Notarize Integration

Transcript

Hello everyone. Thank you for joining us today and welcome to today’s session of Adobe Sign Skill Builder. In this session, we’re going to cover the latest addition to your e-signature experience, including key updates from the September release and past 2021 releases. We’re also going to reveal our brand new integration with Notarize, the faster and easier way to notarize your documents directly from Adobe Sign. But before we jump in, I’d like to remind you that this session is being recorded and you’ll receive a link to the recording afterwards for on-demand viewing. If you have questions during the session, please drop your question into the Q&A pod on the right side of the screen, where we’ll have an expert on standby ready to answer. However, if your question does not get addressed, we’ll be sure to follow up with you afterwards, directly through email. That all being said, let’s jump right in. First, by way of introduction, my name is Weston Romero, Technical Product Evangelist at Adobe. Over the course of the past several years, I’ve had the pleasure of working with many customers, all in pursuit of digitally transforming their document and signature workflows, and I hope to help you as well. Today we’re going to cover the following topics. First, we’ll start with the key features and functionality introduced or enhanced in the September 12.3 release. Then, we’ll provide a refresher on other noteworthy features introduced this year, including users in multiple groups, Liquid Mode, and Adobe Sign for Microsoft Teams. Last but not least, we’ll provide a demonstration of what you can expect with the Adobe Sign and Notarize partnership coming soon. Let’s kick off with key updates from the Adobe Sign September 2021 release, which included Adobe Sign Sandbox, new trust service providers to the Cloud Signature Consortium, and Adobe terms of use acceptance. While there were many other updates, we’ll be focusing on those three topics. For a full list of improved functionality and enhanced experiences from the September release, visit Adobe Helpx at helpx.adobe.com. Starting with Adobe Sign Sandbox, Adobe Sign released a discreet and a secure method for admins to test their Adobe Sign setting configurations, API calls, library templates, and workflows. Now admins have a pre production environment for tweaking and testing before seamlessly moving the vetted objects to the production environment for use. Let’s take a look. Here’s a look at the Sandbox Sync settings from a production environment. Focusing in, we see that the Sandbox Sync section in the account settings of our production environment provides us the ability to see our local and remote assets, including templates, web forms, groups, custom workflows, and API applications. Using templates as the example, we see that the local section includes assets in the connected Sandbox, while the remote section represents template assets that are accessible once authenticated into the production instance. The actions that we can take with library templates, as the example, include copying or copying as. Copying creates a version of the template to the local environment with the same name value, whereas copying as allows the admin to change the name of the asset when copied to the local environment. Now that the assets have been copied to the local environment, the admin can access, apply changes, and test in Sandbox before rolling out the changes to production. For a more in-depth overview of all of the possibilities with Adobe Sign Sandbox, please visit Adobe Helpx at helpx.adobe.com and search by Adobe Sign Sandbox. The September release also introduced the latest trust service providers from the Cloud Signature Consortium. Cleverbase, PrimeSign, Sectigo, and TrustPro, who all provide certificates to apply secure digital signatures that meet the highest standards and compliance requirements. Not all regions and use cases require digital signatures. However, it’s worth breaking this down to help you understand the differences between electronic signatures and digital signatures. While electronic signatures prove who signed, what they signed, and the participants’ intent to sign, digital signatures offer increased signer identity authentication and signature encryption. While electronic signatures are acceptable for almost all types of agreements, digital signatures are often used in highly regulated industries and regions, leveraging trusted service providers to provide third-party validation and signing certificates. Not sure which method best meets your use case needs? Ask the following questions. Does local law allow e-signatures to be used for the type of document in question? Does it specify a particular e-signature type for specifying the agreement as valid? Finally, does the type of e-signature provides sufficient legal evidence if contested? Regardless of how you answer these questions, Adobe Sign supports both electronic and digital signatures and is here to help. So what is a cloud signature, then? A cloud signature is a digital signature where the users signing certificate is stored in the cloud. All cloud signatures rely on the secure global open standard created by the Cloud Signature Consortium. Using cloud signatures make it easy to securely sign documents requiring a digital signature, enhancing productivity on the go as the signer does not need to download a document and sign it in Acrobat. It is as simple as entering a one-time password or using a mobile application to authenticate your identity and authorize your signature. Let’s take a look at an example using a cloud signature. In this example, we’ll use Intesi Group as the trust service provider. Megan Bowen uses Adobe Sign to securely deliver an agreement to Erica to sign. She selects review and sign. Erica then applies the requested information and then proceeds to place her signature. She clicks the digital signature field and then is prompted to select her digital identity provider from the dropdown list. She selects Intesi Group, and then proceeds with the steps to authenticate with her existing verified account with Intesi. She enters her credentials, and then proceeds with selecting the type of electronic signature to be used. She selects advanced, which then places a graphical image of her digital signature on the document. She proceeds to select click to sign, where she’ll be asked to authenticate before the certificate component of her digital signature is applied. To authorize her signature, Erica is asked to enter in a one-time passcode where she proceeds to the Valid app on her mobile device to receive it. When the Valid app is opened, she selects the type of signature to use, and then proceeds to use the face ID algorithm of the app to receive the one-time PIN. She successfully authenticates and receives the one-time password, where she then proceeds to enter it in in Adobe Sign, where prompted.

she selects, okay. And now, Erica has successfully signed the document using a cloud signature. The certificate details of the cloud signature will be embedded and included in the signed PDF and Adobe Sign audit report. And just like that, Erica was able to use her digital signature, issued by Intesi Group, to electronically sign a document sent to her using Adobe Sign. The last topic we’ll be covering from the September release today is the Adobe terms of use acceptance on eSign pages. Adobe has updated the terms of use acceptance behavior in the signing ceremony for Adobe Sign agreements. This was done to comply with the Adobe legal requirements, now requiring all unknown recipients to accept the Adobe Sign terms of use and privacy policy before interacting with agreements. Please note that this acceptance is distinct from any custom terms of use that you may have configured, which will continue to be resolved in the terms of use and consumer disclosure settings defined in the account setting section of your account. Let’s have a look at what this experience will look like for the signer. Here, we see that signer Robin has an email waiting for her from Sender Jones. It’s a request for her signature on an agreement. She clicks review and sign, and this is where the new experience kicks in. She’ll see a screen asking her to agree to the terms of use and the privacy policy. She can continue on to sign the document after she reviews and agrees those terms. Now she can simply carry on, signing like normal.

We just covered key updates from the Adobe Sign September 2021 release, including the all-new Adobe Sign Sandbox environment, the latest trust service providers from the Cloud Signature Consortium, and Adobe’s new terms of use acceptance for unknown signers. I’m now going to provide an overview and demonstration of some other noteworthy features released throughout this year.

In this section, we’ll include users in multiple groups, Liquid Mode for mobile adaptive signing experiences, and Adobe Sign for Microsoft Teams approvals. Let’s start with users in multiple groups. Admins now have the ability to place users in multiple groups, which opens up many possibilities for users that need access to document templates and settings across various workstreams. Great examples of use cases here include internal documents, legal documents, and even compliant, restricted signature flows. Users in multiple groups is easy to implement and even easier to use. Let’s take a look. Let me show you how you can set up and work with users in multiple groups, a new capability added to Adobe Sign earlier this year. First, go to the account tab, then, click over to groups. Here you’ll notice that there are multiple groups already in place. Each of these groups have their own unique settings, like the type of options they have available to them when sending, but for this demo, we won’t adjust any of that. For now, I want to show you how to make multiple groups available for users. I’ll go to the side rail and click on users. I’ll select the first user listed here and edit their user details. Scrolling down, we can see that this user is a part of just one group, my current default group. But since this user interacts with multiple teams in the organization, I want to add them to two other groups as well. So he can access all of those templates and workflows. All I have to do is click on the plus icon, which will bring up a dropdown menu of the groups in this account. I’m going to add him to the QA group. To add him to one more, I just repeat the same simple process.

So now he has been added to two additional groups. If I wanted, I can even make him an admin for these groups. Things are looking good, so I will click save. Now let’s see what this looks like when we go to send a document for signature. Go to the send tab, and in the dropdown, I have the option to send from either group. And this is important because each group has particular settings. To illustrate this, I’ll start with the QA group and then show you what happens if I switch to another group. After I select QA, if I go to the recipients and add the signer, it will auto-default the authentication method to phone. Scrolling down, I can add a file and then choose a file from templates, which you will see, it brings up my QA templates. If I cancel out of this and then select the sales group and add a signer, notice that email is specified as the authentication method. If I wanted to change it, I could do that just by clicking the caret. And if I go to add files and select templates, you can see I have all of the sales templates available instead of the QA choices. Pretty neat. Okay, one more thing. Let’s say that this user wanted to create a reusable template for one of his groups to use. To do that, we’ll go to home and then click on create reusable templates. This will bring you to a screen where you can select which group will have access to the template. And we see both groups that we added our user to earlier are available to choose from. If you ever need to remove someone from a group, head over to the accounts tab, select the user you want to alter, and then scroll down to deselect them.

Next, let’s take a closer look at the new Liquid Mode experience released earlier this year. Liquid Mode for Adobe Sign offers a signing experience that improves the display of your documents based on the recipient’s device type. That means your signers won’t have to zoom in to read the document, they just focus on the form fields that need to be completed. Liquid Mode compliant agreements are created with a single HTML file as the source content as I’ll show you in my demonstration, which we’ll take a look at now. Using a code editor tool like Visual Studio Code, you can see the HTML document I’ve designed for use with Liquid Mode. I placed some signature fields, which Adobe Sign will register as form fields. On the right side of the screen, I have a preview of what the document will look like. Okay, so I have saved this file and I’m ready to show you how it will work with a reflowable document in Adobe Sign. Once I am here, I’ll go to account and then go to send settings and scroll to the bottom of the page to find Liquid Mode. Click on allow recipients to review and sign, and then hit save. Now, I’ll go to the send tab, add signer Jane as my signer, and upload that HTML file I saved to my desktop. All right. Signer Jane gets an email on her phone and opens the document right away. Everything looks great with Liquid Mode. Now, if we wanted to see what it would look like with Liquid Mode turned off, we’d click on the menu and toggle off Liquid Mode. This regresses the document back to the original formatting, which doesn’t fit well on the screen. I now have to zoom in to read the text. Not a great experience, so I’m going to turn Liquid Mode back on. Ah, much better. Thanks to Liquid Mode, signer Jane has a much better mobile experience.

To wrap up noteworthy features and functionality released from this year, let’s take a glance at Adobe Sign for Microsoft Teams approvals. From a simple approval from your manager to a more complex authorization, Adobe Sign and Microsoft Teams approvals enables you to create, manage, and share approvals requiring signatures directly in Teams. Let’s jump into Teams and we’ll show you just how easy it is to initiate a Teams approval, requiring a signature without ever leaving the app. In Microsoft Teams, I have a message from a Adele with a request to get signer Jane to approve a document. All I have to do is respond with something witty and I can go directly to Microsoft approvals in Adobe Sign. I type in NDA and add a message and then select the document.

Once it’s attached, I add in my recipient and select send. There we go, the approval is created. Back in Microsoft Teams, a card is added where both parties can view the details of the request and click to see the status. All right, I’m going to close out of this and switch over to what signer Jane is looking at. Signer Jane has received an email from Conrad Simms. She clicks into it, reviews the request, and then signs off on the document, just by typing her name.

And that’s it, with just three clicks, she’s done. Back in her email, Adobe Sign has sent her a copy of the document she just signed, as well as the audit report. Back in Microsoft Teams, we can see that this agreement status has been updated to approved. And if anyone needs to get more details, they can just click and scroll to see everything, even down to the sequence of events. We can also check out the SharePoint site that has been pinned, where we have that fully signed NDA stored automatically, powered by Power Automate. One last thing. By going to the approvals hub in Microsoft Teams, you can see all of your past Adobe Sign documents and view their status as well, so you never need to leave the app to check up on your agreements. We just demonstrated a few noteworthy features also introduced this year, including users in multiple groups, Liquid Mode, and Adobe Sign for Microsoft Teams.