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Visit these useful links to help familiarize/prepare before you begin…

https://helpx.adobe.com/sign/usingadv-user/workflowsend-designer-signature-workflow/create.html

https://youtu.be/vtFoeMJTHX4?si=7pQ4ANJm_ZxtfQFK&t=84

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  • Individuals initiating the form 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 sub-topics below are divided into sections matching those of the Workflow Designer. Make sure to review each section for additional considerations required to ensure your workflow settings can be correctly interpreted by the PowerForm.

Info

See Troubleshooting Adobe Sign Powerform if you encounter an error creating your Workflow/Template.

Workflow Info

Workflow Name

Displays at the top of the PowerForm in the banner

Instructions for the Sender

Displays at the top of the PowerForm after under the workflow name.

As of 6/15/2022, html HTML tags can no longer cannot be used to customize instructions for PowerForms. 

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Agreement Name

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

  • 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 the merge field or  document field name or recipient role name.

Message

  • Displays in the email body to all 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 available for PowerForms.

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

Cc

  • 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.

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

  • To remove CCs from the PowerForm:

    • Set the minimum & maximum number to “0”

  • To allow the requester to add CCs:

    • Check "Editable"

    • Set both a minimum & maximum number (if you skip this the PowerForm will fail)

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

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

  • Default values Entered emails 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 To send to more than one by defaultemail, use a comma or semicolon between each address.

Send Options
Set password to open downloaded 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.

Send Options
Allow authoring of documents prior to sending

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

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Use the diagram below to help you determine the participant number when designing workflows with parallel routing.

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Editable

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

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Email

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Note

In the template, ensure NO fields are assigned to “Sender (Prefill)” or “Signer”, as these participant types will prevent the PowerForm from following this order.

Recipient Routing, 1 - Signer, 2- Department A, 3 - Department B, 4 - Approver.Image Added

Role Name

  • All role names must be unique

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

Recipient (Email)

  • Entry required if "Editable" is not checked

  • Can only contain a single email address

Identity Authentication

  • "None" must be checked and all others must be uncheckedIf entering multiple addresses separated by comma:

    • Make sure to check the “Mark as recipient group” box

    • Make sure to uncheck the “Editable” box

      • Editable Recipient Groups are not supported

Add Recipient Group

  • Select this option to use a Reusable Recipient Group

  • Make sure to uncheck the “Editable” box

    • Editable Recipient Groups are not supported

This recipient is the sender

  • This must be left unchecked as it is not supported with PowerForms

Mark as recipient group

  • This must be left unchecked

  • Recipient groups (signing groups) are not available for PowerForms

  • Check this box if entering a comma-separated email list for the recipient email; otherwise, leave it unchecked

Required

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

Editable

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

  • This must be left unchecked if using a Reusable Recipient Group or entering a comma-separated email list

Add Private Message

  • Select this option to include private messages

    • Variables can be added with “${variable}” where "variable" is replaced with the merge field document field name or recipient role name in the message. Do not include variables that contain level 1 data.

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 supported with PowerForms

Two-Factor Authentication (2FA)

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

What do I need to know about Documents?

  • All document titles must be unique.

  • All documents must be set with a Template Type of “Both” or “Reusable document”.

  • All library documents 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 and must be less than 6MB.

      • 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 a 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.

What is the purpose of Sender Input Fields?

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  1. To supply settings to the PowerForm application:

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

    • Variable replacements in the "Agreement Name" and , "Message", and “Private Message” fields of the Workflow Designer

    • Pre-filling form fields on documents

Anchor
Merge_Fields
Merge_Fields
Merge Fields

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Test your Workflow in Adobe Sign and test the PowerForm

Once Activate the workflow is built in to use it within Adobe Sign and activated make it will be available for use within Adobe Signthe PowerForm.

Note

Before publishing, it should be tested fully test to ensure the , Workflow Info, Agreement Info, Recipients, Documents, and Sender Input Fields sections have all been correctly configured.


Upon successful testing of the workflow within Adobe Sign, follow the steps listed here to test the PowerForm.

  1. Go to https://adobesign.calpoly.edu/PowerForm/api/workflows.json

  2. Find the activated workflow by name and copy the workflowID (without the quotes)Confirm the PowerForm service account - adobesign@calpoly.edu - is a member of the group the templates and workflow are shared with.

  3. Open a new browser window or tab in your web browser and enter the following URL: https://adobesign.calpoly.edu/PowerForm/Paste the workflow

  4. Open Adobe Sign and navigate to your workflowand copy the “ID”.

  5. Add the ID from Step 2 3 to the end of the URL from Step 32 to create your PowerForm URL.

  6. Inactivate your workflow to remove it from the listing at https://adobesign.calpoly.edu/PowerForm/api/workflows.jsonPublish the PowerForm URL when testing is complete for your intended audience.

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