Need to track and manage signed documents effectively in Adobe Acrobat Sign? This guide covers everything from monitoring document statuses to organising agreements using the platform’s powerful features.

Learn how to track and manage signed documents in Adobe Sign, navigate the Manage page, use filters, and receive real-time updates to keep your document workflow smooth and efficient.

Key Takeaways

• The Manage page in Adobe Sign serves as a central hub for tracking and managing agreements. It provides users with essential details such as senders, recipients, and document statuses.
• Real-time status updates and various status indicators in Adobe Sign enhance document management by allowing users to effectively monitor the progress and actions required on their agreements.
• Users can customise their document management experience by setting reminders expiration dates, and accessing audit reports, which ensure accountability and compliance throughout the agreement lifecycle.

Navigating the Manage Page

The Manage page in Adobe Sign serves as the central hub for all your document management needs. Here, you can find records of agreements you’ve sent as well as those shared or sent to you from trusted sources.

This comprehensive view allows you to manage and track your documents effectively. Logging into Acrobat Sign and navigating to the Manage page provides access to a collection of agreements sent or received from authorised sources.

The Manage page is designed to streamline your workflow. It displays all agreements in a detailed list, providing critical information such as recipients, senders, titles, and modification dates.

This central location not only helps you manage agreements but also ensures that you can easily track the status of each document.

Using Filters and Search

Finding specific agreements in a sea of documents can be daunting. Fortunately, Adobe Sign’s robust search and filter features make this task significantly more straightforward.

The Search bar and the Filters button allow users to refine their search criteria to pinpoint the exact document they need. Whether you’re looking for an agreement by title, email, or modified date, these tools provide precise search capabilities.

Selecting the right filters and using the search bar allows users to locate specific agreements quickly. For example, filtering agreements by their modified date can help you focus only on the most recently updated documents.

This precision ensures you can manage and track your documents without wasting valuable time.

Understanding Agreement Listings

At the heart of the Manage page is the central section, which features a detailed list of agreements. Each row in this list represents an individual agreement record, displaying essential information such as:

• the recipient
• sender
• title
• modification date

This granular level of detail allows users to quickly assess the basic information regarding the agreement status and key details of each agreement at a glance.

Selecting any record from this list triggers a context-based menu on the right rail, offering a range of actions and metadata relevant to the selected agreement. This ensures that you have all the necessary information and options at your fingertips, making managing agreements efficient and user-friendly.

Tracking Document Status

Adobe Sign excels in providing real-time insights and updates, allowing users to manage and track the status of their documents effectively. From the moment an agreement is sent, users receive notifications about its status, whether it’s opened, signed, or awaiting action.

These instantaneous updates ensure that you are always informed about the progress of your documents, reducing uncertainty and enabling better management with Adobe Acrobat Sign.

Tracking documents in real time keeps you informed and helps streamline the signing process. With instant notifications and status updates, you can promptly address any delays or issues, ensuring your agreements are completed efficiently.

Real-Time Status Updates

Adobe Sign’s real-time status updates provide immediate insights, eliminating the uncertainty and delays of traditional paper-based processes. Users can manage and track agreements more effectively, knowing when a document is opened, signed, or awaiting action.

These real-time updates facilitate faster document sending and signing, ensuring a smooth and efficient process. Receiving document status notifications allows users to address issues and promptly keep the signing process on track.

Status Indicators

Adobe Sign uses various status indicators to help users understand the current state of their documents. These indicators include labels such as ‘In Progress’, ‘Waiting for You’, ‘Expired’, and ‘Draft’, each representing a specific stage in the document’s lifecycle.

For instance, the ‘Waiting for You’ status indicates that the document is awaiting the user’s action, ensuring that important tasks are not overlooked.

Understanding these status indicators is crucial for effective document management. Each label clearly identifies the document’s progress, helping users track their agreements easily. This clarity ensures that you can manage and track your documents efficiently, avoiding unnecessary delays.

Managing Agreements

Managing agreements in Adobe Sign involves a range of actions, from viewing and editing to replacing elements within the agreements. This flexibility allows users to adapt their documents as needed, ensuring that all agreements are up-to-date and accurate.

Whether modifying the recipient list or updating the agreement’s content, Adobe Sign provides the tools you need to manage your documents effectively.

Certain modifications can only be made before the first recipient completes their action. This ensures that all parties are working with the most current version of the agreement, maintaining the integrity of the signing process.

Viewing and Opening Agreements

Viewing and opening agreements in Adobe Sign is straightforward. Users can easily access the details of an agreement by selecting it from the agreement list on the Manage page.

Once the desired agreement is selected, the ‘Open Agreement’ option appears on the right sidebar, allowing users to view the full details of the document.

This action provides a comprehensive view of the agreement and enables users to manage their documents more efficiently. Having all necessary information readily available allows users to make informed decisions and ensure the smooth processing of agreements.

Setting Reminders and Expiration Dates

Setting reminders and expiration dates for agreements is essential to managing documents in Adobe Sign. Users can access the agreement’s settings to adjust these timelines, ensuring that all parties know important deadlines.

Reminders can also be set to prompt recipients about pending actions, helping to keep the signing process on track.

Expiration dates can also be edited or cancelled, providing flexibility in managing the signing period. Once an agreement expires, it cannot be revived; therefore, setting realistic timelines from the outset is crucial.

Replacing Documents and Recipients

In certain situations, replacing documents or recipients in an agreement may be necessary. Adobe Sign allows users to make these changes, provided specific conditions are met.

For instance, documents can only be replaced if they have not been signed yet, and recipients can only be replaced if they have not completed their signing process.

To replace a recipient, the sender must select the current recipient and select the replace option before completing the action. These conditions ensure that all parties are notified of the changes, maintaining transparency and accuracy in the signing process.

Reviewing Agreement Activity

Reviewing the activity of agreements is a critical aspect of document management in Adobe Sign. Each agreement has specific milestones from creation to completion, which are documented in the activity log.

The History tab allows users to track the history of actions taken on an agreement and summarises the document’s progress.

The activity log provides a detailed record of the agreement’s journey, capturing each action in a chronological sequence. This level of detail ensures that users can review the agreement’s activity and understand its progress and any actions taken.

Event History Overview

The event history feature in Adobe Sign provides a comprehensive overview of all transaction events associated with an agreement. Users can view detailed transaction events by navigating to the History tab, including when the document was created, viewed, signed, and more.

This transparency is crucial for understanding the document’s lifecycle and accurately recording all actions.

Audit reports, which include a complete record of the agreement’s transaction history, can be easily downloaded as PDF files. These reports provide a thorough account of the agreement’s activity, making them invaluable for auditing and compliance purposes.

Accessing Audit Reports

Accessing audit reports in Adobe Sign is straightforward and ensures a detailed record of all actions taken on your documents. To obtain an audit report, users must select the specific agreement from which they want to generate it.

Once the agreement is selected, clicking the Download Audit Report link initiates the download process.

The audit report is automatically generated as a PDF file.

It provides a comprehensive overview of the document’s transaction history and includes detailed information about each step in the agreement’s lifecycle, making it an essential tool for tracking documents and ensuring compliance.

Utilising Shared Account Features

Shared account features in Adobe Sign enhance collaboration by allowing multiple users to access and manage documents collectively.

When this feature is used, two new columns—GROUP and SHARED BY—are added to the Manage page, clarifying the source of shared content. This setup ensures that users can easily identify the origin of shared agreements, facilitating better organisation and oversight.

These shared account features make it easier for teams to collaborate on documents by providing seamless access to shared agreements. Leveraging these tools helps organisations improve document management processes and ensures all team members are aligned.

The GROUP and SHARED BY columns in Adobe Sign are pivotal for managing shared documents effectively.

GROUP Column

The GROUP column identifies the user group associated with the shared content, enhancing organisational clarity and making it easier to track the origin of documents. This feature is particularly useful for large teams, where multiple groups may be working on different sets of documents.

SHARED BY Column

The SHARED BY column indicates the user who shared the document, providing clear attribution for accountability. This transparency improves oversight and tracking, ensuring that all shared agreements can be traced back to their source easily.

These columns empower users to manage and track their documents more efficiently.

Summary

In conclusion, Adobe Sign offers a comprehensive suite of tools for managing and tracking signed documents.

Adobe Sign provides everything you need to handle your agreements effectively, from navigating the Manage page and utilising real-time status updates to setting reminders, replacing documents, and leveraging shared account features.

By mastering these features, you can ensure that your document workflows are streamlined, efficient, and compliant with all necessary regulations.

Frequently Asked Questions

Where can I find Adobe signed documents?

You can find Adobe signed documents by logging into Acrobat Sign and navigating to your Manage page, where you can access any agreements you are party to. Search for the specific agreement to review it at any stage of the signature process.

How do I get an Adobe Sign audit report?

To obtain an Adobe Sign audit report, log in and navigate to Manage, select the specific agreement, and click on “Download Audit Report” in the right pane. This process will provide you with the detailed audit information you need.

How do you track agreements in Adobe Sign?

To track agreements effectively in Adobe Sign, navigate to the “Manage” section from your home screen or use the action card at the bottom of the window to access a specific view of your agreements. This streamlined approach ensures easy oversight of your documents.

What additional information is displayed when using the shared account feature?

The shared account feature displays two additional columns, labelled GROUP and SHARED BY, which indicate the source of the content. This enhancement allows users to identify the context of shared materials easily.

How does the Manage page display the listing of agreements?

The Manage page effectively displays a listing of agreements in its central area, with each row corresponding to an individual agreement record. This organised layout allows for easy access and review of the agreements.