How to Create an Adobe Sign Workflow for Multiple Form Signers
Question details
The user needs to distribute a single form to approximately 50 initial participants and 9 subsequent reviewers, ensuring each person only interacts with their assigned sections.
- Product
- Adobe Acrobat Sign
- Device & OS
- not provided
- Scenario
- Distributing a complex PDF form that requires sequential input and approvals from dozens of participants with specific roles.
- Observed behavior
- A requirement to set up a controlled agreement workflow with role-specific fields and strict signing orders.
Before creating the workflow, ensure you have an Adobe Acrobat Sign enterprise or business account, and prepare a list of all participants' email addresses along with their required signing roles.
Create a Custom Adobe Sign Agreement Workflow
Use Adobe Acrobat Sign's advanced workflow features to assign specific fields, define the routing order, and manage multiple participant roles.
When dealing with a large number of signers and reviewers, utilizing Adobe Sign's custom workflow capabilities ensures that the document routes correctly. You can configure sequential routing orders and assign specific form fields to designated individuals so that they only see and complete what is required of them.
Log in to your Adobe Acrobat Sign account and navigate to the 'Send' tab to start a new document agreement.
Enter the email addresses of the initial completers and the reviewers. Ensure the 'Complete in Order' toggle is turned on to enforce a strict sequential signing process.
For each participant's email address, select their specific role from the dropdown menu, such as Signer, Approver, or Form Filler.
Upload your form, check the 'Preview & Add Signature Fields' box, and click 'Next'. In the authoring environment, double-click each form field and use the 'Assigned To' dropdown to allocate the field to the specific participant responsible for that section.
Once all form fields are properly assigned to their respective participants, click the 'Send' button to initiate the automated routing process.
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Frequently Asked Questions
Can I send an Adobe Sign document to 50 people at once?
Yes, you can use the Mega Sign feature (Send in Bulk) to send an individual copy of a document to multiple people simultaneously. For a single document that all 50 people must sign, enterprise tier accounts allow for expansive sequential workflows that can accommodate large participant lists.
How do I ensure a participant only fills out their assigned section?
In the Adobe Sign authoring environment, double-click the specific form field and change the 'Assigned To' property to the respective participant's email address. During the signing process, participants will only be able to interact with the fields explicitly assigned to them.
What is the difference between a Signer and an Approver in Adobe Sign?
A 'Signer' is required to apply a signature or fill in specific data fields on the document. An 'Approver', on the other hand, is only required to review the document content and explicitly approve it to keep the workflow moving, without applying a formal signature.
Can I set a combination of sequential and parallel signing orders?
Yes. By adjusting the participant routing numbers located next to their email addresses in the 'Send' tab, you can group certain participants with the same number so they can sign simultaneously, while keeping other numbered steps strictly sequential.
