Use the Adobe Sign Combined Documents Feature

This feature allows multiple Adobe eDocuments within a packet to be combined and delivered as one contiguous document for the Talent. This way the talent can review and sign one document with all information instead of going through the signing process for multiple documents.

 

Key Takeaways

  1. Templates are created individually on the Adobe website.

  2. Users can put the desired Adobe docs into a Packet, as normal: Users can put Profile Tasks, etc., in the packet, but those will not be combined inside the packet, since those aren’t Adobe. They will send with the packet, but display as a separate line item.

  3. Talent experience: They see one task, named with the packet’s name; Non-Adobe tasks will still display separately.

  4. After signing the combined packet, each document within that packet will split out as individual PDFs: The system will respect Doc Type configuration & view permissions made in Utilities > Talent Onboarding Tasks.
  5. Recruiter experience: On the Onboarding tab, the system shows one line item for the combined packet; it will show the packet name in the task name that it was combined.
  6. Every Adobe doc within the combined packet will be split out into individual PDFs and displayed as such in this area.
  7. Auditing: Currently, the audit report for documents completed in a combined packet will show the time of signature, etc., accurately, but the audit report header will show the name of the task within the packet that was created first on the Adobe website.
  8. Onboarding Tasks widget: Combined packets with Adobe docs will show the name of the packet, but not the individual Adobe docs within said combined packet.
  9. Risks to keep in mind: If the combined packet is too large, it increases the risk of it timing out.
    1. All templates will need to be reviewed to alter Adobe’s default field names.
    2. The system will not send documents the recruiter signs first.

 

Contents:

Conduct a Review of Adobe Templates

Use Combined Documents within Onboarding Task Packets

Send Onboarding Packets that have Combined Documents

See The Talent Perspective

Review Talent Document Progress

Use the Onboarding Tasks Widget on the Dashboard to Review Onboarding Packets containing Combined Documents

Understand the Audit Sign Document Audit Report and Combined Documents

 

Review of Adobe Templates

This is done on the Adobe Sign website (https://secure.adobesign.com/public/login).

This article Adobe Sign: Creating & Mapping Adobe Sign Document Templates – Avionte Bold contains information on creating and mapping Adobe Sign templates.

The combined documents packet uses functionality within Adobe to combine all of a set of documents into one. If two field names in a set of Adobe Docs have the same name, the system will clone the value from the first field to the next. This enables the system to auto-fill multiple documents at once if they are part of the same set. 

  1. Use your Adobe account to log in.
    Adobe Acrobat Sign login.png

  2. Click Manage on the top menu, and then click Templates on the left-hand side.
    Adobe Home - Manage - Templates.gif
  3. Find the template and select it, that contains the documents desired. Use the Search filter if needed to find them.
    Adobe Templates with Search filter.png

  4. When you select a template, a list of information and further options displays on the right-hand side. Select Edit Template there.
    Adobe Template Actions.png

  5. The template is displayed for editing.
    Adobe document template.png

    On the right-hand side, there is a list of Template Properties. In this list, there is a Data Fields menu. In that menu, there is a Text Input option.
    Adobe Template Properties.png

  6. If a user drags and drops a new Text Input field, Adobe names those fields automatically, according to the convention "Custom Field 1," "Custom Field 2," etc. The behavior is the same for Check Boxes and Radio Buttons.
    We have observed that clients have been creating templates in this way with custom fields, but have forgotten to explicitly name them. This can result in two fields being identically named, or fields having the "custom field" values that do not correspond to anything. This causes errors later, when the templates are used in Avionté. So, before attempting to use the combined documents feature, you should review your Adobe templates to ensure their fields are uniquely named.

  7. To check the fields on a template, click on the field dropdown list "Navigate to..." in the template editor.
    Adobe Template Editor - Navigate To.png
    This will show you the fields in the template. If there are custom fields that have not been explicitly named, they will be shown.

  8. Select any unnamed custom fields, right-click them, click Edit, and then click the pencil next to the field name to edit it.
    Adobe template - edit custom field.gif

  9. Change the names of all custom fields to a unique, meaningful value that corresponds to its use in the template; e.g., a mapping phrase like "talent date of birth read," or "Job Title Applied For," for a non-mapping phrase. Even fields that are not mapping phrases need to have a unique name. If you have data that you want to populate across multiple documents, but do not have a mapping phrase for it, like "Job Title Applied For," it can still be used in multiple documents. Just ensure that each individual template where it applies has a field with that name.

 

Review Combined Documents within Onboarding Task Packets

The feature assumes that onboarding task packets have already been created and are available for use. This article Set up and create Talent Onboarding Task Packets – Avionte Bold contains more information on that.

  1. Go to Account & Settings > Utilities > type "onboarding" and select Onboarding Task Packets to review them.
    Utilities - Onboarding Task Packets.gif

  2. Onboarding packets will be shown.
    Onboarding Task Packets.png

  3. Clicking on a packet reveals the documents within the packet.
    Opening a Combined Document Task Packet.gif

    Depending on the packet chosen, documents may not be combined. For example, any Profile Task or Integration Task that is not based in Adobe will not be combined into a single eDoc.
    If you are using the standard Form I-9, the doctype will not be included in the packet combination.

  4. Arrange the order of the documents as desired by using drag-and-drop of the document icons. Click Save when finished.
    Click and Drag Onboarding Tasks to reorder them.gif

 

Send Onboarding Packets that have Combined Documents

From the Talent detail screen > Onboarding tab:

  1. Click Send Onboarding Tasks. The aside will appear on the right of AviontéBOLD.

  2. Select the desired Onboarding Packet with combined documents from the Onboarding Packets drop-down list.

  3. Click the [+] button to add it to the sending list.

  4. Click Send.
    Anything that is sent is counted as one transaction.

  5. Return to the Onboarding Tasks screen. The sent packet is shown as one line item.
    List of Onboarding Tasks with Combined Documents packet.png
    The name is taken from the packet name. For this reason, you should ensure that your packet name is appropriate to the set of documents you have included. The Form I-9 and Education forms are sent separately because they can't be included in a combined documents packet. 

The Talent Perspective

When the talent receives a packet with combined documents, they will also see it as one line.

Talent Portal showing Onboarding Packets.png

  • The talent should click on the task in order to start it.

  • The packet will open in Adobe Sign.

  • The documents will be presented to the talent consecutively, in one Adobe Sign session. The talent can click through, fill in, and sign the documents in the order presented.

 

Review Talent Document Progress

After the talent fills in and signs the documents included in the onboarding packet, the recruiter can review their progress on the Talent screen > Documents tab.

  • Scroll down to the Adobe E-Sign Documents area. On this screen, the documents will be broken out as PDFs, individually from their combined packet, with their statuses shown.

Talent Documents screen.png

  • To audit a document, click on the Audit button Audit button.png. The audit report will be displayed in a new tab.

Open an audit report for an onboarding document.gif

 

Use the Onboarding Tasks Widget on the Dashboard to Review Onboarding Packets with Combined Documents

From the Dashboard, users can review completed onboarding packets, including those that have combined documents.

  1. Scroll down to the Onboarding Tasks widget
    Dashboard with Onboarding Tasks widget.png

  2. The date range is set for 30 days by default. Click the number for the Completed Tasks. A list of completed tasks will appear in the right-hand aside.
    Onboarding Tasks Widget - click Completed Tasks.gif

  3. The aside shows data from the Onboarding Tab perspective, rather than the Documents tab. Tasks involving combined documents are shown and can be reviewed.

 

The Audit Sign Document Audit Report and Combined Documents

The Audit Sign Document Audit report gives data about individual documents. When using the Select a  Completed Document filter, refer to individual task names rather than combined document packet names.

  • To access it, go to Analyze > Reports > search for "adobe" > click Adobe Sign Document Audit.

Open the Adobe Sign Document Audit report.gif

 

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