Revision as of 05:55, 25 August 2019

Using Adobe Sign

Sending an Own Paper Agreement for Electronic Signature

Electronic signatures are done through Adobe Sign (or DocuSign). External signatories can choose one of these applications if they wish to do electronic signatures. Refer to Sending an Agreement for Third Party Signature  for details on sending the Agreement to external signatories.

To sign an Agreement electronically:

1. Open the e-mail you receive from Adobe Sign (or DocuSign).

2. Click Review Document. The Please review & Act on These Documents window opens.

3. Select the I agree...check box and click Continue.This enables the Fields menu in the left panel.   

Note: If you are using Internet Explorer, click Allow at the tracking physical location message. In the document, sender may mark few fields that appear with a text box next to the field name. Fill the appropriate information in appropriate text box. e.g. title, company.

4. Click Sign next to Signature. The Adopt Your Signature window is displayed if you are signing the document for the first time.

Note: If you have signed before, the system inserts the signature that you used when you signed for the first time.

5. Verify your Full Name, Initials, and Signature. Your Full Name and Initials appear as they are entered at the time of your user creation process. 

Note: You cannot change the signature style once it appears on the document.

6. Click Finish. You receive a notification stating your signature process is completed. The status of the agreement changes to Waiting For Internal Signature. An e-mail is sent to the internal signatory.

Note: Internal Signatory can follow steps 1 to 9 to sign the Agreement electronically. Once signed, the status of the Agreement changes to Executed.  A notification email is sent to the Primary Owner, Internal Signatory and External Signatory.

7. Verify your signature on the Select Style tab:

• Click Change Style to change the style of your signature and initials. This displays a list of alternate styles. Use scroll arrows to scroll through the signatures. Select from the list of styles.
• Alternatively, click the Draw tab to draw your own signature. Click Clear to clear the signature.

8. Click Adopt And Sign. The Signature and Initials appear on the document.

All Executed Agreements signed using Adobe Sign, include an audit log of key details in the signature flow, such as: 

• The specific actions performed, such a document created, emailed, viewed and electronically signed
• Name of the user that performed these actions
• Time stamp of when those actions were completed
• IP address of the user that completed the actions

This feature is disabled by default and can be enabled from the Global Account Settings of Adobe Sign.

Sending an Agreement for Third Party Signature

After an Agreement is approved, the Primary Owner can send it for external signature. 

Note: For the Agreements that are signed outside ICM, you can choose to skip the Signature workflow manually, by selecting the Fully Signed option from the Signature Type drop-down list on the Create Agreement page. This moves the Agreement from Approved to Executed state directly without clicking on the Send for Signature button. If there are approvers, the Agreement moves to Executed state after the last approver approves it. This option is available while creating Agreements, Assignments, Amendments, and Termination Agreements, if configured in the Contract Type.

 

External signatory can choose to sign the Agreement:

• Manually: the primary owner emails a PDF of the agreement to the external signatory. The signatory prints the document, signs it and emails back a scanned copy. The primary or secondary owners upload the signed copy of the agreement into ICM, at which point it's status becomes executed.
• Electronically: ICM uses Adobe Sign and DocuSign for electronic signatures.

To send an Agreement to an external signatory, click Send For External Signature in the Agreement Details Page. The External Signatory receives an email from Adobe Sign or Docusign in the following format:

The status of the Agreement changes to Waiting For External Signature.

Sending Associated Documents to Adobe Sign

You must have the attribute Adobe Associate Documents added in the Contract Type as well as its Associations that will be sent to the authorized signatories.

To send Associated Documents to Adobe Sign: 

1. Select Agreement Management on the Dashboard. The Agreement Management page opens.

2. Click Create Agreement on the Agreement Management page. The Create Agreement  page opens. 

Multi-Factor Authentication using Adobe Sign

ICM supports multi-factor authentication (MFA) for Adobe Sign customers at the Agreement level to ensure that select Agreements (such as high value and highly confidential Agreements) are only accessible to relevant users, as compared to only providing access based on the Name and Email address validation that was the case earlier. 

The MFA authentication is configured by enabling the multi-factor flag. This results in ICM sending the signatory’s phone number to Adobe Sign for processing the e-signature authentication of the user for that Agreement. If the phone number for the signatory is not available, a message is displayed indicating that the phone number is mandatory and one or more of the signatory’s phone number is missing.

Note: When both – the password and the phone authentication are enabled for an Agreement, then the password authentication takes precedence. 

To enable multi-factor authentication for an Adobe Sign customer:
1. Click theUser Administration tile.
2. Click the Users tile.
3. Click the Create User/Provision User (based on the user authorization to the instance) tile to open the Create User page.
4. On theDetails tab, enter the personal details of the user. The First Name, Last Name, Email Address, etc are mandatory fields. 
5. In the Phone Number field, add the phone number of the user if you want to activate the authentication for the user.  

6. Check the Consent Acknowledgment checkbox below By adding phone number,I confirm capturing user consent to receive important text messages from ICM to validate the user consent.

Note: This is not a mandatory field. However, it becomes mandatory to provide a phone number when the consent box is checked and vice-versa.

The phone number format needs to be in the Country Code-Phone Number. For example, 1-555-555-5555.

7. Enter the remaining details of the page as required and click the Create button. This opens the Users page enlisting the user that you created in the list.

Multi-factor authentication is validated using the phone number when:

• The Country Code-Phone Number format is incorrect.
• A signatory is added by Rule and the Agreement is sent for approval but the mandatory Phone Number field is blank. The Agreement will still be sent for approval and the workflow will continue after clicking OK on the validation message.
• A signatory is added by Rule and the Agreement is sent for external signature but the mandatory Phone Number field is blank. The Agreement will not be sent for signature and will remain in the approved state.

The two step authentication using Adobe Sign

When the Agreement is sent for external signature and when the two step authentication is configured, the external signatory receives authentication messages in two ways:

• A voice call 
• An OTP code from ICM with an authentication code. On entering the code, the Agreement is sent for approval and workflow continues as expected.

Sending an Agreement for Parallel Signatures using Adobe Sign

You can send Agreements for parallel signatures across internal and external signatories, instead of sequentially based on step numbers, when using Adobe Sign. This can be configured in Rules for signatories allowing ICM users to send the Agreement to either multiple external or internal signatories so that each of them can sign in parallel.

Let’s consider an example of 2 Internal signatories A and B and both are required to sign the Agreement in parallel; then the configurator configures the Approval Rule for internal signatories A and B with the same Step number but different Signatory order.

• So, if signatory A is set at Step Number 10 and Signatory Order 1, but Signatory B is set at Step Number 10 and Signatory Order 2, then the contract goes to both signatories A and B at the same time. However, signatory A will be prompted to sign at Signature Tag 1 whereas Signatory B will be prompted to Sign at Signature Tag 2 (based on the signatory order).
• Existing Approval rules will be enhanced to support this example, wherein 2 new Actions are now available in the Rules:
  • Select Parallel Signatory From Attribute: Parallel signatory is selected from the User Attribute
  • Require Approval From By Condition: User selects signatory on the Rule configuration page which will be considered as the parallel signatory during Agreement signing

To set up parallel signatories using Adobe Sign: 
1. Click the Contract Type tile on the Dashboard.
2. Click the Rules tile. This opens the Rules page.
3. Select a Contract Type from the Select Contract Type drop-down for which you want to define a Rule.

4. You can create a Rule or select a rule to edit.

5. Click the Edit icon. This opens the Edit Rule page.

6. Enter the mandatory details such Rule Name, Rule Type and Team Role if not auto-generated.
7. Click Next. This opens the Build tab to add rules and actions to define the rule you want to define.
8. Click the Add Rule button.
9. Add Conditions for your Rule. For example, All > Adobe Add Signature > Is > True.
10. Click Add Condition if you want to add more conditions to the rule. 
11. Click Add Group if you want to define the group for whom the conditions apply.
12. Click the Select Action field in theActions section. The following actions are available in the drop-down to define the type and sequence of approval:

• Require Approval From: Select one signatory to approve the Agreement
• Require Signature in Parallel From: Select multiple signatories to approve the Agreement based on the applied conditions 
• Select User From Attribute: Select the step number for the signatory to sign Agreement
• Select Parallel Signatory From Attribute: Select the step numbers for the signatories to sign the Agreement in Parallel

13. To select multiple signatories, select the Require Parallel Signatory option from the Action drop-down. Two new fields are added: Step Number and Signatory Order. You can now define multiple signatories at the same step number and different signatory order, as required.

14. Select the Actions for the first external signatory:

• Select the User by clicking the Add User  icon next to the field. This opens the Select User window. Select the first external signatory from the list. Click the Add button to add the user. For example, AE User9.
• Select the Step Number for this signatory. For example, 10.
• Select the Signatory Order for this signatory. For example, 1.

15. Select the Actions for the second external signatory:

• Select the user by clicking the Add User   icon next to the field. This opens the Select User window. Select the second external signatory from the list. Click the Add button to add the user. For example, AE User10.
• Select the Step Number for this signatory. For example, 10.
• Select the Signatory Order for this signatory. For example, 2.

16. Click Next. The Rule Summary page opens providing details of the rules defined.

17. Click Update to save the defined rules. The Rule Updated Successfully message is displayed.
18. Click OK. You can view the status and of the Agreement on the Agreement Details page. 

19. Click the Send for Approval button to send the Agreement to both signatories for approval. 

• Both signatories AE User9 and AE User10 will simultaneously receive an email from Adobe Sign.
• The tags will be introduced in the Agreement as per the defined Signatory Order.
• When signatory AE User9 signs the Agreement, a message will be displayed that the Agreement is successfully signed and the Agreement status will be Waiting for External Signature from AE User10.

• When both signatories sign the Agreement, it moves to the Approved status.

Sending Adobe Sign Email Notifications in the Recipient's Preferred Language

ICM has now improved user experience by providing support to send notifications to external signatories in the localized language when using Adobe Sign, instead of sending the notification in English to all users. This can be done through a technical configuration.

You can toggle the Agreement Preview to On orOff. When it is turned On, you can tag the signature by toggling the Adobe Add Signature Tags field to Yes. By default, this field is set to No.

When the Primary Owner clicks the Send for Signature button, a popup window opens. Enter the following details:

• External Signatories: displays the External Signatories based on the defined Rules
• Internal Signatories: displays the Internal Signatories based on the defined Rules
• Cc: can add more recipients (internal users)
• Subject: an editable field that displays the default text
• Additional Information: can add a custom message in any language using the Rich Text Editor
• Default Message: a non-editable standard message that can be localized based on the user’s language pthe Additionbareference

You can Preview the document before sending it for signatures by clicking the Preview and Send button.

The recipient can preview the document and add tags as needed and click the Send button to send the document for signatures.

The Signatories will receive an Email notification from Adobe Sign in their preferred language.

The recipient receives an email from Adobe in their Inbox which contains the Agreement document that the signatory needs to sign.

Key Points: 

• This feature is only available for Agreements and Amendments
• Only 1000 characters are allowed for the Default Message and the Additional Information combined
• The default message is in English
• All Signatories get the same notifications (with customized text, if any), irrespective of their language settings
• Signatories at same Step Number will receive notifications at same time.
• The Signatories will receive the Email notification from Adobe Sign in English (default language):
  • On Recall/ Reject
  • On Delegation/ Change Signer 

Related Topics: Agreement Management |  Configuration | Integrations | Icertis_Adapter_for_Coupa_Integration | Salesforce | Using_DocuSign