Adobe Sign Workflow Sample - Multiple Signers

1. Launch Workflow Composer and open the workflow. See Open the Workflow for a Sequence.

2. In Workflow Composer, drag the state icons and transition lines to so that you can easily locate each item in the StateMachine workflow.

   

The workflow requires the following arguments and variables. You can create these arguments and variables before working on the activities, or you can add them when they are needed for a specific activity (described below).

Keep in mind that arguments are passed in JSON format and that JSON elements are case sensitive. Be sure to match the casing of argument names in Workflow Composer and Form Designer.

Arguments

Variables

LogLine Activities

While testing and troubleshooting the workflow, we recommend adding LogLine activities at critical stages within the workflow. The following expression will provide logging for specific objects (replace <object> with the object name):

Newtonsoft.Json.JsonConvert.SerializeObject(<object>, Newtonsoft.Json.Formatting.Indented)

We recommend setting the Level value to Information for any LogLine or LogObject activities. See Best Practices for Logging and Logging in Azure.

Note: If your sequence is non-authenticated (Anonymous=true), the LookupUser and GetEntity activities are not applicable, but a CreateEntity activity may be needed instead. Be sure that any anonymous sequence includes the user's email address. It is required as the Adobe Sign recipient address.

Use the Welcome  form to retrieve the Student Id and Student Entity.

1. Double-click the icon of the Welcome state.

2. Create a variable named studentid of Type Int32.

3. Drop a LookupUser activity into the Entry area of the Welcome state.

   • In the UserId property, specify the studentid variable.
   • In the UserName property, specify formInstance.UserName.

4. Drop a GetEntity activity below the LookupUser activity.

   • In the EntityId property, specify the studentid variable.
   • In the Result property, specify studentEntity.

   

5. Save the workflow locally and continue with the next set of steps.

Since the workflow can be busy for a long time, we recommend that you persist the workflow instance before creating the PDF.

1. Double-click the Next transition between the CMC_Student_Personal_Adobe_Multi and Default-Frame states.

   

2. Drag a Persist activity into the Trigger area below the Next activity. The Persist activity does not require any properties to be specified.

   Workflow Composer automatically wraps the Next and Persist activities in a Sequence.

   

3. Save the workflow locally and continue with the next set of steps.

1. Create a variable named URL. Set the Variable type to String. Set the Scope to StateMachine. This variable will be assigned to the PDF created from the form.

2. Drop an Assign activity into the Entry area of the Default-Frame state.

   

   1. In the To field, specify the variable name URL.

   2. In the Value field, specify the following:

      formInstance.RendererBaseUrl + "#/viewCreator/" + formInstance.WorkflowDefinitionId.ToString + "/forms=CMC_Student_Personal_Adobe_Multi"

      Where "/forms=CMC_Student_Personal_Adobe_Multi" indicates the Forms Builder form that contains the Adobe Sign components.

      Notes

      • If the form name has a space, replace the space with a + sign.

      • If multiple forms are sent to Adobe Sign, specify a comma-separated list of form names in the "/forms=" attribute.

3. Drop a Persist activity below the Assign activity.

4. Create a variable with a name like Pdf. Set the Scope to StateMachine. This variable will hold the document image created from the form.

   Note: Make sure you use the same variable name when you reference this variable later in the workflow. (This applies to any other variable.)

   1. In the Variable type field, select Array of [T] and select Browse for Type.

   2. In the "Browse and Select a .Net Type" window, specify byte, select the System variable Byte, and click OK.

      

5. Drop a PrintUrlToPdf activity below the Persist activity.

   Specify the properties for the activity as follows:

   • PdfDocument = Pdf (This is the name of the variable created above.)

   • Url = URL (This is the name of the variable created above.)

   • Validation Messages = formInstance.ValidationMessages

   

6. Save the workflow locally and continue with the next set of steps.

In the following steps we will continue to add activities to the Default-Frame state.

1. Create a variable named AdobeSignConfig. Set the Scope to StateMachine.

   In the Variable type field, select Browse for Type. In the "Browse and Select a .Net Type" window, scroll down to Cmc.Nexus.FormsBuilder.Contracts > Cmc.Nexus.FormsBuilder.Entities and select AdobeSignConfig.

2. Drop a GetAdobeSignConfig activity below the PrintUrlToPdf activity.

   Specify the properties for the activity as follows:

   • AdobeSignConfig = AdobeSignConfig
   • Validation Messages = formInstance.ValidationMessages

   The GetAdobeSignConfig activity retrieves your user credentials from the Adobe Sign settings in Forms Builder. These values enable the workflow to log in to Adobe Sign.

3. Create the following variables:

   Variable Name	Type	Scope	Default
   AdobeSignRecipient	Cmc.Nexus.FormsBuilder.Entities. AdobeSignRecipient	StateMachine	New AdobeSignRecipient
   AdobeSignRecipient2	Cmc.Nexus.FormsBuilder.Entities. AdobeSignRecipient	StateMachine	New AdobeSignRecipient
   AdobeSignDocument	Cmc.Nexus.FormsBuilder.Entities. AdobeSignDocument	StateMachine	New AdobeSignDocument
   AdobeSignRequest	Cmc.Nexus.FormsBuilder.Entities. AdobeSignRequest	StateMachine	N/A

4. Below the GetAdobeSignConfig activity, drop an Assign activity for each row in the following table and type the indicated values:

   "To" Field	Value	Notes
   AdobeSignConfig.EmailSubject	"Adobe Sign Test at " + DateTime.Now.ToString()	This is the email that the end user will receive after the signing process is done.
   AdobeSignDocument.DocumentId	"1"	The SignerId should match the Signer property in the Adobe Sign component on the form. Allowed values are "1" to "5".
   AdobeSignDocument.Name	"StudentInfoPdf.pdf"	Name of the signed document.
   AdobeSignDocument.Content	Pdf	Name of the variable that holds the document image (see Create a PDF of the Form). In our example the name of the variable is Pdf.
   AdobeSignRecipient.FirstName	studentEntity.FirstName	First name of the user who submitted the signed document.
   AdobeSignRecipient.LastName	studentEntity.LastName	Last name of the user who submitted the signed document.
   AdobeSignRecipient.Email	studentEntity.EmailAddress	Email address of the person who will receive the signed Adobe Sign document.
   AdobeSignRecipient2.FirstName		First name of the co-signer who submitted the signed document. This could be a parent name from the StudentRelationshipAddressEntity.
   AdobeSignRecipient2.LastName		Last name of the co-signer who submitted the signed document. This could be a parent name from the StudentRelationshipAddressEntity.
   AdobeSignRecipient2.Email		Email address of the co-signer who will receive the signed Adobe Sign document. This could be the email address retrieved from the StudentRelationshipAddressEntity.
   AdobeSignRecipient2.SignerId	"2"	The SignerId should match the Signer property in the Adobe Sign component on the form. Allowed values are "1" to "5".

5. Save the workflow locally and continue with the next set of steps.

In the following steps we will continue to add activities to the Default-Frame state.

1. Drop the CreateAdobeSignRequest activity below the previous activity.

   Specify the properties using the names of the variables created above as follows:

   

   Notes

   • The expression for AdobeSignRecipients passes multiple items (the primary and secondary recipient) within an array.

   • The out argument AdobeSignRequest returns the URL of the signed document.

   

2. Drop an If activity below the CreateAdobeSignRequest activity and specify the following condition:

   formInstance.ValidationMessages.HasErrors

3. Add a LogLine activity to the Then branch and specify a message to capture errors, e.g.:

   Environment.NewLine & "ERROR in CreateAdobeSignRequest: " & Environment.NewLine & formInstance.ValidationMessages.Item(0).Message

4. Add an Assign activity to the Else branch.

   1. In the To field, specify frameUrl. (This is the argument associated with the IFrame form.)

       Be sure to use the exact casing shown here. 

   2. In the Value field, specify AdobeSignRequest.Url.

5. Save the workflow locally and continue with the next set of steps.

The IFrame form (Default-Frame) will receive the Adobe Sign document with the first signature, but the signing process is not yet complete. We want the workflow to continue with the AdobeSignWait  form upon receipt of the first signature. The workflow will pause on the AdobeSignWait  form until the second signature is received. If user closes the form or logs out after submitting the first signature, upon return to the form, the workflow will display the AdobeSignWait  form.

1. Double-click the Done transition leading to the End state.

2. In the Trigger area, name the WaitForFormBookmark as Collecting Other Signatures.

3. Select Transition Type = MoveForward on the WaitForFormBookmark activity.

   

4. Drop a GetAdobeSignRecipientStatus activity below the WaitForFormBookmark activity.

   Specify the properties using the names of the variables created above as follows:

   

5. Specify the following in the Condition field for the Done state:

   AdobeSignRecipients(1).Status.Equals("COMPLETED")

   This ensures that even if the user clicks the button ”Collecting Other Signatures" instead of closing the browser, the workflow will not proceed until the status of the additional signer is COMPLETED.

   

   

6. Drop a GetAdobeSignRecipientStatus activity into the sequence.

   

   Specify the properties using the names of the variables created above as follows:

   

7. Create a variable named AdobeSignSignedDocument. In the Variable type field, select AdobeSignDocument. Set the Scope to StateMachine.

8. Drop a GetAdobeSignSignedDocument activity below the GetAdobeSignRecipientStatus activity.

   Specify the GetAdobeSignSignedDocument properties as follows:

   

9. Save the workflow locally and continue with the next set of steps.

To convert an Adobe Sign document to a DocumentEntity that can be attached to a record in Anthology Student, add CreateDocument and SaveDocument activities to the workflow. These activities will be placed below the GetAdobeSignSignedDocument activity.

1. Drop an If activity below the GetAdobeSignSignedDocument activity and specify the Condition as formInstance.ValidationMessages.HasErrors.

2. Add a LogLine activity to the Then branch using the following message Text:.

   Environment.NewLine & "ERROR in GetSignedDocuments: " & formInstance.ValidationMessages.Item(0).Message

3. Create a variable named Doc. Set the Scope to StateMachine.

   In the Variable type field, select Browse for Type. In the "Browse and Select a .Net Type" window, scroll down to Cmc.Nexus.Crm.Contracts > Cmc.Nexus.Crm.Entities and select DocumentEntity.

4. Drop a CreateDocument activity into the Else branch.

   Specify the properties as shown below activity and use the drop-down field in the activity to select appropriate values:

   • Module = Select a Module from the drop-down list, e.g., Admissions.

   • Document Type = Select a Type (Template) from the drop-down list.

   • Document Status = Select a Type from the drop-down list.

   • Student = Specify a Student Id or use a variable.

   • Due Date = Specify a date or use a variable, e.g., DateTime.Now

   • Document (OutArgument) = Doc (This is the variable created above for the DocumentEntity.)

   • Validation Messages = formInstance.ValidationMessages

   

5. Below the CreateDocument activity, drop an Assign activity for each row in the following table and type the indicated values:

   "To" Field	Value
   Doc.OriginalFileName	"AdobeSignPdf.Pdf"
   Doc.DocumentImage	AdobeSignSignedDocument.Content
   Doc.ImageType	"Pdf"
   Doc.IsDocumentAddedManually	true

6. Drop a SaveDocument activity below the last Assign activity.

   Specify the properties for the SaveDocument activity as follows:

   • Document (InOutArgument) = Doc (This is the variable created above for the DocumentEntity.)
   • Validation Messages = formInstance.ValidationMessages

7. Save the workflow locally and continue with the next set of steps.

1. Click Publish. The New Workflow Definition Version window is displayed.

2. If you want the workflow to be run as soon as the event occurs on the entity, select Enable This Workflow Version?, otherwise leave the check box cleared.

3. Click Save, then Cancel to close the publisher window.

4. In the Sequence List, select and complete the form that contains the Adobe Sign fields.

5. Verify that the signed Adobe Sign document is available at the return URL.

Note: While testing your workflow, make sure that you terminate the previous instance of the workflow before running an updated version of the same workflow. In Workflow Composer, click Open Persisted Workflow, select your workflow instance, and click Terminate.

Persisted workflow instances can be also deleted from the Sequence Designer workspace. For more information, see Delete Persisted Workflow Instances.