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Adobe Sign - Tips for USCs and Group Administrators

This document provides a list of the responsibilities of USCs and group administrators in regards to Adobe Sign, as well as provides a list of FAQs by group administrators, and provides tips for USCs and group administrators for managing and creating groups, finding users, and more common troubleshooting tips.

Unit Security Contact (USC) Responsibilities

  • Requesting the creation of new Adobe Sign groups for their departments.
    • To create a new group for a department in Adobe Sign, USCs are responsible for completing and submitting a New Department Request form.
    • Please submit a separate form for each department with a unique group administrator.
    • The USC will need to designate a group administrator on the form.
      • If a USC wants to act as a group administrator, their backup USC must complete the form.  

Resources for USCs

Group Administrator Responsibilities

  • Adding/removing users to/from their group.
  • Adding/removing other group administrators to/from their group.

Resources for Group Administrators

Frequently Asked Questions for Group Administrators

My unit/department does not have an Adobe Sign group, how do we create one?

If your unit/department does not have a group, contact your Unit Security Contact (USC) to have them submit a New Department Request form.

Only one New Department Request form is needed per group. Once a group is created, no further forms need to be sent because appointed group administrators can now add/remove users and provide sending access. In general, we recommend that the USC nominates a group administrator from within the group so the group can provision sending permissions once approved. If a USC wants to act as group administrator, their backup USC must complete the New Department Request form.

How many group administrators can be assigned to an Adobe Sign group?

There is no limit to the number of group administrators an Adobe Sign group can have. We recommend having at least two (2) group administrators in the event that one changes roles or leaves the university.

I want to add or remove another Adobe Sign group administrator or user, how do I do that?

Group administrators are responsible for adding and removing other administrators and users from the Adobe Sign group. Please review the Adobe Sign - Managing Group Users/Administrators KB article.

Common Troubleshooting for USCs and Group Administrators

User Not Appearing in Adobe Sign

If a user does not yet appear in the system, please ask the individual to search their email for a set-up email from Adobe Sign. It will either be an email with Get Started instructions or an email with instructions for archiving an existing account. They will need to follow the instructions in either email in order for their account to be initiated in the system. They can also try to login through https://go.uillinois.edu/esign with their university-specific email address (@illinois.edu, @uic.edu, or @uis.edu). **Please Note: At this time, @uillinois.edu addresses are not supported on this platform. Please use their university-specific email.** and see if they can get into their University Enterprise account this way. There might be a delay before they appear in the system for you as the group administrator, but they should be activated within the hour of them taking these actions.

If the user did not receive the email and is unable to login through https://go.uillinois.edu/esign, then please send their names and emails to Access Services and support teams can work with individual to resolve the issue.

User Getting "Not Authorized to Send Message"

This is likely due to a provisioning error. Check to see that this user has been successfully added to the group and then review their individual profile to ensure that the relevant privileges have been granted. Adding a user to your group will not automatically provision them with sending privileges and you must go into the user's profile to check the box to allow them to begin sending documents. 

Frequently Asked Questions for USCs and Group Administrators

What are the appropriate uses for Adobe Sign?

Adobe Sign is intended to help with processes that require wet signatures or legal signatures. If you have not already reviewed the recently published OBFS Electronic Signatures guidelines, these guidelines should answer most questions about when Adobe Sign is an appropriate workflow. Not every document needs a legal and binding signature and Adobe Sign might not be right for every case. 

What is the cost?

The cost of Adobe Sign is currently free for all departments, but this may change in the future. If a change to the pricing becomes necessary, users will receive a minimum of 30 days notice. 

Can I add students to my Adobe Sign group?

Students users can be added by the designated group administrator for their home department, although they may not appear in the environment to be added to the group until further action is taken (refer to the User Not Appearing in Adobe Sign section). Students can still sign any document sent to them through Adobe Sign without charge. In addition, if they have Acrobat Pro, they will have some of the basic Sign & Fill functionality.

How can I set up external archives?

Please contact the AITS Service Desk for help setting up your group's external archive. External archives are currently only available for groups, not individuals however individual users can view and download their completed agreements from Adobe Sign for 30 days after completion. 

Additional Resources


Keywords:
AITS, e-signatures, electronic signature, digital signature, e-sign, tips, USC, group administrators, administrators 
Doc ID:
100801
Owned by:
AITS Business Process Automation in University of Illinois System
Created:
2020-04-17
Updated:
2025-02-05
Sites:
University of Illinois System