Configure a Workflow for PowerForms
The Adobe Sign PowerForm is a custom application created 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.
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Individuals initiating the form can supply the appropriate email address(es).
They're launched via a unique URL, 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.
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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 under the workflow name. As of 6/15/2022, |
HTML tags cannot be used to customize instructions for PowerForms. |
Agreement Info
Agreement Name |
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Message |
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Cc |
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Send Options |
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Send Options |
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Send Options |
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Recipients
Use the diagram below to help you determine the participant number when designing workflows with parallel routing.
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Role Name
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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. |
Role Name |
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Recipient (Email) |
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Can only contain a single email address
After the mid-May update of the PowerForm application, you will be able to enter multiple addresses separated by comma
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Add Recipient Group |
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This recipient is the sender |
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Mark as recipient group |
This must be left unchecked
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Required |
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Editable |
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Add Private Message |
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Role |
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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 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 that 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 contains "-- 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?
"Sender Input Fields" serves multiple purposes with PowerForms:
To supply settings to the PowerForm application:
WFSetting_SendingAccount - Required for all workflows used via the PowerForm App
As “merge fields” which can be used for:
Variable replacements in the "Agreement Name", "Message", and “Private Message” fields of the Workflow Designer
Pre-filling form fields on documents
See the "Sender Input Fields" section of the Adobe Sign webpage for more information: Creating a custom workflow
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Field Title
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Enter the title for display on the PowerForm in the "Fields" section.
Cannot start with "WFSetting"
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Document Field Name
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Enter the name of the form field
Note: Form field name may not have spaces
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Default Value
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Blank: PowerForm end-user can enter a value
Any Value: hides the "Fields" section
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Required
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Checked
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Editable
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Checked
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Purpose: Sets the account the agreement will be sent from.
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Mandatory for workflows that will be used as a PowerForm. |
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Field Title
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"WFSetting_SendingAccount"
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Document Field Name
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"WFSetting_SendingAccount"
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Default Value
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Email address of the AdobeSign account that will send the agreement
User must be in the same group that the workflow is built in
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Required
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Unchecked
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Editable
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Unchecked
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Purpose: Override the default PowerForm setting and either show or hide the "Agreement Name" section on the PowerForm.
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Field Title
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"WFSetting_HideAgreementName"
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Document Field Name
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"WFSetting_HideAgreementName"
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Default Value
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"false": show the Agreement Name section
"true": hide the Agreement Name section
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Required
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Unchecked
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Editable
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Unchecked
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Purpose: Controls the Reminder options on the PowerForm. If a default value is set and not editable the agreement will always be sent with the configured reminder setting.
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Field Title
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"WFSetting_Reminder"
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Document Field Name
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"WFSetting_Reminder"
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Default Value
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No default value: No reminder is set by default
Possible default values:
Value: Description
“DAILY_UNTIL_SIGNED”: Every Day
”WEEKLY_UNTIL_SIGNED”: Every week
”WEEKDAILY_UNTIL_SIGNED”: Every business day
”EVERY_OTHER_DAY_UNTIL_SIGNED”: Every other day
”EVERY_THIRD_DAY_UNTIL_SIGNED”: Every third day
”EVERY_FIFTH_DAY_UNTIL_SIGNED”: Every fifth day
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Required
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Unchecked
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Editable
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Unchecked: hides the reminder section
Checked: the requester can edit the reminder section
Important Final Steps - Testing
Test your Workflow in Adobe Sign and test the PowerForm
Activate the workflow to use it within Adobe Sign and make it available for the PowerForm.
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Before publishing it should be tested to ensure the Workflow Info, Agreement Info, Recipients, Documents, and Sender Input Fields sections have all been correctly configured. |
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Confirm the PowerForm service account - adobesign@calpoly.edu - is a member of the group the templates and workflow are shared with.
Go to https://adobesign.calpoly.edu/PowerForm/api/workflows.json
Find the activated workflow by name and copy the workflow Id (without the quotes).
Open a new window or tab in your web browser and enter the following URL: https://adobesign.calpoly.edu/PowerForm/
Paste the workflow Id from Step 2 to the end of the URL from Step 3 to create your PowerForm URL.
Publish the PowerForm URL when testing is complete for your intended audience.
The Adobe Sign PowerForm is a custom application created 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 |
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An example would be a self-service form that requires supervisor approval. The supervisor would be dependent on the individual initiating the form. |
Visit these useful links to help familiarize/prepare before you begin…
https://helpx.adobe.com/sign/using/workflow-designer-signature-workflow.html
What do I need to know about PowerForms?
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 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.
Who Can Configure Workflows?
Document Unit Coordinators (DUCs) with group administrator privileges can configure PowerForms via Workflow Designer in Adobe Sign.
What do I need to know about the Adobe Sign Workflow Designer? (Sections/Settings/Functions)
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.
Workflow Info
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Workflow Name
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Displays at the top of the PowerForm in the banner
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Instructions for the Sender
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Displays at the top of the PowerForm after the workflow name.
As of 6/15/2022, html tags can no longer be used to customize instructions for PowerForms.
Agreement Info
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Agreement Name
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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 “${variable}” where "variable" is replaced with a merge field or recipient role name.
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Message
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Displays in the email body to recipients and as a message from the sender within each signing session.
The same email will go to all workflow recipients - private messages per recipient are not available for PowerForms.
Replacement variables can be added with “${variable}” where "variable" is replaced with a merge field or recipient role name.
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Cc
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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 fail)
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.
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Send Options
Set password to open downloaded PDF
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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.
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Send Options
Completion deadline
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A completion deadline sets the maximum number of days that all recipients have to sign the agreement before it expires.
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Send Options
Allow authoring of documents prior to sending
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This setting should never be checked as it does not work with PowerForms.
Recipients
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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Identity Authentication |
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Mark as recipient group |
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Required |
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Role |
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Role Name |
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This recipient is the sender |
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Two-Factor Authentication (2FA) |
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What do I need to know about Documents?
All document titles must be unique.
All document titles documents must be uniqueset 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 contains 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?
"Sender Input Fields" serves multiple purposes with PowerForms:
To supply settings to the PowerForm application:
WFSetting_SendingAccount - Required for all workflows used via the PowerForm App
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
See the "Sender input fieldsInput Fields" section of the Adobe Sign webpage for more information: Set up signing workflowsCreating a custom workflow
| Anchor | ||||
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Field Title |
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Document Field Name |
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Default Value |
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Required | Checked |
Editable | Checked |
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Purpose: Sets the account the agreement will be sent from.
| Note |
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Mandatory for workflows that will be used as a PowerForm. |
Field Title | "WFSetting_SendingAccount" |
Document Field Name | "WFSetting_SendingAccount" |
Default Value |
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Required | Unchecked |
Editable | Unchecked |
| Anchor | ||||
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Purpose: Override the default PowerForm setting and either show or hide the "Agreement Name" section on the PowerForm.
Field Title | "WFSetting_HideAgreementName" |
Document Field Name | "WFSetting_HideAgreementName" |
Default Value |
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Required | Unchecked |
Editable | Unchecked |
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Purpose: Controls the Reminder options on the PowerForm. If a default value is set and not editable the agreement will always be sent with the configured reminder setting.
Field Title | "WFSetting_Reminder" |
Document Field Name | "WFSetting_Reminder" |
Default Value |
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Required | Unchecked |
Editable |
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Important Final Steps - Testing
Test your Workflow in Adobe Sign and test the PowerForm
Once Activate the workflow is built in Adobe Sign and activated it will be available for use to use it within Adobe Sign and make it available for the PowerForm.
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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.
Confirm the PowerForm services service account - adobesign@calpoly.edu - is a member of the group the templates and workflow are shared with.
Find the activated workflow by name and copy the workflowID (without the quotes).
Open a new browser window or tab in your web browser and enter the following URL: https://adobesign.calpoly.edu/PowerForm/Paste the workflow ID from Step 2 //adobesign.calpoly.edu/PowerForm/
Open Adobe Sign and navigate to your workflowand copy the “ID”.
Add the ID from Step 3 to the end of the URL from Step 32 to create your PowerForm URL.
Publish the PowerForm URL when testing is complete for your intended audience.
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