Adobe Sign - Are there any tips for USCs and group admins for managing and creating groups?

Tips for USCs and Group Admins for managing and creating groups, finding users in Adobe Sign, fee schedules, and more common troubleshooting tips.

E-Signatures at the University of Illinois How do I sign an electronic document? Adobe Sign Tutorials  Tips for USCs and Group Admins Adobe Sign Troubleshooting

The University is currently using a distributed model to grant access to Adobe Sign. The Unit Security Contact first needs to complete and submit the Adobe Sign Access Request form: https://go.uillinois.edu/esignaccess. Once the USC has an account, they can provision sending accounts as needed for their users.

There is no need to fill out the Request for Access form for every person that needs to be provided access to a sending account. It's important to note that only users that need to initiate and send documents through Adobe Sign need to be provided access by the USC. Anyone can sign and receive agreements through Adobe Sign without any further action. 

 Remind your users to always use their campus-specific email to log in to Adobe Sign. They should be prompted to use two-factor authentication and see the University logo at the top of their Adobe Sign dashboard once they are signed in. 


The purpose of this guide is to get you familiar with Adobe Sign and the functionality available to you as a user. This guide covers all the important processes in Adobe Sign and familiarizes you with the user interface. 

Follow along and learn how to organize files in the Document Cloud, share files with other users, obtain signatures quickly and easily, and more.

Setting your group up

Detailed walkthrough of adding users and granting sending permissions. (For USCs and Group Admins)

Video: Creating and managing a group 

How to create a group, add users to a group, and edit settings for existing groups. 




Common Troubleshooting for USCs and Group Admins:

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 campus-specific email (Illinois.edu, uic.edu or uis.edu – no other domains will work) 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 admin, 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.

DESIGNATING GROUP ADMINS

In some cases, it might be appropriate for a USC to designate additional Group Admins for departments to more effectively distribute access. Instructions for how to grant users Group Admin privileges are included in the Create and Manage Groups help doc. It is recommended that Group Admin privileges be granted selectively as they have to power to grant sending privileges and add users to the department's group. 

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 documents needs a legal and binding signature and Adobe Sign might not be right for every case. 

WHAT IS THE COST?

System-wide functions are exempt from additional costs. If you are unsure if your department would qualify for an exemption, please reach out to the AITS Service Desk.

For non-exempt departments, the first 100 envelopes (transaction sent through Adobe Sign) are free. Envelopes exceeding the 100/yr. tier will be billed directly to departments at the rate of $1 per envelope at the end of FY based on actual usage. Departments can run reports on their envelope usage at any point through the Adobe Sign dashboard.

USC RESPONSIBLE FOR MANY DEPARTMENTS

At this time, please fill out a separate Request for Access form for each department with their unique CFOPAL. Usage is counted by individual department code, not by USC. Usage can be monitored at any time by running a report through the Adobe Sign Dashboard (See: Tutorials). 

STUDENT USERS

At this time, the enterprise license does not automatically support student users, but if a department wants to grant access to a student user, they can request by creating a AITS Service Desk ticket. 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.

SETTING 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. 




Need more help? Contact the AITS Service Desk.


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Keywords:adobe sign, e-signatures, AITS   Doc ID:100801
Owner:Julie W.Group:University of Illinois System
Created:2020-04-17 12:56 CDTUpdated:2020-04-22 11:55 CDT
Sites:University of Illinois System
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