Adobe Sign Spoke
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- UpdatedSep 2, 2024
- 9 minutes to read
- Xanadu
- Now Platform Capabilities
Automate the process of sending a legal document to an individual or list of recipients for digital signature using Adobe Sign. For example, automate employee onboarding and offboarding, or sending non-disclosure agreements, legal agreements, and statements of work for digital signature. Use ServiceNow data in document templates and enable users to upload documents for signature as needed.
Request apps on the Store
Visit the ServiceNow Store website to view all the available apps and for information about submitting requests to the store. For cumulative release notes information for all released apps, see the ServiceNow Store version history release notes.
Integration Hub subscription
This spoke requires an Integration Hub subscription. For more information, see Legal schedules - IntegrationHub overview.
Spoke version
Adobe Sign spoke v2.5.2 is the latest version.
Spoke dependencies
If you’re having trouble installing the app, ensure that these dependent plugins are installed:
- ServiceNow IntegrationHub Action Step - REST (com.glide.hub.action_step.rest)
- ServiceNow IntegrationHub Runtime (com.glide.hub.integration.runtime)
Supported versions
This spoke was built for Adobe Sign API version v6, but may be compatible with later versions.
Key features
- Automate the process of sending a legal document to an individual or list of recipients for digital signature.
- Copy and customize sample flows for sending transient documents or Adobe Sign library documents for digital signature.
- Discover and synchronize the Adobe Sign documents.
- Pause a flow until an agreement or document is signed. A scripted REST API webhook waits for the recipient to sign the document.
- Use values from a signed document in a flow.
- Manage the life cycle of documents in Adobe Sign from the ServiceNow instance.
Spoke requirements
- Adobe Sign account
- Adobe Sign account admin credentials to perform the required account specific tasks in Adobe Sign
- Adobe Sign group admin credentials to perform the required group specific tasks in Adobe Sign.Note: Account admin or group admin can add users to the groups. These users can access information specific to their group only.
- Adobe Sign application configured to integrate with ServiceNow
- Adobe Sign application details such as application ID and client secret.
- ServiceNow admin credentials to create and synchronise the required Adobe Sign groups with ServiceNow.Note:
- This is the default admin role that is created when the Adobe Sign spoke is activated.
- ServiceNow admin has access to information about all Adobe Sign groups synchronized with ServiceNow and all tables part of the Adobe Sign spoke.
- User role specific to the group is created in ServiceNow, when the group is created in the ServiceNow instance. Group users have access to information specific to their Adobe Sign groups only and can view only the group-specific data from the tables that are part of the Adobe Sign spoke.
- Integration Hub subscription
Spoke flows
The Adobe Sign spoke provides sample flows to demonstrate automating the Adobe Sign tasks. To customize a sample flow, copy it to the required application scope. Available sample flows include:
Flow | Description |
---|---|
Adobe Sign - Send NDA Demo | Sends a statement of work for digital signature using a Adobe Sign library document when a Service Catalog request is created by the Adobe Sign - Statement of Work Demo item. Before using this flow, activate the Adobe Sign - Statement of Work Demo catalog item. |
Adobe Sign - Statement of Work Demo | Sends a non-disclosure agreement for digital signature using a Adobe Sign library document when a Service Catalog request is created by the Adobe Sign - Statement of Work Demo item. Before using this flow, activate the Adobe Sign - Statement of Work Demo catalog item. |
The Adobe Sign spoke adds catalog items for use with the Adobe Sign spoke sample flows. Before triggering an Adobe Sign spoke sample flow, activate these catalog items.
Catalog item | Description |
---|---|
Adobe Sign - Statement of Work Demo | Sends a statement of work for digital signature using a Adobe Sign library document. |
Adobe Sign - Send NDA Demo | Sends a non-disclosure agreement for digital signature using a Adobe Sign library document. |
Spoke subflows
The Adobe Sign spoke provides a sample subflow to demonstrate automating Adobe Sign tasks. To customize the sample subflow, copy it to a new application scope. Available sample subflow is, Get Documents Per Group. The subflow retrieves documents relevant to an Adobe Sign group and stores them in the AdobeSign Documents table.
Spoke actions
The Adobe Sign spoke provides actions to automate Adobe Sign tasks when events occur in ServiceNow. Available actions include:
Category | Action | Description |
---|---|---|
Document Management | Attach Agreement Audit Trail to ServiceNow Record | Downloads the agreement audit trail for the specified agreement from Adobe Sign and attaches it to a ServiceNow record. |
Attach Agreement Document to ServiceNow Record | Downloads the agreement document for the specified agreement from Adobe Sign and attaches it to a ServiceNow record. | |
Attach Signed Agreement to a ServiceNow Record | Downloads an Adobe Sign document and attaches it to the relevant ServiceNow agreement record. | |
Convert Transient to Library Document | Converts a transient document to a library document. Ensures that the document is available in the library for more than the stipulated transient 7-day purging period. | |
Look up Agreement Documents | Retrieves the agreement documents for the specified agreement. | |
Look up Agreement ID | Retrieves the agreement ID from the ServiceNow Agreement table. | |
Look up Agreements Stream | Retrieves the list of agreements. | |
Look up Library Document ID | Retrieves the library document ID from the ServiceNow Documents table. | |
Look up Library Documents Stream | Retrieves the list of library documents. | |
Set Agreement Field | Creates a list of fields for a draft agreement. | |
Upload Attachment as Transient Document | Uploads an attachment to Adobe Sign as a transient document. The transient document is available for a period of 7 days. | |
MegaSigns Management | Cancel MegaSigns | Cancels a MegaSigns that are already out for signature. |
Check MegaSigns Status | Checks the status of a MegaSigns record. | |
Create Draft MegaSigns | Creates a MegaSigns record in the draft state. | |
Download Participants and Merge Fields for Document | Downloads a sample CSV file for a given library document that contains information about the MegaSigns participants and form fields. | |
Look up MegaSigns Stream | Retrieves the list of all MegaSigns records. | |
Send MegaSigns | Finalises the draft and sends the MegaSigns attachment out for signature. | |
Wait for Signature of MegaSigns from Adobe Sign | Waits for the Adobe Sign webhook till all the participants sign or cancel the document. | |
Signature Management | Add Participant to Agreement | Builds a participant list iteratively over time and adds a participants to the local ServiceNow agreement record. |
Add Participant to Agreement with Email OTP Authentication | Adds a new participant to an agreement and verify their identity using an email one-time password (OTP). The participants will get the OTP in an email and need to enter it before they can sign or approve the document. This extra step keeps your agreements secure by making sure only the right people can access them. | |
Add Participant to Agreement with Password Authentication | Adds a new participant to an agreement and verify their identity using a predefined password. The participant must enter the correct password before they can view, sign, or approve the document. This extra
step keeps your agreements secure by making sure that only the person who knows the password can proceed with the agreement. Note: The Scheduler To Remove Participant Password scheduled job when activated will
automatically delete the passwords that are stored for the last 30 days. For more information, see Spoke scheduled job section. |
|
Add Participant to Agreement with Phone Authentication | Adds a new participant to an agreement and verify their identity using a one-time password (OTP) in an SMS. The participants will get the OTP in an SMS to the specified phone number and need to enter it before they can sign or approve the document. This extra step keeps your agreements secure by making sure only the right people can access them. | |
Cancel Agreement | Cancels an agreement that has been sent for signature. | |
Check Agreement Status | Retrieves the status of an agreement. | |
Create Draft Agreement | Creates an agreement in the draft state in Adobe Sign and draft record in the ServiceNow Agreement table. | |
Finalize Draft and Send Agreement | Sends a draft agreement to the participant list for a signature. Note: You need to use the Create Draft Agreement and Set Agreement Field actions before using this
action. |
|
Look up Agreement Events | Retrieves the events information for the specified agreement. | |
Look up Draft Agreement | Retrieves the draft agreement's information and Etag details, which are required while finalising the draft agreement. | |
Look up Form Field Value from an Agreement | Retrieves value of the required field from an existing agreement in Adobe Sign. | |
Look up Signing URL | Retrieves an embedded signing URL. This is useful for scenarios involving in-person signing. | |
Send Agreement | Sends one or more documents, along with its sequence, for signature to one or more participants. | |
Update Form Fields and Send Agreement | Allows participants to update or modify the form fields on an agreement before sending it for signature. | |
Wait for Signature from Adobe Sign | Waits for the participant to sign or reject the document in Adobe Sign. Then updates the signing status in ServiceNow. | |
Wait for Signature from Adobe Sign | Waits for the Adobe Sign webhook until the participant has either signed or rejected the document. Updates the status in the ServiceNow Agreement table. | |
User Management | Activate a User | Activates an existing user in Adobe Sign. |
Deactivate a User | Deactivates an existing user in Adobe Sign. | |
Look up User ID by Email | Retrieves the user ID of an existing user in Adobe Sign. | |
Look up Users Stream | Retrieves the list of all users. | |
Webhook Management | Create Webhook | Creates a webhook to notify the signing events in Adobe Sign. |
Look up Webhooks Stream | Retrieves the list of webhooks. | |
Remove Webhook | Removes a webhook from Adobe Sign. |
Spoke module
- Agreements [sn_adobesign_spoke_agreement]
- Documents [sn_adobesign_spoke_adobe_sign_documents]
- Groups [sn_adobesign_spoke_adobesign_group_details]
- Client Details [sn_adobesign_spoke_client_details]
Spoke scheduled job
To delete the passwords related to Add Participant to Agreement with Password Authentication action which are stored over the last 30 days, you can use the Scheduler To Remove Participant Password scheduled job. You can also change when the scheduler runs.
To set this up, navigate to
and activate the scheduled job.Groups and user roles
Create a group in your ServiceNow instance to synchronize the group with the corresponding group in Adobe Sign.
- Documents and agreements
- Connection and credential aliases
- Credential records
- Application registries
- Data in tables of the Adobe Sign spoke
To run flows and subflows, group users must also have these roles:
- connection_admin
- credential_admin
- flow_designer
- oauth_admin
- script_debugger
- view_changer
Only ServiceNow admin has access to information about all Adobe Sign groups that are synchronised with the ServiceNow instance.
Adobe Sign account requirements
The Adobe Sign spoke requires creating a custom app on your Adobe Sign account to generate OAuth 2.0 tokens.
Connection and credential alias requirements
Integration Hub uses aliases to manage connection and credential information. Using an alias eliminates the need to configure multiple credentials and connection information profiles when using multiple environments. If the connection or credential information changes, you don't need to update any actions that use the connection. For more information, see Connections and Credentials.
A sample connection and credential alias is provided for demonstration purpose. ServiceNow admin must create an alias for each Adobe Sign group to synchronize that group with the ServiceNow instance. For example, you can have different connection and credential alias records one for each BU in your organization such as HR, Legal, Finance and so on. For information about setting up the spoke, see Synchronize Adobe Sign group with ServiceNow.