What is Adobe Sign?

Adobe Sign is a powerful tool that makes it easy to send, sign, and track documents. The service can be used for simple tasks like sending a form to be completed over email or getting an outside supplier to sign a document, as well as more complex uses like sending one document to multiple people for approval or automating the approval flow of a frequently completed form.

Basic features

• Digital signature
• Linear approval routing
• Internal approvals
• Digital document storage
• Progress tracking and notifications
• Group approval
• Administrative oversight

Advanced functionality

• Templates - Reusable forms
• Web Forms - Agreements embedded within a website
• Document Workflows - Repeatable document processes
• Send in Bulk - One agreement sent to multiple individuals

How to access?

If you are using Adobe Acrobat Sign for the first time, you can request access by filling out the Adobe Sign Request Form. You can request self-service which simply gives you access to the tool or you can request a consultation with our team of Adobe Sign experts to help you integrate the more advanced functionality with your business processes. Both of these services are free of charge at this time.

You may want a consultation if:

• You plan on using Adobe Sign to send one document to be completed by many people.
• There is a document that repeatedly follows a similar approval hierarchy tree.
• You plan on using Adobe Sign as an enterprise wide solution.
• You are looking for help setting up some of the advanced functionality.

Once you have been granted access, navigate to esign.umd.edu to begin using the tool. For more information on using Adobe Sign, see Getting Started with Adobe Sign.

Note: A limited version of Adobe Sign is also available through Acrobat DC for anyone with an active University of Maryland Directory ID. However, you are encouraged to request access to the Adobe Sign Enterprise license using the request form above so that you can take advantage of the full esign and document management features available.

What do I need access for?

Anyone with a valid email address is able to receive, approve, and sign agreements that have been sent to them. This means when following proper electronic signature procedures, recipients can be internal or external to the University. 

In order to send agreements within Adobe Sign you need a valid account. You can request access by filling out the Adobe Sign Request Form.

What's the difference between Adobe Sign e-signature and approvals?

E-signatures are to be used for official documents regarding legally binding courses of action, such as the expenditure of university funds or the execution of a contract. Typically, at least one party to the transaction is external to the University. These official documents include, but are not limited to, contracts, proposals, agreements, statements, notices, resolutions, memorandums of understanding, licenses and indentures. Only specific designated individuals on campus have authority to use e-signatures in Adobe Sign. To confirm that you have a delegated signature authority, contact the respective Vice President or the Office of General Counsel. A memo clarifying delegated signatory authorities on campus will be issued soon.

Approval signatures are used to formally collect approvals to record decisions and conduct business at the university. University policies define who can approve business and financial documents. For instance, electronic approvals are widely used on campus at UMD in areas such as timesheets and Outside Professional Activities.

 

When should Adobe Sign e-signature be used instead of an approval?

An e-signature should be used only when at least one party to a transaction is external to the University of Maryland unless legal circumstances create the need to use them. Examples such documents include medical leave forms, procurement contracts, and university gift agreements. For information about UMD policy regarding authorized signatories, see University of Maryland Policy and Procedures for Authorized Signatories on Financial Documents.

NOTE: Since the e-signature function can commit the University to legal obligations, deploying any new forms that will use the e-signature function of Adobe Sign must be approved by the Vice President of Administration and Finance and/or by the Office of the General Counsel. Forms using only Adobe Sign approval may be created and used by authorized offices on campus to meet their business needs.