Digital Signatures using Adobe Sign

FYI can be integrated with digital signature providers Adobe Sign - Enterprise, for digital signing.

The following describes how to set up and use FYI so that documents can be sent directly to Adobe Sign- Enterprise.

Video Walkthrough
For a video walkthrough of this feature, refer to Digital Signatures using Adobe Sign (5 min).

To use this function:

• You need to be a registered and subscribed user of Adobe Sign. Refer also to the FAQ Which Plan is Required for Adobe Sign, DocuSign, Annature and FuseSign to work with FYI?
  
  

  Important note,
  You can only connect Adobe E-Sign to FYI if you own the Adobe E-Sign account.
  This excludes the Adobe E-Sign functionality offered by Xero in relation to Xero Tax.

• An FYI Administrator will first need to connect your Adobe Sign account to FYI.
  
  
•  Users can then send selected PDF documents for signing from FYI using the Signature button.

Connect your Digital Signature Account to FYI

Your Adobe Sign account needs to be connected to FYI.

Note: This is a one-off step and can only be done by an FYI administrator.

1. From FYI, click the Automation menu option.
2. Go to the Apps tab.
3. In the Adobe Sign app, click the cog icon to edit it.
   
   
4. In the Adobe Sign Settings panel, click Connect, sign in and follow the prompts. 
   If Adobe does not respond correctly, you will need to use a private tab in your browser (incognito) to get Adobe to respond correctly. For example, to launch InPrivate Browsing in Internet Explorer, click on Settings > Safety > InPrivate Browsing, or use the keyboard shortcut Ctrl+Shift+P.
   
   When set up, the Adobe Sign Settings shows the Connected date and time.
   
   For Adobe Sign, you can set the Assign documents to individual users switch to allow for multi-users of Adobe Sign. 
   

   - Set Assign documents to individual users switch to "On" when you have multiple accounts in Adobe Sign. When sending a document it will show under the user's Adobe Sign account, so when a user sends a PDF for signing it will show under the documents that user sent.

   - When Assign documents to individual users is set to "Off" there is only one shared account for everyone to use.

   

Sending a Document for Signature

All documents sent for signing must be a PDF.

Where multiple documents are being sent, they must be for the same client.

1. In FYI, on a list, select one or more PDF documents for a specific client.
   
   
2. Click the Signature button in the tool bar. Or for a single PDF document, right-click and select Signature from the tool bar pop-up menu (refer to Using the Document Action Tool Bar).
   
   
   
   
3. The Send for Signature drawer displays and includes the names of the document(s) that are being sent. This shows the filing details of the FYI Web Link document that will be created as a record of the document(s) that have been sent for signature.
   
   The following example shows the Send for Signature for Adobe Sign with the Recipients displayed.
   
   
   
   
4. The Client name is automatically selected as the client of the selected PDF.
   
   Recipients - Clicking the Recipients link displays the email address of the selected client. This shows as the "Signer".
   Where the client has more than one contact email, you can select one of these to additionally send the request for signature to. Select the email from the drop-down list. You can also create one or more additional email addresses by typing the address in the Recipients field and clicking the Create link. You can also select these as "Approver" or "CC".
   
   
5. Select the Service Status as "Draft" or "Send".
   
   Send allows you to completely automate the signature request and it is sent to the service immediately.
   
   Draft allows you to create a draft request within the service. You will then need to go into the service to complete the request and send it. This may be useful if you want to change the email sent or send the request to more than one person to sign.
   
   
6. If required, select a Template. This needs to be an Email Template and this will populate the Message when the document is sent for signature. The Template can include Merge Fields (for example, the Client's Name) that are used to populate the contents of the Message.
7. Subject - Subject is set as the name of the PDF being sent. You can change this if required.
   
   Message - When using Adobe Sign, you can also enter a Message that will be included when the client receives the request for signature.
   
   In the Workflow, the Status is automatically set as "Pending Client Signature".
   
   Include Reference must be set to "On". Every document in FYI has a unique reference number and this is automatically included in the file name of the document that is uploaded. FYI will use this reference number in the filename when bringing the signed document back into FYI (see below).
   
   The Service used is automatically determined by the service you are using to sign the document (for example, DocuSign, Adobe Sign, Annature or FuseSign). If you happen to have more than one service connected, you will see a selection for Service in the Send for Signature so you can select which to use.
   
   
8. Click Create.

A Web Link document is created as a record of the document(s) that have been sent for signature.

When sending a single document with the Service Status as "Send", the original document shows as a thread under the Web Link document.  You can display the Drawer for the Web Link and see the relevant documents in the Threads section of the Drawer. Threads for documents display in the same way as email threads. Refer to Managing Email Threads.

For multiple documents, the original documents show as stapled together and are also stapled to the Web Link. You can display the Drawer of any of the document, or for the Web Link, and see the relevant documents in the Stapled section of the Drawer. Refer to Stapled Documents.

Opening the Web Link document

When you open the Web Link, you are prompted to login in to the digital signature provider.  The Manage screen displays from where you can see the document(s) that were sent for signing either in the Draft or Sent screen according to whether you selected "Draft" or "Send" as the Service Status.

When the Document is Signed in Adobe

When the client receives the document to be signed, they will see the name of the FYI user who sent the document. When using Adobe Sign to get your client to sign documents, Adobe notifies FYI when a document is signed. The signed PDF is pulled into FYI.

For a single document, the signed PDF is allocated a separate FYI Reference number and it is automatically added to the top of the thread, then the Web Link document below this in the thread (as a record of the send) and then the original document. Threads for documents display in the same way as email threads. Refer to Managing Email Threads.

For multiple documents, these are allocated separate FYI Reference numbers. The combined signed document is threaded with the Web Link, and stapled together with all the documents. If the service sends back the originals as well as the signed documents, the individual signed documents are threaded with their original and stapled together with all the documents. Refer to Stapled Documents.