Adobe Sign get signature

Use the Adobe Sign get signature action to capture electronic signatures on documents from recipients specified by you.

You can use the Adobe Sign get signature action to do the following:

  • Request signatures from single or multiple recipients.
  • Combine documents using templates in Adobe or SharePoint.
  • Track and capture signing outcomes from all parties.
  • Stores and files digitally signed documents in SharePoint.

Note: This is an external action and may execute on servers running outside your data center Centralized locations used to house servers used by Nintex for remote storage, processing, or distribution of data. Nintex has a number of regional data centers available for Nintex for Office 365. For information about Nintex data centers and where your data center is located, contact your Nintex account or territory manager. region. Before implementing, consider performance and regional concerns where digital boundaries are an issue. For more information, see In-tenant and external actions.

Nintex for Office 365 leverages the following services when sending emails and notifications:

  • SharePoint email services: to send internal emails and notifications to accounts within the same tenant.

  • SendGrid: to send external emails and workflow notifications. The IP addresses used by SendGrid are:

    • ip4: 149.72.205.150
    • ip4: 149.72.211.139
Before you start 

Variables are placeholders that store information that changes each time the workflow runs or even during execution of a single workflow instance.

Each variable has a type that determines what values can be stored in the variable, such as a date, number, file path or a workflow user name. For example, if you want to save the name of an employee in a variable, you have to create a variable of type Text. The workflow can then store a name of the employee, such as "John," in the variable.

  • Text: Text string.
  • Boolean: Yes or No value.
  • Date/Time: Date and time value.
  • GUID: Globally unique identifier, often used to reference a list item in SharePoint.
  • Number: Integer number with decimal value.
  • Integer: Integer number with no decimal value.
  • Choice: A value that requests a selection from a list of allowed values.
  • Person or Group: A value that requests a selection from a user lookup.
  • Hyperlink: A value that requests a hyperlink URL and description.
  • Dictionary: A container that holds a single logical unit of variables. For more information, see Dictionary variables.
  • Collection: An index-based array of values, also known as an ordered list of values. For more information, see Collection variables.

In NintexOffice 365, the different categories of variables that can be used in a workflow are given below:

  • Start Variables: Workflow variables with the initiation option selected. Start Variables are used to get data from users when a workflow manually starts.

    • For more information on manually starting a workflow, see .

You can insert an existing Workflow Variable or Context Variable into the configuration fields of workflow actions A tool for building the processes, logic, and direction within workflows. and you can create user-defined variables for use throughout your workflow.

You can create user-defined variables from the Action configuration window when you are configuring a workflow action or from the toolbar of the designer page.

  1. In the Action configuration window, click in a field that accepts variables.
  2. Do one of the following depending on the method available;
    • On the drop-down list that appears, Click Create New Variable.
    • On the Insert Reference pane that appears, expand the Workflow Variables section and click Create New Variable.
  3. Do the following in the Workflow Variables pane to create the variable:
    1. For Name, type the variable name you want to use.
    2. Select a Type.
    • If you want to display the variable on the start form, select the Show on start form check box.
    1. Click Create.
  1. On the toolbar of the Designer page, click Variables. The Variables dialog box appears.
  2. Click New and fill in the following:
    1. For Name, type the variable name you want to use.
    2. For Type, select a variable type corresponding to the type of data you want to store.
    1. Click Save.

For more information, see User-defined variable types and Initiation options.

The following table describes the variable types available in the Variables dialog box as well as their initiation options, which are available when you select Yes for Initiation. Initiation options control the display and behavior of the variable on the start form that is displayed when a workflow is started manually.

Variable type Description

Initiation Available

 Initiation options
Text

Any text value.

Underlying .NET data type: System.String.

Yes
  • Multiple Lines: When selected, allows multiple text lines in the default value.
  • Description: Text to display under the text box on the start form. Example: "Enter new name".
  • Default value: Default value for variable.
Boolean

Yes or No value.

Underlying .NET data type: System.Boolean.

Yes
  • Description: Text to display under the check box on the start form. Example: "Enable?"
  • Default value: Default value for variable: Yes (true) or No (false).
Date/Time

Date and time value.

Underlying .NET data type: System.DateTime.

Yes
  • Description: Text to display under the text box on the start form. Example: "Select the date needed by".
  • Default value: Default value for variable: None or Today's date.
  • Allow blank values?: When selected, allows the start form to be submitted without specifying a value for the variable.
  • Display format: Display format for variable: Date and time or Date only.
GUID

Globally unique identifier, often used to reference a list item in SharePoint.

Underlying .NET data type: System.Guid.

No

 (n/a)
Number

Numeric with a Decimal value.

Underlying .NET data type: System.Double.

Yes
  • Description: Text to display under the text box on the start form. Example: "Specify quantity".
  • Default value: Default value for variable. Can be selected or entered.
Integer

Numeric without a decimal.

Underlying .NET data type: System.Int32.

No

 (n/a)
Choice

A value that requests a selection from a list of allowed values. The value selected by the workflow initiator is stored in the variable.

Underlying .NET data type: System.String.

Yes
  • Description: Text to display under the drop-down list on the start form. Example: "Select the product"
  • Choices: Choices available in the variable. Enter each choice on a separate line.
  • Default value: Default value for variable. Enter one of the specified choices.
Person or Group

A value that requests a selection from a user lookup. The item selected by the workflow initiator is stored in the variable.

Underlying .NET data type: System.String.

Yes
  • Description: Text to display under the text box on the start form. Example: "Select your manager"
  • Allow selection of: Scope of allowed selection: People Only or People and Groups.
  • Choose from: Source of selection: All Users or SharePoint Group. Use the drop-down list to select a SharePoint group.
  • Allow blank values?: When selected, allows the start form to be submitted without specifying a value for the variable.
  • Allow multiple values?: When selected, allows entry of multiple values.
Hyperlink

A value that requests a hyperlink URL and description.

Two text boxes are provided: 

  • Type the Web address
  • Type the description

The values entered by the workflow initiator are stored in the variable.

Underlying .NET data type: System.String.

Yes
  • Description: Text to display under the "Type the description" text box on the start form. Example: "Enter a display value for the URL"
  • Allow blank value?: When selected, allows the start form to be submitted without specifying a value for the variable.
Dictionary

A container that holds a single logical unit of variables. For more information, see Dictionary variables.

Underlying .NET data type: Microsoft.Activities.DynamicValue.

No

 (n/a)

Collection

An index-based array of values, also known as an ordered list of values. For more information, see Collection variables.

No

(n/a)

You can insert a Workflow Variable, Reference A workflow reference which is used to construct content containing information specific to the list or library item and to the current instance of the workflow. or a Context Variable into the configuration fields of workflow actions A tool for building the processes, logic, and direction within workflows..

Each field that accepts variables accepts one or more methods for inserting variables. The method available differs depending on the field.

Available methods are given below:

  • Click on the field and select an existing variable from the drop-down list for the field.

  • Click on the field, click Create New Variable, and fill the following fields in the Workflow Variable pane that appears:
    1. For Name, type the variable name you want to use.
    2. Select the Show on start form check box if you want to display the variable on the start form.
    3. Click Create.
  • Click on the field, select Workflow Variables or Workflow Context, and select a variable from the corresponding drop-down list.

  • Click Advanced Lookup, select Workflow Variables or Workflow Context from the drop-down list that appears, and then select a variable from the corresponding drop down and click Insert.

  • Click on the field that accept references and from the Insert Reference pane that appears on the right, double-click on a reference to select. Available sections and lookup values depend on the options available for the workflow action.
    Section Description
    Item Properties

    Metadata columns for the item the workflow is associated with. Available only for list workflows.
    Workflow Context

    Context variables that represent data related to the current workflow instance, such as current item or site URL and workflow name.

    • Current item URL: The URL of the item the workflow is associated item. Available only for list workflow actions.
    • Current site URL: The URL of the site the workflow is associated site.
    • Initiator login name: The login name of the person who started the workflow instance.
    • Initiator display name: The display name of the person who started the workflow instance.
    • Initiator email address: The email address of the person who started the workflow instance.
    • Instance ID: The unique identifier of the workflow instance.
    • List ID: The unique identifier of the list the workflow is associated with. Available only for list workflow actions.
    • List Name: The name of the list the workflow is associated with. Available only for list workflow actions.
    • Manager login name: The login name of the manager of the initiator (the person who started the workflow instance).
    • Manager display name: The display name of the manager of the initiator (the person who started the workflow instance).
    • Manager email address: The email address of the manager of the initiator (the person who started the workflow instance).
    • Publish user: The person who published the workflow.
    • Workflow name: The name of the executing workflow.
    Workflow Variables Workflow variables configured for the workflow.

You can configure variables to collect data when a workflow is manually started. These variables will be shown on a start form used to initiate the workflow and allows users to specify a value for the workflow variable before the workflow starts, basically passing values into the workflow before it starts.

Variables displayed on a start form are also known as the "start data" of the workflow and represent data that must be collected when the workflow is started.

Note:  If the workflow starts automatically, then default values are used for start data.

To learn how to manually start a workflow, see Start a workflow manually.

Configure a variable to show on a workflow start form:

  1. Open the required workflow. The workflow designer opens.

  2. On the toolbar, click Variables. The Variables window opens.

  3. To edit an existing variable, click the required variable. The row becomes editable.

    or

    4. To create a variable, click New on the Variables window toolbar, enter a Name, and select the Type for the variable.

  4. Select the Initiation check box for the required variable.
  1. Click Save to commit changes.

Add and configure the Adobe Sign get signature action

In the Designer:

  1. Click the Integration action group in the action toolbox.

    2. or

    Type the action name or function in the Search field at the top of the action toolbox.

  1. Drag the Adobe Sign get signature action to the designer canvas.
  2. Open the Action Configuration window. For steps on how to open the Action configuration window, see Action configuration window.
  3. Fill in the configuration fields and click Save.

For information on the fields and buttons see, Adobe Sign get signature fields, buttons and settings

Section Field Description
unlabeled Initiator

The name or email address of the authorizing user who receives the request to authorize the Adobe Sign account.

The authorization request can be sent to an email address that is outside your tenancy. An external email service configured by Nintex is used to send external emails.

Click to insert an initiator using Workflow Variables, Workflow Context or use List Lookup.

  • Workflow Variables: Insert a user defined workflow variable.
  • List lookup: List lookups can reference a property of an item in the current site.
  • Workflow Context: Reference a value specific to the workflow, the context of the item, and the current task within the workflow.

For more information, see Lookups in action configuration fields.

The first time a workflow is run after being published, the initiator must authorize Nintex to access the Adobe platform.

Authorizing Nintex Workflow only authorizes a single workflow.

  1. When the action runs, an email with the below content is sent to the email address selected for the Authorizing user.

    2. From: notification@nintexlive.com

    Subject: Contains phrases "Nintex Live" and "Request authorization".

    Contents: Contains links to authorize or deny the operation.

  2. When the link to provide authorization is clicked the user is prompted to do the following:
    1. Log in to the external service.
    2. Allow Nintex Live to access the external service.
    3. Option to stop receiving future authorization requests for the service.

If the authorizationis not provided for one of the following reasons, the workflow is suspended.

  • The authorizing user denies the authorization request by:
    • Clicking the deny link in the email received.
    • Not allowing Nintex live to access the external service.

    The workflow is suspended with the error "The service request has been denied".

  • Authorization is not provided within 7 days after the authorization request is sent.
    • The authorizing user never clicks the authorize link in the email message.
    • The authorizing user initiates the process by clicking the link but does not complete all steps. For example, the authorizing user logs in to the external service but does not complete the step to allow Nintex Live to access the external service.

    • The workflow is suspended with the error "The service request has expired".
Recipients Signing order
  • Complete in order below: Recipients receive the document to sign in the order listed by the initiator. The document is sent to each recipient to sign only after the previous recipient completes signing.
  • Complete in any order: Recipients can sign the document in any order. The document is sent to all recipients at the same time to be signed in any order.
  Recipient name or email
  • Enter email: Enter the email address of the person you want to send the document to. The recipient does not need an Adobe ID or account.
  • Use initiator: The variable with the name or email address of the initiator is used.

 

 Recipient role

There are different recipient roles types depending on your workflow requirements as follows:

Field Description
Signer This role is the default recipient role. Signers are required to apply at least one signature to an agreement.
Approver Approvers are not required to sign or interact with any fields. All approvers need to do is enter their name before sending the transaction to the signers. Fields can be assigned to approvers, and if those fields are required, they need to fill them out.
Acceptor The Acceptor role is appropriate when the recipient needs to acknowledge an acceptance of the agreement without formally approving the content.
Certified Recipient Certified Recipients can have no (zero) form fields assigned to them. During their "signature" process, they will be asked to either delegate, decline or acknowledge the agreement.
Form Filler Form Fillers can be designated within a signature cycle, but are not required to apply a signature of any kind. All fields types can be assigned to a Form Filler, including signature fields if desired.
Delegator The delegator role is designed for workflows that require a person to make the final judgment on who the correct next person is that should sign or approve the document. If the delegator role is selected, a new dropdown will be displayed to select who to delegate the agreement to.

For more information, see Allow various recipient roles.
  Identity authentication

When obtaining signatures or approvals from recipients, many agreements demand a higher assurance of authentication than simple email verification. Adobe Sign provides several options for senders to insert a second-factor authentication into the process, establishing a higher confidence level that your recipients are properly certified.

  • Email: No authentication required. The recipient will receive an email with a link to sign the document.
  • Password: An alphanumeric password is set by the sender while configuring the agreement that the signer must enter.

    • Important:  To ensure secure encryption, the Password option in Identity authentication only supports plain text (typed in) passwords. Workflow Variables, List Lookup and Workflow Context are not supported and will display an error when saving the action configuration. To type in a password, select Value in the Equals field and type in the password to use.

  • Social: The signer is required to authenticate to one of the allowed third-party services: Google, LinkedIn, Twitter, Facebook, Yahoo, or Microsoft Live.
  • Knowledge-based: The signer is required to provide their name, address, and optionally the last 4 digits of their SSN, then answer questions to verify their identity. Powered by RSA. Available only in the US.
  • Phone (SMS): Signers will be required to enter a verification code that is sent to their phone via SMS or voice call.
  • Example: +1 (425) 555-5555
  • Adobe Sign: The signer is required to authenticate with an Adobe Sign account.
  • Government ID: The recipient must provide an acceptable government-issued ID and selfie.
  • Click Add Recipient to add multiple recipients. The maximum number of recipients is 50.

For more information, see Use identity authentication methods.
  Add recipient Displays fields to add details of another recipient.
  Click to delete a recipient.
  CC

Read only names or email addresses. Select the icon and open the Select People and Groups window to find people from your organization.
Agreement Agreement name Name of the document being sent to the recipient.
  Message The message that is included with documents being sent to the recipient. Only recipients can see the message.
  Days until expiry

The number of days a document will be available to sign by the recipient before it expires. Use the drop down list to set the days.

The number of days has to be between 1 and 180.

 

 Reminder frequency

The number of times the recipient is reminded to sign the document.

The frequency options are listed below:

  • None: No reminder emails will be sent to the recipient.
  • Daily until signed: A daily reminder email will be sent to the recipient.
  • Weekly until signed: A weekly reminder email will be sent to the recipient.
  • Week-daily until signed: A daily reminder email will be sent to the recipient every week.
  • Every other day until signed: A reminder email will be sent to the recipient every other day.
  • Every third day until signed: A reminder email will be sent to the recipient every third day.
  • Every fifth day until signed: A reminder email will be sent to the recipient every fifth day.

 

 Post sign redirect URL

Enter the URL where the recipient will be redirected to after they sign the document.

The URL should be specified in full with http/https. Example: https://www.nintex.com
  Password protect

Create a password for the recipient to enter to unlock the document before signing. The set password will be used to access the document after signing.

Password only supports plain text (typed in) passwords. Workflow variables, List lookup and Workflow Context are not supported. To type in a password, select Value in the Equals field and type in the password to use.
Documents Document location

Select one of the two options for the document location:

  • SharePoint
    • If SharePoint is selected, the name of the template will be displayed as SharePoint relative URL.
      • The SharePoint URL can be a full URL.
      • The maximum combined file size is 9.5 MB. The workflow will error if the combined file size is greater than 9.5 MB.
  • Nintex Sign
    • If Nintex Sign is selected, you will need to set the name of the template. The template name can be obtained from Template Summary in Nintex Sign.
      • The document/template must already exist within Nintex Sign.
      • There is no combined file size limit.

The document will be sent to the recipient.

Click Add document to add multiple documents.

If there are multiple documents, they will be merged into one single document. The maximum number of pages is 100.

The maximum number of documents is 50.
Output Wait for response from all recipients
  • Yes
    • If "Yes" is selected, the workflow will be paused after the agreement has been generated by Adobe Sign.
  • No
  Output document library

Select a document library to output the signed document. Document libraries will vary for all environments.

 

Output document name/path

The specific location of the folder/path where the document will be stored.

Example: [Folder Name/] MyDocument.pdf
  Overwrite existing item

Check this box if you want to overwrite an existing file in the location.

If the box is unchecked, a new file will be created and the file name will have the date-time as the suffix.

 

Agreement URL

The variable where the URL of the signed documents can be stored.

 

Agreement status

The variable where the status of the signed document can be stored.

 

Agreement outcome

The variable where the agreement outcome for the signed documents can be stored.

Possible outcomes:

  • Signed: The agreement was signed by all recipients.
  • Unsigned: The agreement was not completed, or a recipient did not sign.
  • Error: Workflow was suspended.

For more information about how to use Lookups in configuration fields, see Lookups in action configuration fields.