentications between the different types of people or even just internally, if you have different preferences between individuals or different compliance needs, you can define those authentication pieces right up front and have it consistent between the different agreements you’re sending out.

Great. Thank you, Jackson. Let’s bring up our next poll. I’m going to bring that onto the screen right now. I think this is the right one. And this polling question is just really trying to get a sense from you all, our audience, about what are the types of use cases that you’re most interested in using with custom workflows. So when you read the description about custom workflows and when you listen to Jackson’s summary, what are those use cases that jump into mind for you where this could be of interest? So I see answers coming in. Again, really appreciate everybody engaging in the polls. Looks like legal is very high on the list. Procurement is high on the list. Human resources is high on the list. But really a smattering of interest across the board.

Great. OK. Well, I’ll leave that. You guys can go ahead and complete your answer to that when you’re done. You can go ahead and dismiss that. The other thing I will highlight is a couple of things. If any of you are having any audio issues or trouble seeing the slides, then please go ahead and leave the Teams meeting and rejoin the Teams meeting. That will usually resolve any connectivity issues. And then again, I’ll just remind you that the Q&A pod is open. Feel free to engage with our team, ask questions or leave comments there about what you’re seeing during the webinar. And we’ve got some folks that are available to answer questions that you have. With that, I will hand it back to you, Jackson. Thank you very much.

See here.

There we go. So the next portion here, I’ll be going into a demo of how to build and manage custom workflows. Let me kick off my demo environment here.

All right, so here we have my development environment. It is a specific environment for my own use cases. So there might be some setting differences between what you may see and myself. I also do have additional permissions. So unless you’re an admin user or a group administrator, there might be some things that you might not have access to. But on the whole, I’ll be just showing things that are relevant for the custom use cases.

Let’s start off with a just individual agreement, kind of demoing what you should be familiar with if you’re a signed user. So in this case, I’ll just kick one off from my default group here. I’ll do a recent template that I have. I’ll just do this one.

Let’s say that as a user, I have to select my default group, make sure I’m in the right one. I had to choose the document that I want sent for signature.

Let’s say that I need to rename my agreement. So let’s give this example an agreement name.

If I also have messaging that I need to have specific to the agreement I’m sending out, I’d have to include that.

And it could be a lot of information that I have to type in and make sure that I have it consistent between different agreements that I’m sending. I could also have to go into my agreement settings here and change either the reminders. I might have to add a password to download the final PDF. If I had it available, I might have to change the signature type. And then most importantly, I’d have to come in and add in the recipients.

Let’s say I add myself and then a couple individuals here. I’d have to make sure I have the roles set correctly. I have, I think, almost all of them turned on within my environment. So I’d have to make sure I know which one I’m setting up correctly. And it’s just overall, I would say, a lot of steps. So if I have to add in more people, if I wanted to add in CC option or multiple CCs, it just takes time to get set up. I also would have to make sure that I have the field set up correctly on this document.

And since it’s a template, these do load in. So they’re mostly set up well, but I’d still have to go through and confirm and then send out.

Actually, yep. So in this case, I would want to add in a couple of signatures since I have signers for all of them.

Let’s add in one for myself.

And one for our third signer.

And then since I’m the first person, since I added myself, it should take me into the completion step here. I’ll put in a random number here and signature.

And then that would finalize my portion of signing out an agreement since I’m the first person. It’s now waiting on those additional recipients. And overall, especially since this is a demo one, it went faster than you typically would. So you don’t have time to go through it and complete it. So that’s really a justification for setting up a custom workflow. And this specific example, if that’s an agreement that I’m sending out to a lot of individuals. So let’s go back to our home page.

And instead of just going to the send page or hitting request signatures, I’m going to instead choose start from library and choose a workflow that I already have preconfigured. So I’ll use my custom workflow demo one here.

And you’ll notice that there are a couple of things different about this experience than from your home send page. So I have a customized title, which we saw when I selected. We have a information here or a text box here, really providing information about what a person should do. In this case, I have it set up to define a specific title. You can have much more detailed information than what is currently present. You can have multiple steps here. You can have additional things to find out. Just depends on what you want to put into the informational field.

And then as I continue down here, I have my group predefined based on the workflow. So I don’t know if you noticed, but when I hit the start from library option, this was under a section for my default group. So just preselects that information.

And then if I continue down, this is a lot of things that you’d be defining yourself on the send page, but it gives a little more information and sets things up front. In this example, this first one that I have, I have a document name included. So it communicates to me that I need to have something that would align with this. In my demo, it’s pretty generic, just a group document, but it could be something like sales agreement three, four, five. And then I’d have to have the specific one that matches what is defined in the workflow. I’ll do something similar where I just grab basically the same document just in this case. But we can show a couple different ones later on. My document name here, I’ll change just as an example that is possible.

And then same with the messaging, so I’d be able to change this, but I don’t have to. It was already set up with the workflow, could make things a lot easier if it’s something that is generic enough that any given agreement you send out through the workflow can just utilize the one that already exists.

I also can change agreement settings if I’d like to, if I haven’t enabled. In this case, I don’t need to. It’s been turned off for the workflow, so I’ll leave it as is.

And then the recipients, you’ll notice I have it set where they must sign in order, and that’s not something I can edit. So if I’m not the person that set up the workflow and I’m just someone completing it or initiating it, I’d be able to see how it should be routed, but not make any changes to it. So that does provide that consistency that we were talking about earlier. It’s also been set up to use myself as the first signer. That doesn’t need to be the case, but it is in this workflow. So no matter what, it’ll get routed to me, as we saw in the example where I put myself as the same as the initial recipient. And then the roles are also predefined as well. So if I wanted to, I still wouldn’t be able to go through and change them.

Different from the first option here, we have the prefilled option for the recipient. It is input, and you can see here with this little asterisk that it’s a required field.

It can, however, be changed. So if for some reason the person who is filling out or setting this agreement needs to define the project manager and it doesn’t match with this person, then I’d be able to change it to the project manager two or something along those lines. And then the last option here, the employee manager that I have defined doesn’t have anything input for the example email. So the person who’s sending this would have to know who that would be. And that would be something that you may want to consider adding in to the workflow instructions here. You could define the role and instruct them who they need to reach out to or who would best fit the title that you have here. In this case, I’ll just give example.

Perfect. The other thing that you notice for the individual recipients is I do have MFA, multifactor authentication turned on, which is different for the first versus the second and third. Something that’s been set up with the workflow, so I don’t have to manually go in and adjust that. And then I also have a couple different people included on the CC section, which I’ve changed the title to C-suite. And the people are already included, so I don’t need to go in and manually type them, but I’m still able to if I want to. I can add in more people. So person sample.com.

And then I add that person in as a carbon copy on the agreement. So with all that, it makes it a bit easier than having to go through a hand type a lot of these options. But there’s still amount of customization that’s possible depending on what’s needed for the use case of this agreement. I do also have the option here to either just fire off this agreement right away if I’m confident everything works as expected, or I can also preview and change the form fields if I need to.

So I just selected that the preview to take me to the authoring page here so I can see how things are set up.

And it’ll be basically the same one that we used in our our send page experience, the ad hoc experience here. I’ll likewise just go through and add in some signature blocks so that they’re not appended to the bottom of the page.

Perfect. And then I’ll send that out. And again, this should take me over to the authoring page since again, I’m still the first person.

And with that authentication that we had turned on for the MFA, I had it set to Acrobat sign. So I have to do an additional step to confirm that I’m the right person to access this agreement.

Should take me in here.

The agreement here.

And finish that portion for the first person.

And in my opinion, I think that was a bit easier, especially if it’s one that’s going to be repeated a lot and having to go through the send page and hand type a lot of those and make sure that I had the right roles added in and the right people. If I’m not the person who set up that workflow, I think it’s still pretty clear to myself who needs to be informed or included. If I needed to have even more detailed instructions, I could communicate that to the person who set up the workflow. So overall, pretty helpful. Let’s take a look at another workflow example that has a few more people included than that. Let me do another one. Start from library. I’ll choose my workflows here. That first one I had as a member of the default group. Instead, let’s take a look at my specific workflows and we’ll go with demo two here.

You’ll see that this has a bit different information. This one is much more generic. Just send agreement when ready. Again, you can have this be as detailed as you need for your information.

Since it’s just for myself, if I want, I could select a different group. Since it’s not shared to a specific group, I created it and I can change which group I’m sending it out through since I’m a member of both.

Different from that first one, we do have a document included. You’ll see it’s required and it’s already attached. So I don’t need to go and look for a file and add it in myself or look for a template and include it. It’s already set up. And then if I needed to, I could do the same thing where I go through and change the document name or change the messaging that’s included with the agreement.

You’ll notice here as I scroll down the agreement settings, this one is different in that I have a password required, but nothing has currently been set up. So let me go into those settings. I’ll add a password. Let’s just go with password, the most secure password. And then if I wanted to, I could change the completion deadline because that’s been turned on for this agreement. I can change the reminder frequency if I’d like to have one. And then I can continue on. So custom workflow can change those settings or have something that’s able to be adjusted for the individual that’s sending out the agreement through the workflow. The first one didn’t have it. This one does. So I’m able to go through and change those. I’m also able to add in information to the actual agreement itself. And this one will make a little more sense when I show off the custom workflow creation. But if you remember, when I was filling out my documents themselves, there was a field on there called random ID that I was putting just random numbers in. If I want, I can instead define that on the send page instead of having to wait for the authoring page to do that. In my specific examples, it doesn’t provide too much benefit since I’m the person that would be filling that out anyway. But if instead this was getting routed to a different individual and I never had a role in the workflow, this would still allow me to fill out portions and provide default values for those. So in this case, I’ll put numbers in. So just keep in mind that’s something that can be helpful if you’re doing more complex routing where you want to provide some information but not be listed on the document or completing any steps as a recipient or a signing role.

And then similar to our agreement as the first workflow completion, I have myself added in here. I have titles set up for each step. And then I have the roles predefined. Authentication, I also have set up differently between different recipients. I have none for myself and different settings across different individuals. You’ll notice the email one time password is set up for my VP of HR here. I also have different people included. So these are all locked in for the grayed out portions. But this one here is a recipient group instead of an individual. So you’ll notice only one person of this demo group must sign this portion, even though it’s getting routed to multiple people. And that’s something that’s much easier to include with the workflow rather than having to do it just on the fly on an agreement. It’s also clear who this group would be if I had a title different than demo. It could be something like HR individuals or something along those lines to make it clear who would be capable of completing that portion.

And then for legal, I have a different role defined. I have it as a delegator. It will send it out to a specific signer. This one is just a generic inbox that I’ve set, but I could also have this be a recipient group if I prefer.

And then something we saw before, I have a predefined email address, but this is not editable. So no matter what, it’ll always go to our John Smith, the VP of HR as a signer. And then lastly, I have another recipient group, one that is not defined with the title. And at this one, we do have as editable. So I have three people included. Person one, person two, and person three. If I want, I can add another person. I could add myself just so that there can be another person who can complete that step. But same as above, you can have only one person complete that portion. And then if I wanted, I could again add CCs to have visibility of this agreement itself.

With how this is set up, basically everyone was already predefined. So I just hit launch. The only thing I put in was this optional portion for the random ID. And then had to set a password. And then I’m able just to scroll to the bottom and then hit send now.

Just a minute to process here.

And you’ll notice that random ID portion has been pre-populated when before it was just a blank field. So as we kind of highlighted that signer field just made it a little easier to get that portion set up. And then I just can add my signature and finalize it here.

So to me, that was even a little easier than that second one. It wasn’t quite as customizable. It was more locked down and set up so that the person who had defined the workflow had everything pretty strictly set. Which made it much easier to send out. Wasn’t quite as customizable. But it’s a valid tradeoff if you want everything to be consistent and easy to send out to individuals. Just quickly started and sent to those people.

That kind of is a good highlight of the benefits of custom workflows. Let’s now move over and take a look at creating one and the different settings that you have available to you. For myself, I again have admin permissions and have workflows enabled for my account. So I’m able to create these. Depending on your setup and your use case, you may not have access to workflows yet. You might have to just reach out to your admin or contact individuals who would give you access to the workflows, the custom workflows availability. I do also have Power Automate available in my environment. We won’t really dive into the Power Automate workflows. It’s a separate Microsoft integration that allows for different customized workflows. But we’re just going to be covering the ones that are innate within the sign environment directly.

Let’s take a look at our custom workflow demo one that we had used earlier. I’ll just hit my edit option. And this is managing an existing workflow so we can see what’s currently available.

I have the workflow name. So what is going to be visible to end users when they’re going to kick one off. It won’t show on the sent out agreement itself, but it will be necessary to identify which one they’re starting out. I have it scoped to members of the default group who can access it. And then these were those instructions that I was showing earlier. I have just titles that I’m defining. You can instead have it as steps in the agreement. So one change title.

Two, update messaging and three add recipients. Things of that sort.

Just depends how you want to configure it. Next, if I scroll down or click the agreement info portion, then I will get to that step. This is the agreement name is how it’s going to be reflected. You can also on the workflow creation change how you want that to be titled. So a common example is contract name. If you want it to be more consistent with your internal terminology, you can do so. You can change how the agreement will be titled or represented to the person sending that out. I’ll leave it as agreement name for now. And same with the message. You can change this to reflect something that makes more sense for your organization if you don’t want it just to be generic message.

I’ll leave the default messaging for now as well. So it’s what’s present on the home page or the send page of the workflow. It’s also present on the agreement when someone receives it.

Next, we have more of our general options. So within the send options here on our second example, we had the option turned on to set a password. And I also had it set as required. That’s why there was a little warning info when it was not set at the start when we initially kicked it off. You can leave it unrequired if you want them able to use it, but not required. I also had turned on completion deadline to allow them to turn one on. And then for the agreement authoring, the first one I had enabled, I believe on the second one I had it turned off so that they weren’t able to go through and adjust.

Just different things that you can have if you want it turned on for a given workflow or different between ones that you have depending on your use case. And the messaging that I had here for the carbon copy, I had changed it to C-suite and had those people pre-defined. I could revert it back and just have it be CC, as is the default. Just depends on your needs. I had it set to require three people. It’s not something that is going to be present when you kick one off. It’ll just be blank. Again, something that can be helpful if you want to have a lot of people add it in for compliance reasons, you can do so. It just allows for your customization.

Let’s move on to our recipients portion.

One second while I take a sip of water here.

So on this page we’re defining the people that are going to be included in the workflow itself. I have our basic one set up. That was our first more straightforward example where I have three different recipients. All of them have the role as signer. And if I click on one here, I can define the title of that person and how it reflected on the sending page for the workflow. This was just above that email portion.

And I think this one is a little too generic, but you’ll notice the project manager kind of clearly defines to the person sending out what role that needs to be. I’d be able to update that here. And then the recipient I have marked as the sender. So in this case, it’ll pull that directly based on the person who has authenticated into the sign environment and is sending out the agreement for the project manager. And then here I have a default value set, but it’s not going to repopulate as the sender. If I want, I can also make that uneditable so that this person will always be included on that send page and have it as a locked value, which is what we saw on the second agreement.

I’ll also just kind of highlight if you want a recipient CC just for this step or this portion, this role, you can add it in. I had not included any of those on the examples. And then the role is where you’re setting it just on that dropdown so that you have it defined. In our example, we just have all the signers and then you’re able to choose which options are available for two factor authentication. In my case, I have them set to just allow one value, but you can have multiple checks that the person sending it out is able to decide what they want the person to authenticate through.

All right, let’s move over to our emails here. These are the notifications that are going to be sent out to the people that are a part of the agreement. You do have the different categories here and the options that are available have the check boxes present. Otherwise, they will not be available for selection or will always be sent out. So, for example, for a recipient, they’ll always need to be notified. So it’ll just let them know that they have an email. They’re waiting for their step to be completed.

I think I have these set all to be the defaults at the moment. So if you want things that are more notification heavy, you can just go through and turn them on. If I wanted ones that were turned off for CCs so they’re only notified of a complete agreement, I can just have this top box selected if they don’t care about the cancellations. Things of that sort. Just depends on what you need and who wants to get the most amount of emails.

And then the last portion, or I guess one of the last portions here, the document. This is setting up what’s included on the agreement. You can attach either a template here or you can do a specific template that you want to have included. In this case here, I have just the information that a document must be attached and I have it as a required field, but I don’t have it included. So it’s a sender provides file setting. They won’t be able to send an agreement until they attach a document, but it’s leaving it up to them to select the document that they need.

The other example on the second workflow I’ll show, I have one added in. And I think that is good for this one. I’ll cover this one on our next page. So let me go ahead and… I don’t think I’ll use this one again, so let’s update it. That was an existing one. My session must have expired. Let me go ahead and close there.

And let’s launch or edit workflow two.

Perfect. So you’ll notice these are all the settings that we had for that second one. I have it scoped just to myself here, so I’d be the only one able to complete it. Again, I had changed some of the options here. I won’t delve too deeply into them because it’s just things that are available and that were different between the two. This one here is a little more complex agreement routing. So one of the benefits that I had mentioned earlier was having a nice visual indicator.

And this is where it comes in handy. So because I have a parallel branch here, it’s easy to see within this page. Rather, just on the other page, it wasn’t too clear how that was going to be routed to those people.

I’m able to define it getting routed to this person, which I’ve titled employee first. This one again I have set to be myself. It then routes over to this person who’s titled HR rep. We have them as an approver, so they would sign off, say, yep, the agreement looks good, it can continue. And then after that, it goes to both this legal person and this VP of HR, and they can complete it in either order, but they both must continue. And then after their portions are both complete, it goes to this final person who is an acceptor who is able to say, yep, the agreement’s finalized and it looks all good to me.

It’s kind of the benefit of having the visual indicator. You can quickly see how the routing works with the parallel branches or the sequential portions.

Let me go through, I think that’s all we’d want to show here. We’ve kind of covered everything else.

Oh, just for the legal group, you can see I do have a recipient group added in here. That’s that demo group that we had added earlier. I selected it on this portion and predefined it rather than having an on-the-fly recipient group here as the acceptor. You’ll see it’s marked as a recipient group, but these are just email addresses I added in. And on that completion page, it had auto-generated title, and that’s because it was set up here. Rather than on legal, I had a defined group added in.

Apologies, under the HR group right here.

I think that covers a lot of the recipient routing. Emails we had mostly talked about.

And then this is the document page that I had mentioned earlier. So this one I do have the document actually included. It is required, so it has to be filled. I can add multiple, and this one could be sender provides file. So you’re able to have as many as would make sense on that agreement. And then this portion at the top I’ll briefly touch on. It’s, I would say, less commonly used. This would be applying a layer of the form fields on top of the documents that are included. Typically, in the use cases I’ve worked with, it’s most common when you have a document added in that the sender provides. So we have it set here for sender provides file. And this might be just a Word document that doesn’t have any of the fields added in. But there might be spaces on the page for a form field to be placed in. And then you could have a form field layer that just adds those form fields on top of that basic text document. To make it a little easier for you to have some dynamic file entry, but still have the fields go where they’re supposed to.

Again, not as commonly used, so I’ll just leave it off for here. And then that last portion, the sender input field. So this allowed me to add in information to the agreement without getting to that authoring page. This is how it reflected on that page. I could also make it a little more clear, like, enter the random ID field. This is how it reflects to the person sending that out. And then this is the name that it must match on the agreement. It’s based on the specific matching of the form field name to populate in the value that’s input by the sender. And I just have it set to a default value. You could instead make sure it’s consistent all the time. You could have it set to be a specific value and make it required but not editable.

It allows you, again, just to have a lot of information pre-populated in if you aren’t going to be a member of the agreement, but still want to have information be put in. And then, again, you have the update option.

Let me quickly go back to our home page and I’ll leave that as is.

And then go to our workflows and custom workflows here. So you’ll notice as an admin I have visibility of a lot of the workflows in the environment or all the ones that I have the scope to see.

For all of these, you can see whether they are active or in a draft state. A draft state workflow won’t be present for people to utilize and it allows you to configure one and just get everything right before you activate and publish it. If I were to create a new workflow, it will by default be in that draft state. And then I have to first save it and then I can activate it so that’s available for people to utilize.

Let me close that. And then if I, for example, have one that I no longer need, I can go into this workflow and I can delete it so that it’s no longer showing on that page and consuming visual space. I can also go into one that I like and hit edit here. And if I want to make some changes, like changing the document that’s included or changing the messaging between different groups, I can clone this workflow with a different name. Let’s give that three.

And then instead just work on this one so that it’s no longer going to overwrite the one that I already have. And then when I’m done, I’ll save it, activate it, and then I have two workflows that were able to start at least at the same point but have differed based on my changes that I’ve added into it.

I think that mostly will cover the workflow creation portion. The one other thing I’ll say is once you send out an agreement through the workflow, you can basically treat it as just a standard agreement. So those ones that I kicked off on my manage page, you’ll see, will show in my in progress portion.

You’ll notice that I can still see the information on the activity. I can also see the recipients and who it’s routing to. I can send out reminders and I can do most of the actions that I have set up for a typical agreement.

It’s just the benefit of having a workflow. It just allows you to kick things off quickly, have consistent messaging across those, and then treat it as you would any other typical agreement that you’re sending out.

I think that will cover most of what I intended to. We covered most of the basic features. So let’s kick it over to a poll.

Great. Thank you, Jackson. Let me bring up our final polls. I was deep into the question and answer pod. You all were asking some really great questions. I really appreciate everybody jumping into that. But let me bring up our final set of polls here.

Let me bring that onto your screen right now. This is a two-parter.

There’s a poll on your screen right now. You can answer Polling Question 1 and then you can click the Next button in the lower right and then you can answer Polling Question 2. This is really based on what Jackson just demoed for you.

Which aspects of custom workflows do you think will be most valuable to you? He showed you a whole lot of benefits and details about custom workflows. So given all that, which of these do you think will be most beneficial to you and your org? You can go ahead and answer question number 1. And then question number 2 is, overall, given what you’ve seen, how much benefit do you think you will get from custom workflows? I’m going to leave those open for a few seconds and let you all respond to those.

I’m seeing a lot of good answers come in.

Yeah, for the second question, it looks like a lot of you are seeing some benefits that you’re going to be able to realize from custom workflows. So medium benefit and large benefit are the most selected answers, which is really encouraging to see. Glad that all of the good stuff that Jackson demoed is resonating and you are hopefully going to go back to your workflows and think about how you can put into practice what we showed you. And then what aspect of custom workflows do you think are most valuable? Yeah, lots of good answers here. Again, sending agreements to many recipients, including multiple documents, managing complex routing, like sequential or parallel signing. So good stuff.

This is great. So why don’t we go ahead and go to the next slide, Jackson, if you don’t mind? So we are nearing the end of our webinar. We will leave some time at the end for questions. Again, we have some great questions that came in, Jackson, so I’ll bring those up in a moment. But while I’m thinking of it, if everybody can go ahead and open up that survey, you can scan that with your phone. I will put the link in the chat pod right now as well.

Let me put that URL into the Q&A pod.

And I will pin that at the top.

Great. So now the link is in the chat pod, and I will pin that so hopefully it shows up at the top of the Q&A pod. So everyone can go ahead and fill out that survey and tell us kind of what you liked about this webinar, what we can do better, what additional topics we should add to our future webinars. All of that will be really valuable for us. So go ahead and fill out that survey. And let’s go ahead and leave that slide on the screen. And let me flip over to some questions that we got, Jackson. Let me bring those up and we can just kind of talk through some of those. Like I said, we got some everyone was very engaged and we got some great questions.

So I think some of these, Jackson, will be if you can just kind of re summarize what we already talked about. But some of this may be new.

So a number of people were asking about what they need to do to make sure that custom workflows are available to all users or some users in their organization.

So Jackson, could you just repeat again what the admin what the user or the admin will need to do to make sure that custom workflows are enabled? Yeah. So as an end user, you might not have access to enable them for yourself. So you just have to reach out to your admin to make sure that they have the settings enabled. If you’re someone who should have access to it, there’s a toggle on the account settings page that an account admin would be able to turn on. And if they don’t have access or are unfamiliar with that, they could always open a support ticket if they need assistance with getting that enabled.

Great. Thank you. And Hannah asked a really good question, which was she was interested in sort of the overlap between custom workflows and send in bulk. Could you talk about that briefly, Jackson, about sort of how those two features are, you know, can be used together or meant to be more independent? Yeah. So they kind of address similar use cases where with custom workflows, you might be sending out the same agreement multiple times. But really, if you’re doing send in bulk operations where you’re sending to a large amount of people all at the exact same time, it doesn’t have to be isolated to that send in bulk functionality. They’re not really meant to be paired together in the same fashion. So unfortunately, just not available.

Great. Thank you. And a number of questions about sharing workflows. I know you covered this, Jackson, but maybe you could just repeat again. Karen asks, can I share my workflows with users in my group? And Amanda asks, when I do share workflows, are those editable by the people that I share them with? I think you covered this, Jackson, but if you can just kind of repeat again those details about sharing workflows. Yeah. So it depends on how the account is configured. They might have it turned on just for your own personal use for custom workflows, or they could have it enabled for you to share with your group. And for the workflows that you share with the group, you can have group admins go through and edit those.

If you want other users to be able to, I think it’d be isolated to those group admins. But it just depends on what your account admin has configured for what you’re able to share with other people. Okay. Great. And again, a question of setting up parallel signing. And you may not have the workflow editor open anymore, Jackson. If you do, you could bring those up. But Kelly was asking again about setting up parallel signing within a custom workflow. So her example was she needs legal and the VP of HR to basically have a request in parallel to sign at the same time. You were showing in your workflow authoring how parallel signing could be set up. So maybe if you could just repeat that verbally, or if possible, you could bring that back up on your screen. Yep. Yeah, I’m pulling it up right now. So this is that example we had. When you’re adding a additional participant in the workflow, you can just select a parallel branch, and that’ll kick it off. And then you’re able to set the role of the person on that parallel branch. You’re also able just to remove that. So it goes back to the sequential one.

Great. Thank you. Another question, again, I really, really appreciate everybody being so engaged and asking so many good questions.

It was sparking a lot of good dialogue, Jackson, during your presentation. Limits. Are there any limits that people should be aware about in sort of the number of custom workflows that they can send out? Not any that should be relevant for a majority of users. In any of the examples that I’ve worked with individuals or that I’ve tested out, I’ve never hit limits on creating the custom workflows. Sending them out would be the same as what you have for your specific account for transaction limits or consumption. So it just depends on your specific organization for that number. But there might be some limits on the upper end if you’re looking at having a very large number of custom workflows. And that will just be dependent on what your organization has purchased for what’s available for you.

Great. Thank you. Todd said he got here late and how will he be able to see the content? So we will be sending out this recording to all of the participants. I could have mentioned that at the beginning. But if you were taking screen grabs, that’s perfectly fine. But you are going to get a copy of the recording in your email inbox. So you can watch for that. And watch this at your leisure. Share it with your colleagues and coworkers, etc. So you can look forward to that showing up in your inbox momentarily. I’m going back through our unanswered questions, Jackson, just to see what new ones have come in. And see if there’s anything else that we should answer right now before we sign off.

I see some examples that are going to probably require a little bit more specific troubleshooting. Catherine says that the workflow says that the person gets the agreement in the beginning rather than at that step. It says they are being sent in the beginning. Catherine, I would just recommend that you look at the CC capability, the link that Daphna put into your question and take a look and see if that resolves your issue. Or if not, then again, you can always reach out to our support agents who are experts in custom workflows and can troubleshoot your specific examples. And in general, I would say that for a number of you that I was answering questions for, some of you were asking really great questions about your specific use cases or your specific documents. And it’s always helpful to start with a support agent, let them troubleshoot your specific document or example. And then if they need to bring in additional folks at Adobe to get your question answered, they will certainly do that.

I think that is going to do it. I think that has pretty much answered all of the questions in the Q&A pod. If we didn’t get to your question, I apologize. Again, you can always reach out to your support agent. You can reach out to your account rep and they will direct you to the right resources. I did put in, let me put that in again. In case you guys missed it, there was some really good help documentation on custom workflows. Let me put that into the Q&A pod and let me see if I can pin that up at the top.

I lost it. Okay. Well, anyway, in the Q&A pod, I did just put the link to the support documentation for custom workflows, if that’s helpful. But let’s wrap it up here. This is really great. Jackson, if you wouldn’t mind going back to the survey slide. Yeah, let me grab it. Thank you so much. So again, the survey link is pinned in the Q&A pod. There’s the QR code. If folks could just take one minute of their day and give us some feedback, we’d really appreciate it.

And I think that will do it. Thank you all so much for joining. We will sign off here. Watch our space for future webinars and let us know in the survey what future webinars you would like to see. Thank you, Jackson. Really thorough, fantastic webinar. And I hope everybody has a great day and we will see you at the next webinar. Thank you, everyone, and goodbye.