Adobe Sign is the SUNY wide e-signing platform. Adobe Sign is a cloud-based e-signature service that allows the user to send, sign, track, and manage signature processes using a browser. It is part of the Adobe Document Cloud suite of services.
Adobe sign access is by request only. You can Ask CIT to be granted the ability to generate documents for signature. Once you have access you can login to the platform.
Layman’s explanation: Legally binding e-signature includes an audit trail that cannot be modified (by IT or anyone else) that proves “who signed the document” and that the document has not been altered since a party signed it as well as data entry, etc
Building an approval workflow that can be maintained without IT
Sending a document securely via email (e.g. what if document contained SSN?).
When Not To Use Adobe Sign
Simple need to collect information or gain authorization from a individual Geneseo student or employee.
High Volume (Adobe Sign incurs a $0.98/transaction cost)
Data Integration Required to Optimize Work
Alternatives to Adobe Sign: (when to think twice)
Microsoft Forms, Google Forms, or Custom Web Forms (built by CIT). Microsoft and Google forms are easy to build and use as long as you don't require a multi-step approval workflow.
Task specific software: Some software packages have embedded form options for collecting information or automating processes. For example, you would not use Adobe Sign for processes currently offered in "PeopleAdmin".
Adobe Sign Sandbox - for experimenting, creating, and sharing Adobe Sign documents and Templates.
NOTE: The SUNY Adobe Sign resources are kept in the SUNY Confluence wiki. To get access, send an email to firstname.lastname@example.org and request access to the SUNY Adobe Sign Confluence wiki space.
There is a SUNY Adobe Sign Listserv that if you are interested in joining you can request access. If you are interested, please send email to email@example.com and request access to the adobe_sign-l listserv.
There is a bi-weekly Teams conference that discusses tips and helps with issues. The information is distributed via the above Itec list.
Be careful when testing this! Each agreement sent costs 1 transaction. Mega Sign saves time but not money.
Workflows – Workflows offer a sender the ability to manually enter fields of data that pre-fill form fields in a library template, and offer an option for Account or Group Administrators to create signing workflows with pre-selected signatories or approvers in a pre-set signing order, either attaching library templates or informing signers of the appropriate document order for upload, simplifying the end user experience and reducing user errors.
Workflows are NOT self-service like Web Forms. Someone has to “send” the workflow out for signing to the involved parties.
Using Text Tags to create form fields in templates. This is a very powerful feature if you have document templates you want to easily upload into Adobe sign and not have to create fields for each of them.
Because Adobe sign is providing a legally verifiable audit trail of e-signatures it is very difficult to change a document that is “in flight”
Example: Suppose person 1 submits a document and makes an error in data entry. Person 2 who is signing and approving catches the error. It would be nice if they could comment on the error and push the document back to person 1 to fix and resubmit. Unfortunately Adobe Sign does not work this way. Person 2 would have to comment and decline to sign. Person 1 would have to resubmit the document as a new transaction.
Frequently Asked Questions
Does Adobe Sign Cost Money for my Department?
Cost to the College is about $0.98 per transaction.
Each transaction is any initiated form or process, regardless of completion.