蜜豆视频

Transcript

Hello everyone, and thank you for joining us today. Welcome to this edition of Acrobat Sign Skill Builder. Before we jump in, I鈥檇 like to remind you that this session is being recorded and will be available within 24 hours, right here where you joined today. You鈥檒l also receive an email with a link to the recording for on-demand viewing. As always, please make sure to ask any questions in the Q&A pod, on the right side of the screen. We鈥檒l have 蜜豆视频 experts on standby, ready to answer. We鈥檒l answer as many questions as possible, but for those that we aren鈥檛 able to get to, there are several great resources that you can visit to learn more. We鈥檝e dropped those in the Q&A pod for you to bookmark. First, by way of introduction, my name is Weston Romero, Technical Product Evangelist at 蜜豆视频. Over the course of the last several years, I鈥檝e had the absolute pleasure of helping a broad range of customers implement and adopt e-signature and digital document technology, all in pursuit of digital transformation. Let me show you what we鈥檒l be covering today. While Acrobat Sign and Microsoft have many available integrations, today we鈥檒l specifically be diving into three of Microsoft鈥檚 most popular 365 applications. We鈥檒l take you through the steps of installing and then using the Acrobat Sign integration for Microsoft Outlook, Word, and SharePoint. I like to start out with an easy poll. What is your experience level with 蜜豆视频 Acrobat Sign? Let鈥檚 start with the Acrobat Sign for Microsoft Outlook integration. Many documents are emailed back and forth, open directly from Outlook, often requiring approvals or signature. With the Acrobat Sign for Outlook added, users can configure new agreements directly from Outlook by either composing a new email, starting from a blank slate, or by replying to an existing email, seamlessly importing the recipient list, and automatically attaching any files from the source email. Let鈥檚 look at how easy it is to install and use the Acrobat Sign for Outlook add-in. We鈥檒l start by opening Outlook, then to get the Acrobat Sign for Outlook add-in, we鈥檒l go to and select Get Add-ins from the Home ribbon in Outlook. It鈥檚 important to note that you might not see this if your admin has blocked you from installing add-ins to your Outlook account. Be sure to get in touch with your Outlook admin if you run into this challenge to have it enabled. Once the Get Add-ins window has loaded, you can search for Acrobat Sign in the search bar on the top right. Clicking into the app will give us additional details about the add-in, as well as available resources. When ready to add it, select Add, and then once added, selecting Get Started will provide us with a couple of examples of how the add-in will function in Outlook. Let鈥檚 close out of this, and now that we鈥檝e added the Acrobat Sign add-in, let鈥檚 put it to use and look at the options that you immediately have available. In the Home ribbon, we now see Acrobat Sign where we have three functions available to us. Fill-in sign, which allows us to quickly sign documents requiring a quick signature. Send for signature, which allows us to define and initiate signature workflows, and Agreement Status, which allows us to get real-time statuses for our agreements. Let鈥檚 now use some of these options with the email that I received from Sender Jones. And again, we can use these options right from Outlook. Or we can pop out the email and we鈥檒l have all of those same options available in the email itself. For this example, let鈥檚 start with the Send for Signature option. Choosing Send for Signature will pop out a pane on the right side of the window while automatically attaching the document in the email. Saving us from having to manually download and upload the document. For the recipients, we鈥檒l simply type in the email address of the participants who are required to take action on this document. Since I鈥檓 signing first, I鈥檒l first add my email address. Then I鈥檒l add the second participant, which is Sender Jones, who will need to add their approval after I鈥檝e signed. In this example, I鈥檒l drag and drop Sender鈥檚 email address into the Recipients section, and now we have a two-participant workflow. Finally, we see that the name of the agreement has automatically been defined by the attached document, and then a section for the message, where we can personalize a message that will be included in the email sent to the participants, asking them to take action. Once the agreement workflow has been defined, we can preview, then send the document should we need to add form fields before it鈥檚 sent to the first participant. Selecting More Options will pop out a window with the Acrobat Sign Send page, where you鈥檒l have additional options such as defining the participant role, order, and signer authentication. With Sender Jones as the approver in this workflow, we can change his role from signer to approver. We can also make additional changes to the agreement name, messaging, and attachments. Let鈥檚 go ahead and select Next to add signature and form fields to this document before sending out. This brings us to the authoring view, where we can see 蜜豆视频鈥檚 artificial intelligence agent, 蜜豆视频 Sensei, has detected that form fields need to be placed on this document. Clicking on it will place fields where detected, which we see the two fields that were placed, as well as the fields that were placed below, where even the type of field was detected, including signature, full name, and date. Having the fields automatically detected and placed saves us from having to manually drag and drop each field on the document, although if needed, we could do so from the pane on the right. We can place additional signature fields, signer info fields like title, company, name, email, and date, as well as many other types of builds that would allow us to collect the needed information from our participants. We are now ready to send this document out for signature and approval. But before we do, I could save this document as a form field template in my Acrobat Sign library, should I expect to use it again in the future. Let鈥檚 go ahead and select Sign, then Send. And because we defined ourselves as the first signer, it will prompt us to sign the document before being sent out to sender Jones for his approval. We can now enter in the needed text in the text input fields, and can navigate through this document until all required fields have been completed. I can apply my signature to the document by using my saved signature, or choosing a new signature by drawing one, uploading an image, or using my mobile device to capture it. I鈥檒l use my saved signature in this example. And now I鈥檓 ready to select Click to Sign, which will then advance this agreement to the approver and bring us back to Outlook, where we see a message noting that our agreement has been sent out for signature. Before we approve the document as sender Jones, we鈥檒l take a glance at checking the status of our agreements directly from Outlook. Selecting agreement status from the Acrobat Sign add-in will pop out a pink, and then from the Acrobat Sign add-in will pop out a pane on the right of the window and show me all of my recent activity in my Acrobat Sign account, including the agreement that we just initiated where we can see the status is currently out for approval. We also see where I played the part of Conrad Sims to initiate and sign the agreement. If we need to take additional action on the agreement or see additional detail, we can select View Agreement, and this will pop out a window where we see the option to send reminders or cancel the agreement if we needed. We can also see the recipients and the action they鈥檝e taken so far, while the activity will show us the sequence of events. Let鈥檚 now play the part of the approver, sender Jones, where I鈥檓 logged into my inbox and just received an email from Conrad Sims asking for my approval on the agreement. I鈥檒l click into the email and then select Review and Approve to begin the process. In this view, we can see the message from Conrad, as well as access the options we have available to us. We have the option to delegate to another approver, decline to approve, or view the history of this agreement and download the PDF in its current state. However, we intend to approve this document and will scroll down to the bottom and select Click to Approve, which will complete the workflow for this agreement. Now that all required participants have taken action and the agreement workflow is complete, all involved parties will automatically receive a follow-up email with the final signed and certified PDF. Returning to Outlook, Conrad also received a follow-up email with the attached PDF in the audit report and can see that the updated status of the agreement from the Acrobat sign add-in for Outlook. We just walked you through how to install and use the Acrobat sign for Outlook add-in, and how you can sign, initiate, and track your agreements without leaving Outlook or needing to log into another application. If additional instruction is needed for installing and using the Acrobat sign for Outlook add-in, please visit helpix.adobe.com, where you can locate the installation and user guide for step-by-step guidance. Before we move on, I have another poll for you. Let鈥檚 take a look at the Acrobat sign for Microsoft Word integration. Many document files get their start in Word, from the first draft to the final version. Now imagine being able to collect signatures and track their status on those very documents without ever leaving the application they were created in. With the Acrobat sign for Word add-in, users can open any file and use that file as the basis for a new agreement. We鈥檒l now walk you through the steps to install the Acrobat sign for Word add-in, and then how it can be used to initiate and track signature workflows. We鈥檒l start by opening Microsoft Word, where I have one of my sample documents opened. Before we can use the Acrobat sign for add-in for Word, we must add it just as we did for Outlook. To do so, we鈥檒l go to the Insert tab and select Get Add-ins. From the pop-out window, we鈥檒l search for Acrobat sign. Clicking into the Acrobat sign add-in will provide us additional details and resources available for the add-in. I鈥檒l select Add, which will then prompt us to agree to the terms and conditions before being installed. As you can see, we now have the Acrobat sign add-in successfully installed with the options in the ribbon available for us to begin using. You鈥檒l find that this experience is very similar to the add-in for Outlook. And now that we鈥檝e installed the add-in, let鈥檚 begin using the Availo. This time, we鈥檒l start with the Fill and Sign option. Clicking Fill and Sign will allow us to authenticate and connect our Acrobat sign account to Word. Once authenticated, we can get started. Fill and Sign will automatically take the document we have opened and attach it as the document that we can then fill and sign. We can also add additional files if needed, but for now we鈥檒l select Continue, which will then pop out a window that will allow us to begin filling out the document that we have opened. Finally, I can enter in my name as well as the date. And just like that, we were able to simply fill and sign this document. Now that we鈥檙e ready to move on to the next step, we鈥檒l select Done and the document will be saved as a pre-designed document. Now that we鈥檝e added the document, we can now enter in the date and the date of the document. We can now enter the date and the date of the document. We can now enter the date and the date of the document. Next step, we鈥檒l select Done and the document will be saved as a protected PDF that can be shared, downloaded, or further managed. Sending a copy will allow us to enter in the email addresses of the recipients, as well as enter in a message, similar to composing an email. When ready to be sent, we鈥檒l select Send and now a copy of the signed PDF has been shared with the identified recipients. Closing out of the pop-out window will return us to Word, where we鈥檒l see the pane on the right has been updated, giving us additional options such as viewing the signed PDF, saving a copy, or going to the Acrobat Sign menu. I鈥檒l select View Signed PDF and here we see a web view of what we just filled out and signed. Now that we鈥檝e shown you fill and sign, let鈥檚 take a quick glance at the Send for Signature option, which will be very similar to what we showed you with the Acrobat Sign for Outlook add-in. Like fill and sign, it will automatically attach the current Word document that we have opened with the ability to attach additional files. But because this time we鈥檙e requesting signature versus self-signing a document, we now have the ability to identify the recipients who are required to take action on this document. Finally, we can add a subject line and a message that the identified recipient will see in the email they receive, asking them to take action. Just like with the Acrobat Sign add-in for Outlook, we can select More Options, which will pop out a new window where we have additional options for customizing our agreement before sending for signature. I don鈥檛 need to add any additional options this time around, so I鈥檒l select Send. Closing out of the pop-up will return me to Word, where I can see the pane has been updated, letting me know the agreement has been sent for signature. Let鈥檚 now take a look at the Agreement Status option with the Acrobat Sign add-in for Word, and just like with the add-in for Outlook, we鈥檙e able to view the recent activity of our agreements directly from Word. We see the agreement that was just sent out in its current status. We also see the status of many of my other agreements. Clicking into the agreement that we just sent out, we see additional details, as well as have the ability to select View Agreement, which will pop out a new window, where we鈥檒l now see the preview of the document in its current state, as well as have additional options available to us to further manage this agreement. We can send a reminder, cancel the agreement, and even modify the agreement while it鈥檚 in flight, as long as the first participant hasn鈥檛 yet taken action. We can also see the activity on this agreement from this view. We just walked you through the steps to install and use the Acrobat Sign for Word add-in, allowing you to collect signatures and track their status directly from Word. Before we move on, I have another poll for you. If additional instruction is needed for installing and using the Acrobat Sign for Word add-in, please visit helpx.adobe.com, where you can locate the installation and user guide for step-by-step guidance. We鈥檙e going to look at the Acrobat Sign for Microsoft SharePoint integration. SharePoint is often used as a repository to store, organize, share, and access documents from a central and secure location. But what happens when you need to collect signatures or an approval on a file that lives in SharePoint? With the Acrobat Sign for SharePoint integration, users can send documents out for signature, track their progress, and then automatically upload the completed version of those documents back into SharePoint without ever leaving. Let鈥檚 walk through the steps of installing the Acrobat Sign for SharePoint integration, and then we鈥檒l show you some of the features and functionality that鈥檚 included. As we get started, please note that you must be both a SharePoint and Acrobat Sign admin to be successful with the Acrobat Sign for SharePoint installation. Logged into my SharePoint site, I鈥檒l begin the process by going to Site Contents. From here, I鈥檒l select New and then App. On this next page, you鈥檒l see that Acrobat Sign is specified as an app I can add, which could simply mean that the app has already been installed at the tenant level. If we didn鈥檛 see Acrobat Sign here, we would simply select Find More Apps in the SharePoint store and then search by Acrobat Sign. Once we鈥檝e located the app, we can click into it for additional details, as well as add it if we didn鈥檛 have it already. Since Acrobat Sign is available in my apps, I鈥檒l return to that view and add it to my SharePoint site. I鈥檒l select Add and then ensure I鈥檝e trusted it. And now the Acrobat Sign app is being added to my SharePoint site. Returning to Site Contents, I now see that the app is being installed. Now that the Acrobat Sign app has been installed, I鈥檓 ready to establish my connection by logging into my Acrobat Sign account from SharePoint. Once the connection has been successfully established, we can begin going through each tab to configure the experience. We鈥檒l start by going to the Sign File Settings tab, where we can assign a destination folder for our signed agreements that are sent out from this integration. By default, they are archived in my site鈥檚 Documents folder. However, I wish to change this to a folder I created called Signed Agreements. Let鈥檚 also go ahead and check the box that says Store Audit Trail with Signed Agreements. We鈥檒l select Save and then move on to the Template Mappings section. Template Mappings allows us to merge SharePoint library and list data to the form fields of the site. Template Mappings allows us to merge SharePoint library and list data to the form fields on our documents that are being sent out for signature. In my example, I鈥檒l be using my document library as the source of data. Starting with SharePoint to Agreement Mappings, I鈥檒l select Documents as the library I鈥檒l be mapping my form field data to. Then I can define which SharePoint field will contain this data and the name of the field of my document that the data should be mapped to. In my example, I鈥檓 using Company Name. Once defined, we can save and add additional mappings if needed. Next, we鈥檒l define the mappings for collecting form field data from the agreement that we wish to merge back into SharePoint. I鈥檒l choose Documents as the library I want the collected data mapped to, but this time I鈥檒l choose a different SharePoint field. In this example, I want to collect the name of the signer and have that information mapped back to my SharePoint library. Similar to template mappings, Acrobat Sign supports relating data between Acrobat Sign web form agreements and SharePoint lists. However, we won鈥檛 be going into that today. Finally, Personal Settings is where we can set defaults to items such as the agreement name and messaging. Now that we鈥檝e made some configurations to the integration, let鈥檚 return to our SharePoint site where we can begin using it. In my example, I鈥檒l be collecting a signature on a saved Word document from my Documents library. Clicking into the document, you鈥檒l see where I鈥檝e added Acrobat Sign text text, which is a simple string of text that acts as a placeholder for Acrobat Sign form fields while defining the field properties. This is simply an alternative for creating reusable document templates that live and can be maintained outside of your Acrobat Sign account. You鈥檒l see both the company name and signer name fields, which were both fields I defined when configuring the template mapping settings. Let鈥檚 return to the library so that we can send this document out for signature. We鈥檒l select the document where we see the company field name is specified as ABC Inc. Then we鈥檒l select the three ellipses where we鈥檒l see all of the options that we have available to us with the Acrobat Sign integration, including send for signature, agreement status, library template, manage agreements, and settings. For now, we鈥檒l select send for signature, and this will direct us to the Acrobat Sign send page where we鈥檒l see the agreement name and file has been applied based on the selection we made in SharePoint. Let鈥檚 add a signer to this workflow and then send the agreement out for signature. From the perspective of our signer, Signer Jane, clicking into the agreement she just received, she begins the process of completing and signing the document. But notice how ABC Inc. has been added as a read-only value to this document. This is the result of defining the template mapping between our SharePoint and document fields. Signer Jane will then sign the document and enter in her name, which is another value that we defined in the template mapping settings, but this time, data that we want to capture on the document and merge back to SharePoint. Let鈥檚 go ahead and click to sign to complete the process and now return to SharePoint, where we鈥檒l see the signer name field has automatically been updated. If we go to the signed agreements folder, we鈥檒l see both the fully signed PDF and audit report has been automatically uploaded, where we can then click into each to view the contents within. We just walked you through how to install and use the Acrobat Sign for SharePoint integration, enabling users to send, track, and share agreements directly from SharePoint. It鈥檚 time for a quick poll. We appreciate your participation and your responses. If additional instruction is needed for installing and using the Acrobat Sign for SharePoint integration, please visit helpx.adobe.com, where you can locate the installation and user guide for step-by-step guidance. As a reminder, this session has been recorded and will be available within 24 hours, right here where you joined today. You鈥檒l also receive an email with a link to the recording for on-demand viewing. We鈥檒l also have a live Q&A after the session. Before I let you go today, let me point out a few resources you can bookmark to help you find answers to any questions we weren鈥檛 able to get to today. We鈥檝e dropped those links in the Q&A pod. The first is the 蜜豆视频 Help Center, where you鈥檒l find user guides, tutorials, and can use the search function to find what you are looking for. Next is the 蜜豆视频 Experience League. Here you can access a vast library of learning content and courses, get personalized recommendations, and connect with fellow learners. The Acrobat Sign support community is another resource where you can view past discussions, join current ones, or start your own. These monthly Skill Builder webinars are a great place to learn new skills or brush up on existing. You can register for future events and watch past webinars on demand. And finally, the Acrobat Sign resource hub is a one-stop shop for everything Acrobat Sign. It includes tips and tricks, tutorials, customer stories, the latest integrations, and more. We鈥檙e always updating and adding to it, so be sure to check back frequently. I have one last poll for you. I鈥檇 love to know if you鈥檝e learned something new from today鈥檚 session. Thanks for joining. I鈥檓 Weston Romero, and this has been another session of 蜜豆视频 Acrobat Sign and Skill Builder. Happy sending, happy signing.