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The Adobe Sign PowerForm is a custom application created by A&F here at Cal Poly to provide a solution for self-service forms. It was created to fill an Adobe Sign gap where multiple signers need to be defined by the individual requesting the form. The PowerForm application is provided as-is for use by the Cal Poly community without user support from Adobe Sign.

Info

An example would be a self-service form that requires supervisor approval. The supervisor would be dependent on the individual initiating the form.

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  • Individuals initiating the form are allowed to can supply the appropriate email address(es).

  • They're launched via a unique URL provided when configuration is completed, and there are no restrictions on who may use it. However, provisioned Cal Poly staff and faculty will need to authenticate with their Cal Poly Portal credentials to launch the form, while everyone else will be taken to directly to the signing session.

  • Once a PowerForm has been successfully submitted, the first recipient will receive an email to the address submitted with a link to the Adobe Sign form.

  • Any valid email is accepted by PowerForms. There is no validation against the Cal Poly Directory.

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The PowerForm application is provided as is by A&F for the use by the Cal Poly community. No user support is provided by Adobe Sign, A&F, or any other Cal Poly department.

Who Can Configure Workflows?

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Agreement Info

Agreement Name

  • It is used for Displays in the subject line of emails and in Adobe Sign for the sender & signers.

  • It also displays Displays in the "Agreement Name" section of the PowerForm if it is not hidden via the WFSetting_HideAgreementName setting.

  • Replacement variables can be added with “${variable}” where "variable" is replaced with a merge field or recipient role name.

Message

  • It is sent Displays in the email body to recipients and as a message from the sender within each signing session.

  • The same email will go to all workflow recipients - private messages per recipient are not currently available for PowerForms.

  • Replacement variables can be added with “${variable}” where "variable" is replaced with a merge field or recipient role name.

Cc

  • It is displayed Displays on the PowerForm after the "Recipients" section if marked as "Editable" and the "Maximum" value entered exceeds the number of default email addresses entered.

  • To allow the requester to add CCs:

    • Check "Editable"

    • Set a minimum & maximum number (if you skip this the PowerForm will show 500 lines of CCfail)

    • The number of default values added will be deducted from the minimum and maximum number of CCs shown on the PowerForm.

    • Example: Default value = "test1@calpoly.edu;test2@calpoly.edu", minimum = 3, & maximum = 8. This will result in 6 CC's showing on the PowerForm with the first one required.

  • To enter default values and not allow requester to add CCs:

    • Check "Editable"

    • Set a minimum & maximum number that matches the number of email addresses entered as the default value

    • Example: Default value = "test1@calpoly.edu;test2@calpoly.edu", minimum = 1, & maximum = 1. This will result in 0 CC's showing on the PowerForm.

  • Default values will not be shown on the PowerForm.

  • Use for recipients who need to receive a copy as there is no role for "Receives a Copy" in the "Recipients" section of the workflow designer.

  • Email addresses that should always receive a copy can be added here, to send to more than one by default, use a comma or semicolon between each address.

Send Options
Set password to open downloaded PDF

This will allow or require the sender to set a PDF password that will be required for all users to open the

PDF

. 

  • This setting should never be used. The password is not retrievable in any way and will prevent your department from accessing the signed agreement as well.

Send Options
Completion deadline

  • A completion deadline sets the maximum number of days that all recipients have to sign the agreement before it expires.Cal Poly enforces maximum of 90 days at the system configuration level that cannot be modified.If you supply a value larger than 90 days it will show to the the user but a maximum of 90 days is still enforced

Send Options
Allow authoring of documents prior to sending

  • This setting should never be checked as it does not work with PowerForms.

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Editable

  • If unchecked, it will not be shown on the PowerForm

Email

  • Required if "Editable" is not checked

  • Can only contain a single email address

Identity Authentication

  • "None" must be checked and all others must be unchecked

Mark as recipient group

  • This must be left unchecked

  • Recipient groups (signing groups) cannot be configured in workflows and are not available for PowerForms

Required

  • If checked the requester will be required to fill in an email address before they can submit the PowerForm

Role

Role Name

  • All role names must be unique

  • Role name can be edited by clicking the pencil at the top of the recipient popup

This recipient is the sender

  • This must be left unchecked as it is not su

  • p

  • ported supported with PowerForms

What do I need to know about Documents?

  • All document titles must be unique.

  • All library documents that are selected must be owned by or shared with the sending account.

  • Documents are shown on the PowerForm with the "Document Title" unless one file is selected and it is required.

  • Multiple documents can be added to a single Workflow. Per row configuration:

    • If no file is selected:

      • It will allow the end-user to upload a file which becomes part of the agreement.

      • If "Required" is checked the end-user will be required to upload a file before they can submit the PowerForm.

    • If only one file is selected:

      • If required, the document will not appear on the PowerForm.

      • If not required, a drop-down will appear on the PowerForm with drop-down list that contain "-- None --" and the "Document Name".

    • If more than one file is selected:

      • It will be shown on the PowerForm as a drop-down with each file's "Document Name" (in alphabetical order).

      • If required, "-- Select a document --" is shown at the top of the drop down list and one of the files must be selected before the end-user can submit the PowerForm.

      • If not required, "-- None --" is shown at the top of the drop down list.

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  1. To supply settings to the PowerForm application:

  2. As merge fields “merge fields” which can be used for:

    • Variable replacements in the "Agreement Name" and "Message" fields

    • Pre-filling form fields on documents

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Field Title

  • Enter the title for display on the PowerForm in the "Fields" section.

  • Cannot start with "WFSetting"

Document Field Name

  • Enter the name of the form field

  • Note: Form field name may not have spaces

Default Value

  • Blank: PowerForm end-user can enter a value

  • Any Value: hides the "Fields" section

Required

Checked

Editable

Checked

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Field Title

"WFSetting_Reminder"

Document Field Name

"WFSetting_Reminder"

Default Value

  • No default value: No reminder is set by default

  • Possible default values:

    Value: Description

    DAILY“DAILY_UNTIL_SIGNEDEvery DayWEEKLYSIGNED”: Every Day
    ”WEEKLY_UNTIL_SIGNEDEvery weekWEEKDAILYSIGNED”: Every week
    ”WEEKDAILY_UNTIL_SIGNEDEvery business dayEVERYSIGNED”: Every business day
    ”EVERY_OTHER_DAY_UNTIL_SIGNEDEvery other dayEVERYSIGNED”: Every other day
    ”EVERY_THIRD_DAY_UNTIL_SIGNEDEvery third dayEVERYSIGNED”: Every third day
    ”EVERY_FIFTH_DAY_UNTIL_SIGNEDEvery SIGNED”: Every fifth day

Required

Unchecked

Editable

  • Unchecked: hides the reminder section

  • Checked: the requester can edit the reminder section

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