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.
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/adv-user/send-workflow/create.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, 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.
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.
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 |
|
Message |
|
Cc |
|
Send Options |
|
Send Options |
|
Send Options |
|
Recipients
Use the diagram below to help you determine the participant number when designing workflows with parallel routing.
Role Name |
|
Recipient (Email) |
|
Add Recipient Group |
|
This recipient is the sender |
|
Mark as recipient group |
|
Required |
|
Editable |
|
Add Private Message |
|
Role |
|
Two-Factor Authentication (2FA) |
|
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?
"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
Merge Fields
Field Title |
|
Document Field Name |
|
Default Value |
|
Required | Checked |
Editable | Checked |
WFSetting_SendingAccount
Purpose: Sets the account the agreement will be sent from.
Field Title | "WFSetting_SendingAccount" |
Document Field Name | "WFSetting_SendingAccount" |
Default Value |
|
Required | Unchecked |
Editable | Unchecked |
WFSetting_HideAgreementName
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 |
|
Required | Unchecked |
Editable | Unchecked |
WFSetting_Reminder
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 |
|
Required | Unchecked |
Editable |
|
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.
Upon successful testing of the workflow within Adobe Sign, follow the steps listed here to test the PowerForm.
Confirm the PowerForm service account - adobesign@calpoly.edu - is a member of the group the templates and workflow are shared with.
Open a new browser window or tab and enter the following URL: https://adobesign.calpoly.edu/PowerForm/
Open Adobe Sign and navigate to your workflow and copy the “ID”.
Add the ID from Step 3 to the end of the URL from Step 2 to create your PowerForm URL.
Publish the PowerForm URL when testing is complete for your intended audience.
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