Using Adobe Sign in an adaptive form using-adobe-sign-in-an-adaptive-form
Adobe recommends using the modern and extensible data capture Core Componentsfor creating new Adaptive Formsor adding Adaptive Forms to AEM Sites pages. These components represent a significant advancement in Adaptive Forms creation, ensuring impressive user experiences. This article describes older approach to author Adaptive Forms using foundation components.
Adobe Sign enables e-signature workflows for adaptive forms. E-Signatures improve workflows to process documents for legal, sales, payroll, human resource management, and more areas.
In a typical Adobe Sign and adaptive forms scenario, a user fills an adaptive form to apply for a service. For example, a mortgage and credit-card application requires legal Signatures from all the borrowers and co-applicants. To enable electronic-signature workflows for similar scenarios, you can integrate Adobe Sign with AEM Forms. A few more examples are, you can use Adobe Sign to:
- Close deals from any device with fully automated proposal, quote, and contract processes.
- Finish Human Resource processes faster and give your employees the digital experiences.
- Cut contract cycle times and onboard your vendors faster.
- Create digital workflows that automate common processes.
Adobe Sign integration with AEM Forms supports:
- Single and multiple-user signing workflows
- Sequential and simultaneous signing workflows
- In-form and out-of-form signing experiences
- Signing forms as an anonymous or logged-in user
- Dynamic signing processes (integration with AEM Forms workflow)
- Authentication through a knowledge base, phone, and social profiles
Learn the best practices of using Adobe Sign with adaptive forms to create better signing experiences.
Prerequisites prerequisites
Before using Adobe Sign in an adaptive form:
- Ensure AEM Forms cloud service is configured to use Adobe Sign. For details, see Integrate Adobe Sign with AEM Forms.
- Keep the list of signers ready. You require at least an email address for every signer.
Configure Adobe Sign for an adaptive form configure-adobe-sign-for-an-adaptive-form
Perform the following steps to configure Adobe Sign for an adaptive form:
Edit adaptive form properties for Adobe Sign enableadobesign
Configure adaptive form properties for Adobe Sign for an existing or a new adaptive form.
Create an adaptive form for Adobe Sign describes the steps to create a basic adaptive form. See Creating an adaptive form for other options available while creating a adaptive form.
Create an adaptive form for Adobe Sign create-an-adaptive-form-for-adobe-sign
Perform the following steps to create a sign-enabled adaptive form:
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Navigate to Adobe Experience Manager > Forms > Forms & Documents.
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Select Create and select Adaptive Form. A list of templates appear. Select the template and select Next.
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In the Basic tab:
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Specify the Name and Title for the adaptive form.
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Select the configuration container created while configuring Adobe Sign with AEM Forms.
note note NOTE The Adobe Sign Cloud Service dropdown list displays the cloud services that are configured in the configuration container that you select in this field. The Adobe Sign Cloud Service dropdown list is available in the Electronic Signature section of the adaptive form properties when you select the Enable Adobe Sign option.
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In the Form Model tab, select one of the following options:
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Select the Associate form template as the Document of Record template option and select a Document of Record template. If you use a form template based adaptive form, then the documents sent for signing display only those fields which are based on the associated form template. It does not display all the fields of the adaptive form.
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Select the Generate Document of Record option. If you use a Document of Record option enabled adaptive form, then the document sent for signing displays all the fields of the adaptive form.
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Select Create. A sign-enabled adaptive form is created, which can be used to add Adobe Sign fields.
Edit an adaptive form for Adobe Sign editafsign
Perform the following steps to use Adobe Sign in an existing adaptive form:
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Navigate to Adobe Experience Manager > Forms > Forms & Documents.
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Select the adaptive form and select Properties.
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In the Basic tab, select the configuration container created while configuring Adobe Sign with AEM Forms.
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In the Form Model tab, select one of the following options:
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Select the Associate form template as the Document of Record template option and select a Document of Record template. If you use a form template based adaptive form, then the documents sent for signing display only those fields which are based on the associated form template. It does not display all the fields of the adaptive form.
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Select the Generate Document of Record option. If you use a Document of Record option enabled adaptive form, then the document sent for signing displays all the fields of the adaptive form.
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Select Save & Close. The adaptive form is enabled for Adobe Sign.
Add Adobe Sign fields to an adaptive form addadobesignfieldstoanadaptiveform
Adobe Sign has various fields that can be placed on an adaptive form. These fields accept various types of data such as signatures, initials, company, or title and help collect extra information during signing, along with the signatures. You can use the Adobe Sign Block component to place Adobe Sign fields at various locations in an adaptive form.
Perform the following steps to add fields to an adaptive form and customize various options related to these fields:
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Drag-and-drop Adobe Sign Block component from the component browser to the adaptive form. The Adobe Sign Block component has all the supported Adobe Sign fields. By default, it adds a Signature field to the adaptive form.
By default, the Adobe Sign Block is not visible in the published adaptive form. It is visible only in the signing documents. You can change the visibility of Adobe Sign Block from the properties of the Adobe Sign Block component.
note note NOTE - Using Adobe Sign block is not mandatory to use Adobe Sign in an adaptive form. If you do not use Adobe Sign block and add fields for the signers, then the default signature field is displayed at the bottom of the signing documents.
- Use Adobe Sign block only for those adaptive forms which automatically generate Document of Record. If you are using a custom XDP for generating Document of Record or a form template based adaptive form, Adobe Sign block is not supported.
- Using Adobe Sign block is not mandatory to use Adobe Sign in an adaptive form. If you do not use Adobe Sign block and add fields for the signers, then the default signature field is displayed at the bottom of the signing documents.
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Select the Adobe Sign Block component and select the Edit
A. Select and add Adobe Sign fields. B. Expand the Adobe Sign block to full screen view
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Select the Adobe Sign Field
Expand the Type drop-down field to select a Adobe Sign field and select the Done
It is mandatory to provide a unique name for a field. You can also select the required option to mark a field mandatory. In addition to the Name and Required option, some Adobe Sign field have more options. For example, mask and multi-line. Moreover, specify a unique names for each Adobe Sign field whether the fields reside in same or different Adobe Sign blocks.
If you select Digital Signature from the drop-down list, you can apply digital signatures to the adaptive form:
- Online using cloud signatures to sign with a digital ID hosted by a trust service provider.
- Locally by downloading the document with Adobe Acrobat or Reader using a smart card, USB token, or file-based digital ID.
Enable Adobe Sign for an adaptive form enableadobsignforanadaptiveform
Out of the box, Adobe Sign is not enabled for an adaptive form. Perform the following steps to enable it:
- In the Content browser, select Form Container, and select the Configure
- In the properties browser, expand the Electronic Signature accordion, and select the Enable Adobe Sign option. It enables Adobe Sign for an adaptive form.
Select Adobe Sign Cloud Service and signing order selectadobesigncloudserviceforanadaptiveform
You can configure multiple Adobe Sign services for an instance of AEM Forms. It is advisable to have a separate set of services for each function (Human Resource, Finance, and more). It makes tracking and reporting of signed documents easier. For example, A bank has multiple departments. You can have a separate configuration for each department for better tracking of the documents.
A document can also have multiple signers. For example, a credit-card application can have multiple applicants. A bank requires signatures of all the applicants before starting processing application. For multi-signer scenarios, you can select to sign the document in sequential or simultaneous order.
Perform the following steps to select a cloud service and order of signing:
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In the Content browser, select Form Container, and select the Configure
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In the properties browser, expand the Electronic Signature accordion, and select the Enable Adobe Sign option. It enables Adobe Sign for an adaptive form.
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Select a cloud service from the already configured list of Adobe Sign Cloud Services.
If the Adobe Sign Cloud Service list is empty, follow the Configure Adobe Sign with AEM Forms article to configure the service.
The dropdown lists the cloud services that exist in the
globalfolder in Tools > Cloud Services > Adobe Sign. In addition, the dropdown also lists the cloud services that exist in the folder that you select in the Configuration Container field when you create an adaptive form. -
Select the signing order from the Signers can Sign dialog box. Adobe Sign singers can sign an adaptive form Sequentially - one after another signer, or Simultaneously - in any order.
In sequential order, one signer receives the form for signing, at a time. After a signer completes signing the document, then the form is sent to the next signer, and so on.
In simultaneous order, multiple signers can sign a form at a time.
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Add Signers to an adaptive form and select the Done
Add Signers to an adaptive form addsignerstoanadaptiveform
You can have only one signer or multiple signers for an adaptive form. When you add a signer, you can also configure authentication details for the signer. You can also select if the form filler and singer are the same person. Perform the following steps to add and provide various details about a signer:
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In the Content browser, select Form Container, and select the Configure
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In the properties browser, expand the Electronic Signature accordion, and select the Enable Adobe Sign option. It enables Adobe Sign for an adaptive form.
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Select Add Signer under Signer Configuration. It adds a signer to the adaptive form. You can add multiple Adobe Sign signers to an adaptive form.
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Click the Edit
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Title: Specify a title to uniquely identify a signer.
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Is the signer and the person filling the form same?: Select Yes, if form filler and first signer are the same person. If the option is set to No, then do not use the signature step component in the adaptive form. If the form contains a Signature Step component, then the field is automatically set to Yes.
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Signer Email address: Specify email address of the signer. Signer receives to be signed documents/form on the specified email address. You can choose to use an email address provided in a form field, in AEM user profile of the logged-in user, or manually enter an email address. It is a mandatory step. Ensure that the email address of the first signer or the only signer (if there is a single signer) is not identical to Adobe Sign account used to configure AEM cloud services.
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Signer Authentication Method: Specify the method to authenticate a user before opening a form for signing. You can choose between phone, knowledge base, and social identity-based authentication. For Adobe Acrobat Sign Solutions for Government only phone and knowledge-based authentication options are available.
note note NOTE - By default, the social identity-based authentication provides an option to authenticate using Facebook, Google, and LinkedIn. You can contact Adobe Sign support to enable other social authentication providers.
- Adobe Sign fields to fill or sign: Select Adobe Sign fields for the signer. An adaptive form can have multiple Adobe Sign fields. You can choose to enable specific fields for a signer. The field displays all the available Adobe Sign Blocks. When you select a block, all the fields of the block are selected. You can use the X icon to deselect a field.
The above image has two example Adobe Sign Blocks: Personal-Information and Office-details
Select the Done
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Select Submit Action for an adaptive form selectsubmitactionforanadaptiveform
After you, add Adobe Sign fields to an adaptive form, enable Adobe Sign from form container, select Adobe Sign Cloud Service, and add Adobe Sign Signers, select an appropriate submit action for the adaptive form. For detailed information about adaptive forms submit actions, see Configuring the Submit action.
Also, an Adobe Sign enabled adaptive form is submitted only after all the signers sign the form. You can find partially signed form in Pending Sign section of forms portal. Adobe Sign Configuration Service keeps polling Adobe Sign server at regular intervals to verify the status of signatures. If all the signers complete signing the form, the submit action service is started and the form is submitted. If you are using a custom submit action and the form uses Adobe Sign, update your custom submit action to use the submit action service.
Your form signing experience is ready. You can preview the form to verify the signing experience. On the published form, Adobe Sign Block fields are displayed when a signer receives the form for signing through an email. This experience is also known as out-of-form signing experience. You can also configure an in-form signing experience for the first signer, for detailed steps see Create in-form signing experience.
Configure cloud signatures for an adaptive form configure-cloud-signatures-for-an-adaptive-form
Cloud-based digital signatures or remote signatures are a new generation of digital signatures that work across desktop, mobile, and the web — and meet the highest levels of compliance and assurance for signer authentication. You can sign an adaptive form with cloud-based digital signatures.
After editing adaptive form properties for Adobe sign, perform the following steps to add cloud signature field to an adaptive form:
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Drag-and-drop Adobe Sign Block component from the component browser to the adaptive form. The Adobe Sign Block component has all the supported Adobe Sign fields. By default, it adds a Signature field to the adaptive form.
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Select the Adobe Sign Block component and select the Edit
A. Select and add Adobe Sign fields. B. Expand the Adobe Sign block to full screen view
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Select the Adobe Sign Field
Expand the Type drop-down field to select Digital Signature and select the Done icon to add the selected field to Adobe Sign block.
It is mandatory to provide a unique name for a field.
Apply digital signatures to the adaptive form using:
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Cloud signatures: Sign with a digital ID hosted by a trust service provider. The Cloud Signature option is not available for Adobe Acrobat Sign Solutions for Government.
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Adobe Acrobat or Reader: Download and open the document with Adobe Acrobat or Reader to sign using a smart card, USB token, or file-based digital ID.
After adding the cloud signature field to the adaptive form, perform the following steps to complete the configuration process:
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Create in-form signing experience create-in-form-signing-experience
A user can also sign an adaptive form while filling-up the form. This experience is also known as in-form signing experience. The in-form signing experience is available only for the first singer in a multiple signer environment. Perform the following steps to create an in-form signing experience for an adaptive form:
Add and configure the Signature Step component add-and-configure-the-signature-step-component
Use the Signature Step component to provide an area to electronically sign the filled form. When the section containing the Signature Step component is rendered, it displays a signable PDF version of the filled-up form. The Signature Step component takes up full width available for the form. It is recommended to not have any other component on the section containing the Signature Step component.
Perform the following steps to configure the Signature Step component:
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Drag-and-drop the Signature Step component from the Components browser to the form.
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Select the newly added Signature step component and select the Configure
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Name: Specify the name of the component.
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Title: Specify the unique title of the component.
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Template message: Specify the message to be displayed while the signature PDF is being loaded. Adobe Sign services take some time to prepare and load signature PDF.
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Signing Service: Select the Adobe Sign option.
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Use legacy E-sign component: If you are using the respective adaptive form in AEM Forms Workspace, AEM Forms app, or the underlying adaptive form has legacy e-sign component, select the Use legacy E-sign component option.
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Configuration: Select a configuration (Adobe Sign Cloud Service). The drop-down box is available only if the Use legacy E-sign component option is enabled.
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CSS Class: Specify the CSS class for the component.
Select the Done
note note NOTE - When you drag-and-drop the Signature Step component to the form, the Is the signer and the person filling the form same? option is automatically set to Yes. It is required to keep the form working.
- Use Summary Step component after Signature Step component for best experience. The Summary step automatically and immediately submits the form after you complete signing a form in the Signature Step component. If you do not use the summary step, an automatic submission is triggered only after the interval set using the Adobe Sign Configuration Service.
A few best practices are: - Adaptive form panel containing the Signature step is always in the last or second last panel of an adaptive form. It can be second last panel only when the last panel contains the Summary step.
- The panel containing the Signature or Summary step component cannot contain any other component.
- Adaptive forms containing Signature Step cannot have submit button.
- The submission for the adaptive forms containing Signature step is handled via a background service or the Summary step. If there is one configured signer who is also filling the form, the advantage of handling the adaptive form submission using the Summary step is that it immediately evaluates that the signer has signed the form and invokes the submit action. A background service takes more time to evaluate if all configured signers have signed the form and delays the submission of the adaptive form.
- Design the form to not allow a user to navigate back from a panel containing the Signature or Summary step.
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Configure the thank you page or summary step component configure-the-thank-you-page-or-summary-step-component
The Summary Step component automatically submits the form, populates the information inside the customized Summary page, and displays the summary of the submitted form. It also gets the required information in the return map. The Summary Step component takes up full width available for the form. It is recommended to not have any other component on the section containing the Summary Step component.
Now, the in form signing experience is ready. You can preview the form to verify the signing experience.
Frequently asked questions frequently-asked-questions
Q: You can embed an adaptive form in another adaptive form. Can the embedded adaptive form be Adobe Sign enabled?
Ans: No, AEM Forms does not support using an adaptive form that embeds an Adobe Sign enabled adaptive form for signing
Q: When I create an adaptive form using the advanced template and open it for editing, an error message “Electronic Signature or Signers are not configured correctly.” appears. How to resolve the error message?
Ans: Adaptive form created using the advanced template is configured to use Adobe Sign. To resolve the error, create and select an Adobe Sign cloud configuration and configure an Adobe Sign signer for the adaptive form.
Q: Can I use Adobe Sign text tags in a static text component of an adaptive form?
Ans: Yes, you can use text tags in a text component to add Adobe Sign fields to a Document of Record (Auto generated document of record option only) enabled adaptive form. To learn about the procedure and rules to create a text tag, see Adobe Sign Documentation. Also note, Adaptive forms has a limited support for text tags. You can use the text tags to create only those fields that Adobe Sign Block supports.
Q: AEM Forms provides both Adobe Sign block and Signature step components. Can these be used simultaneously in an adaptive form?
Ans: You can use both the components simultaneously in a form. Here are a few recommendations for using these components:
Adobe Sign Block: You can use the Adobe Sign Block to add Adobe Sign fields anywhere on the adaptive form. It also helps to assign specific fields to signers. When an adaptive form is previewed or published Adobe Sign Block is not visible, by default. These blocks are enabled only in the signing document. In the signing document, only the fields assigned to a signer are enabled. Adobe Sign block can be used with first and subsequent signers.
Signature step component: You can use the signature step component to create in-form signing experience. It allows only the first signer to sign while the form is being filled. When the section containing the Signature Step component is rendered, it displays a signable PDF version of the form. It is generally the last or penultimate section followed by summary component of a form.
Troubleshoot troubleshoot
Adobe Sign agreement failures adobe-sign-agreement-failures
Issue
When Adobe Sign service is configured for an adaptive form, the service fails to create an Adobe Sign agreement for the underlying adaptive form.
Resolution
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Check the configuration of Adobe Sign cloud service used in the adaptive form.
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Ensure that the API application on Adobe Sign server used to configure Adobe Sign Cloud service has required permissions.
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If you are using multiple Adobe Sign Cloud services, point the oAuth URL of all the services to same Adobe Sign Shard.
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Use separate email addresses to configure Adobe Sign account and for the first signer and single signer. The email address of the first signer or the only signer (if there is the single signer) cannot be identical to Adobe Sign account used to configure AEM cloud services.
AEM Forms workflow configured for an Adobe Sign enabled adaptive form does not start adobe-sign-aem-form-workflow-failures
Issue
When Adobe Sign is configured for an adaptive form, the workflow configured using the Invoke Forms Workflow option does not start.
Resolution
- When you use Adobe Sign without the Signature step or the form requires signatures of multiple persons, AEM Forms server waits for the scheduler to confirm that all the persons have signed the form. The scheduler submits the adaptive form only after all the person complete the signing and the workflow starts only after a successful submission of adaptive form. You can shorten the interval of the scheduler to check status of form signing at quick intervals and fasten form submission.