Integrating with the Adobe Sign service
Summarize
Summary of Integrating with the Adobe Sign service
The Adobe Sign integration in ServiceNow enables HR agents to request electronic signatures on documents via the Adobe Sign service. This integration relies on the Adobe Sign spoke in IntegrationHub and supports signing both adhoc documents (HR PDF document templates) and Adobe Sign templates. It is important to note that starting with the Xanadu release, HR Document Templates are being prepared for deprecation and replaced by Document Templates for a more updated experience.
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Key Features
- Adobe Sign spoke dependency: The integration uses the Adobe Sign spoke, which must be activated and set up by an administrator in IntegrationHub.
- Document types supported:
- Adhoc documents: Managed HR PDF document templates configured with signature fields mapped to user fields. Signers can sign anywhere, but documents are static and read-only after generation.
- Adobe Sign templates: Imported into ServiceNow and configured as HR PDF document templates with mapped signature fields. These documents are dynamic, allowing signers to edit fields such as addresses or W-4 info, but updates are saved only to the document.
- Preconfigured resources: ServiceNow provides a preconfigured HR service, flow, and HR case template for both adhoc and Adobe Sign documents to streamline setup.
- Sign-off process: The Adobe Sign integration flow completes only after all HR tasks related to the case are signed, expired, or cancelled.
Configuration and Usage
- Activate Adobe Sign spoke: Enable the Adobe Sign spoke in IntegrationHub from the ServiceNow Store to allow document signing capabilities.
- Configure HR PDF document templates: Each adhoc and Adobe Sign document must have an HR PDF document template configured, including signature field mappings to relevant user fields.
- Configure HR services: Create or modify HR services to request electronic signatures using the Adobe Sign integration.
- Request electronic signatures: Once configured, HR agents can initiate signature requests through the Adobe Sign service for both document types.
Important Considerations
- HR Document Templates will be hidden and not activated on new instances starting with the Xanadu release but remain supported. Customers are encouraged to migrate to Document Templates using provided guidelines.
- The integration supports signing workflows that ensure all HR tasks are completed before finalizing the signature process.
Request electronic signatures through the Adobe Sign service with the Adobe Sign integration. This integration depends on the Adobe Sign spoke in IntegrationHub, and is enabled for the signing of adhoc documents (HR PDF document templates) and Adobe Sign templates.
Starting with the Xanadu release, HR Document Templates is being prepared for future deprecation. It will be hidden and no longer activated on new instances, but will continue to be supported.
Use Document Templates and Document Template integration with AdobeSign that provide the latest experience for this functionality. For migration guidelines, see Migrating from HR Document Templates to Document Templates.
For deprecation details, see the Deprecation Process [KB0867184] article in the Now Support knowledge base.
Adobe Sign spoke
Adobe Sign integration setup
Once the Adobe Sign spoke is set up, you can configure the integration for HR. The integration has a single flow that branches out into sub flows, one for signing an adhoc document (HR PDF document template) and another for signing an Adobe Sign template. The sub flow triggered for a document depends on the PDF template type that is configured for that document.
For each document that you want to make available for signing through the Adobe Sign service, configure as follows.
| Type of document | Configuration requirements |
|---|---|
| Adhoc document (HR PDF document template) |
|
| Adobe Sign document |
|
Each adhoc document is configured as a standard HR PDF document template. You can add signers to the document with Mark Signatures, and then map each signature field to an appropriate user field in a table. The positioning of the markings are not used, and the Adobe Sign integration allows the signer to sign anywhere in the document. You can also parse the PDF to map document fields to corresponding table fields to auto-populate the document when it is generated for signing. The generated document is static, which means that it is read-only and the signatory cannot update any of the fields.
Each Adobe Sign template is brought into the ServiceNow system, and then configured into an HR PDF document template to enable mappings. Map each signature field from the Adobe Sign template to an appropriate user field in a table. The generated document is dynamic, which means that the signatory can write in editable fields, such as to update an address or provide W-4 information. However, any updates made are saved to the document only.
Requesting electronic signatures through the Adobe Sign service
Once the integration setup is complete, HR agents from your organization can request electronic signatures through the Adobe Sign service.
For more information, see Request an electronic signature through the Adobe Acrobat Sign service.