Complete installation and configuration instructions for a new implementation of the Adobe Sign product in to the Microsoft Dynamics CRM.
Adobe Sign offers a plug-and-play integration solution with Microsoft Dynamics CRM. This integration provides the following benefits:
- Accelerates the quote-to-cash process by sending agreements—such as contracts and sales documents—from Dynamics with one click.
- Automatically merges data from Dynamics entities—such as accounts and contacts— into agreements and pushes data gathered from signers during the signing process back to Dynamics.
- Makes it easy for recipients to sign anywhere, anytime, on any device.
- Makes it possible to track documents sent out for signature from within Dynamics.
- Eliminates manual steps across the entire process.
This integration is available for Microsoft Dynamics CRM Online and CRM
- 2013 Service Pack 1, Update 4
- 2015 Update 2
- 2016
- Dynamics 365
- Verify the correct userID (email address) is designated as an administrator in the Adobe Sign system
- Provide all the owned domains that your users could be using in their email addresses (Do not include public use domains like gmail.com, yahoo.com etc.)
- Obtain a list of all users in the Adobe Sign system using your owned domains
- Once obtained, you may need to request valid users to be moved into your CRM linked Adobe Sign account
- It is vital that the user email in Adobe Sign match the primary email of the CRM user. In the event where it is not, the Adobe Sign email value should be changed.
Within the Dynamics environment there are a couple of items to take note of:
- Licensing - Adobe Sign Users and Administrators need to be assigned with read/write CRM Cal Licensing.
- File Limitations – The file upload size limit is configurable in CRM (default value is 5 mb). Users get an error if they try to attach file larger than the configured value.
- If the signed PDF is larger than the configured value, Dynamics prevents the file from attaching to the parent (or mapped) entity.
The auto-update process that updates the in-flight Agreements runs under the ownership of the administrator who installs the package. This administrator’s email address must also be configured as an Adobe Sign user for the auto-updates to succeed. (The API makes the “update” call authenticating as the installing Admin email address. If that email is not valid and active in Adobe Sign, the API call fails)
This limitation can be circumvented by assigning the ownership of the three auto-update processes to another user who is valid in the Adobe Sign system. The three processes that need to be re-assigned are:
- RunPluginForUpdate
- Trigger status update
- Update Status recursive
To obtain the current Adobe Sign for MS Dynamics package from the Adobe Sign integrations page. You will also be able to review release notes, known issues and additional install/user guide information on this page. If you have any questions or concerns about/during the installation process, please contact your Customer Success Manager.
The Select Solution Package page loads:
- Browse to the AdobeSign_MSD_5_0_0_release.zip file that you downloaded
- Click Next
The Import Options page loads:
- Ensure that the Enable any SDK message processing steps… option is checked
- Click Import
The Importing Solution page loads and imports the package.
This process may take a few minutes. Once the process is completed, you should receive a success message.
- Click Close
New installations require an integration key to be generated in Adobe Sign and then entered into Dynamics. This key is the access token that authenticates the Adobe Sign and Dynamics environments to trust each other and share content.
To generate an Integration Key in Adobe Sign:
- Log in to your administrative user for your Adobe Sign account
- Navigate to Account > Adobe Sign API > API Information
- Click the Integration Key link in the middle of the page
The Create Integration Key interface loads:
Provide an intuitive name for your key (e.g. Dynamics CRM)
The Integration Key must have the following elements enabled:
- user_read
- user_write
- user_login
- agreement_read
- agreement_write
- agreement_send
- library_read
- library_write
- Click Save once the key is configured.
The Access Tokens page is exposed showing the keys designed in your account.
- Click the key definition created for Dynamics CRM
- The Integration Key link is exposed at the top of the definition.
- Click the Integration Key link
To install the integration key into Dynamics CRM:
Log in to your administrative user for your Dynamics CRM environment
- Navigate Main > Adobe Sign > Global Settings
The Adobe Sign Configuration page loads.
- Paste your key into the Integration Key field
- Click Validate Key
After a short delay, the page refreshes showing that “You are logged in with Adobe Sign” and displaying the integration key being used.
It is necessary to disable legacy form rendering to use Adobe Sign. To do this:
- Navigate to Main > Settings > Administration
The System Settings page loads.
- Ensure that the Use legacy form rendering setting is set to No
- Click OK
Enabling the activity feed for the adobe_agreement object permits Adobe Sign to update the events of the agreement under the Posts section on the Agreement record as well as the CRM records that were the parent object for the agreement (Contacts, Accounts, etc.).
- Navigate to Mail > Settings > Activity Feeds Configuration
The Post Configurations page loads
- Click Refresh to ensure all configurations load
- Single click the adobe_agreement record to select it, and then click Activate
You are returned to the Post Configurations page
- Click the ellipsis (…) to open the hidden options
- Click Publish All Customizations
Every Dynamics user that is expected to use the Adobe Sign application needs to have their security role configured in the Dynamics environment.
The security roles are:
- Adobe Sign Reader –Allows the user read only access to Agreement records.
- Adobe Sign User - Allows the user to work with Agreements and other application entities. This role permits the user to see only their own records and allows User level access to built-in CRM records such as Contacts, Accounts, Leads, Opportunities, Orders, Invoices, Quotes.
- Adobe Sign Administrator – This role includes additional privileges in addition to the Adobe Sign User role such as adjusting Global Settings, Data Migration and allowing visibility over all Agreements throughout the application.
To configure the security roles:
- Navigate to Main > Settings > Security
The Enabled Users page loads
- Select all of the users you want to promote to one type of security role
- Click Manage Roles
The Manage User Roles pop-up displays
- Check the security role you want to define for these users
- Click OK
The Adobe Sign Global Settings page permits environment-wide adjustments to how users are automatically provisioned in the Adobe Sign system, as well as how the completed agreements are presented within the Dynamics environment.
To access the settings:
- Navigate to Main > Adobe Sign > Global Settings
The Adobe Sign Configuration page loads:
The settings available are:
- Enable user auto-provisioning – If enabled, new users that are given access to the Adobe Sign entity automatically provision a user in the Adobe Sign system upon first use. Provisioning is based on the users’ primary email address, not the User Name, and takes place in the background without further action by the user or account administrator.
Note:
New users that are automatically provisioned in Adobe Sign have a randomized password. Because the integration is working as an authenticated application via API, there is no functional problem within the Dynamics environment. However, if the user seeks to log in to Adobe Sign directly, they need to first reset their password via the “I forgot my password” link on the Adobe Sign home page.
- Attach Signed Documents To Agreements – This option pushes a PDF copy of the completed document back into Dynamics, attached to the agreement record (under the Notes section). This would be a copy of the authoritative original which is maintained on the Adobe Sign servers.
- Attach Audit Trail To Agreements – Enabling this causes the Adobe Sign audit trail PDF to be attached to the agreement record (under the Notes section) once the agreement is signed / completed. The audit trail explicitly enumerates the events (viewed, signed, delegated, etc.) of the agreement, the timeline of those events, as well as the IP address where the events were enacted.
- Display Document Preview Images On Signed Agreements – This option attaches an image of the signed / completed document to the record for easy viewing without having to download and open a PDF file. This image is installed at the very bottom of the agreement record.
