sheridan
IT Services
Software

Adobe Sign

Available to

  • Sheridan employees

Requirements

  • Must have an network account, including a Sheridan username and password

  • The use of Adobe Sign shall be performed in accordance with any approval or signing authority requirements of other Sheridan Policies, including:
    • Acceptable Use Policy
    • Execution of Documents Policy
    • Privacy Policy
    • Procurement Policy and Contract Signing Authority
    • Records and Information Management Policy
    • Records and Information Management Procedure
    • Sheridan Records Classification and Retention Schedule

[updated July 27, 2020] Adobe Sign is a paperless, cloud-based e-signature service that allows users to send, sign, track, get approvals, and manage signature processes using a browser or mobile device.

Basic features include the ability to:

Advanced features* include the ability to:

*Any Sheridan employee who would like to utilize any advanced features are advised to contact the IT Service Desk for support.

Licensing for Adobe Sign

[EFFECTIVE AUGUST 1, 2020] Adobe Sign is automatically licensed for Sheridan employees who already have set up their Adobe Creative Cloud licensing. If you are a new employee, or haven’t yet set up your Adobe Enterprise ID, Adobe Sign and Creative Cloud services can be accessed here by visiting Sheridan's Adobe Licensing page.

Detailed information and instructions can be found on the Adobe Creative Cloud page.

Accessing Adobe Sign

There are many ways to access Adobe Sign services including the Adobe Sign web portal, the Adobe Sign mobile app and through Adobe Acrobat DC. 

(recommended)


Support & How-to Guides

System Requirements

Common Tasks

Video Tutorials

FAQs

What is Adobe Sign?

Adobe Sign, an Adobe Document Cloud solution is a cloud-based, enterprise-class e-signature service that lets you replace paper and ink signature processes with fully automated electronic signature workflows. With it, you can easily send, sign, track, and manage signature processes using a browser or mobile device.

What is an electronic signature?

An electronic signature, or e-signature, is a legal way to get consent or approval on electronic documents or forms. With Adobe Sign, recipients can electronically sign documents by typing or drawing their name on their computer or mobile device or uploading an image of their signature.

Are electronic signatures legal?

Yes. For more information please visit Electronic Signature Legality. Specific information for Canada can be found by viewing the Global Guide to Electronic Signature Law.

Are electronic signatures secure?

Yes. Adobe Sign is certified compliant with the world’s most rigorous security standards, such as ISO 27001, SOC 2 Type 2, and PCI DSS used in the payment card industry. It complies with a wide range of privacy regulations, including HIPAA, GLBA, and FERPA. Adobe Sign also employs Adobe Secure Product Lifecycle (SPLC) practices, a demanding set of over 1,000 specific security activities spanning software development practices, processes, and tools, and integrated into multiple stages of the product lifecycle.

Are electronic signatures accepted at Sheridan?

Electronic Signatures are accepted as equivalent to handwritten signatures at Sheridan for the purposes of approvals, authorizations, and signing of documents. Adobe Sign is the only tool endorsed by Sheridan for e-signatures.

Are there any restrictions when using Adobe Sign at Sheridan?

The use of Adobe Sign shall be performed in accordance with any approval or signing authority requirements of other Sheridan Policies, including:

  • Acceptable Use Policy
  • Execution of Documents Policy
  • Privacy Policy
  • Procurement Policy and Contract Signing Authority
  • Records and Information Management Policy
  • Records and Information Management Procedure
  • Sheridan Records Classification and Retention Schedule

Not all forms and processes are best suited for use with Adobe Sign. Please contact the IT Service Desk if you have any questions or concerns.

Can I print the documents in Adobe Sign?

Yes, if required there is the ability to print the documents in Adobe Sign.

What is an audit report?

An audit report is generated for each document sent for signature. They are intended to be authoritative documents that articulate how a document has been manipulated from the moment it was created until it was fully resolved. The audit trail captures the successful signature application by each Signer, including the identity (full name and email address) of the user who electronically signed the document. When the final "Signed Document" email is sent, the audit report will be attached for all document participants. They can be saved as PDF files or printed for internal processes as needed.

The audit report uses GMT time zone, can this be changed?

No, this is a setting that cannot be changed. Adobe Sign events are standardized to the GMT time zone (vs. the local time) to ensure there is no confusion for auditors reviewing transactions from users across multiple time zones.

Why do emails come from 'echosign@echosign.com' when using Adobe Sign?

Adobe Sign uses a specific echosign@echosign.com domain for their emails. This cannot be changed.

Is a license required to sign a document with Adobe Sign?

No. An Adobe Sign account is only required for those sending the document for signature. The recipient or signer does not require a license.

Can students use Adobe Sign?

Sheridan students are not licensed to send documents for signature, but they can sign documents sent to them.

Can I use Adobe Sign for personal documents?

No, not using your Sheridan account. You can set up an Adobe ID account (using a personal e-mail address) for personal documents.

Is a recipient able to delegate signing to someone else?

No. By default, the ability to delegate has been turned off. However, this is a customizable setting that can be turned on for specific groups. For more information please contact the IT Service Desk.

Can I have someone set up to review a document without requiring their signature?

Yes. You can specify someone as a Certified Recipient or Form Filler. Recipients marked as certified recipient are required to view and acknowledge the receipt of the document. Recipients marked as form fillers are required to enter data into the form fields and submit the document. You can also add up to 11 email addresses to the CC field in a transaction while sending agreement.

How can I track documents currently in progress or pending signature?

The Manage page within the Adobe Sign portal also allows you to monitor document status including those In Progress, Waiting for You, Complete, Canceled, Expired, and Draft.

How can I access my completed documents?

If you were a participant (sender, signer, recipient) with an Adobe Sign agreement you will receive a copy of the final document via email. The document will be available through the Manage page in the Adobe Sign portal.

Can I make changes to a pending document?

Yes. By default, Sheridan allows for modification of documents that are still pending signature. However, this is a customizable setting that can be turned off for specific groups/workflows if required. Customization requests can be made by contacting the IT Service Desk.

Can I replace a signer on a document?

Yes. This feature is designed to help senders redirect an agreement when the current recipient either is unavailable or when the wrong email address was used.

Can I cancel a document after I send it?

As the Sender, you will be able to cancel the document only if it has not been signed. If the Signer has signed the document, then you will not be able to cancel it.

Can I make changes to a signed document?

No, you cannot make any changes to a signed document.

Can I send a document for signature to more than one person at once?

Yes, sending an agreement to multiple recipients is almost the same process as sending to one. The primary differences are that you must place fields specifically for each recipient and define the order which they are to sign. Options for how the agreement should be routed are sequentially, in parallel, or hybrid.

Can I send a document for signature to many people at once?

Yes, the Mega Sign process allows you to send a document to hundreds of individuals at once. Each recipient signs their own copy of the document and these individual agreements are returned to you. For assistance with setting up Mega Sign please contact the IT Service Desk.

How can groups be used in Adobe Sign?

Groups allow you to have separate subsets of users that have access to different templates and workflows and may also have different sign settings (such as the ability to delegate signatures). For more information about using groups in Adobe Sign contact the IT Service Desk.

What are templates and workows?

A template is a reusable document of frequently used form fields that can be sent for signature. A workflow is a way of specifying how a document is routed. Templates are used in conjunction with Workflows in Adobe Sign to create standardized routing and approval for commonly used agreements.

Only administrators can create workflows. Account administrators can create workflows for their entire account or for specific groups within their account. Group administrators will be able to see all workflows but can only edit the ones in their group. For more information please contact the IT Service Desk.

What is a web form?

A web form is a reusable form that you can share or embed on your web page for visitors to initiate the signing of the form. For more information please contact the IT Service Desk.

What document formats does Adobe Sign support for electronic signatures?

Adobe Sign lets you upload a wide range of document types when you request signatures from others or build reusable templates. They include the following: 

  • PDF and Adobe PDF (.pdf) 
  • Microsoft Word (.doc and .docx) 
  • Microsoft Excel (.xls and .xlsx) 
  • Microsoft PowerPoint (.ppt and .pptx) 
  • WordPerfect (.wp) 
  • Text (.txt) 
  • Rich Text (.rtf) 
  • Graphics (.tif, .jpg, .jpeg, .gif, .bmp, and .png) 
  • Web (.htm or .html) 

Can I use my mobile device to send and/or sign a document?

Yes, Adobe Sign works from all major mobile devices and tablets without needing the Adobe Sign application downloaded. The Adobe Sign application is also available for download from the Apple Store or Google Play.

Form & Process Transitioning Consultations

Not all forms and processes are suitable for use with Adobe Sign. A project is underway to catalogue, analyze and identify Sheridan forms or agreements that may be good candidates for transitioning to Adobe Sign.

If there are any forms owned by your area that you would like considered for this project, please contact Karen Chisholm via email at karen.chisholm@sheridancollege.ca or through Microsoft Teams. Be sure to include a copy of the form(s) you would like to transition. A meeting will be arranged to discuss the process and priority for implementation.