Concept: eSignature Integrations Best Practices

Assign at least 1 role in a signature group.

The integration fails and Workday logs an error message in

Process Monitor

if a signature group contains no assigned roles, and there are no other signers in that signature group.

Don’t use Adobe Sign with documents that contain prefill tags, or have an ampersand (&) in their filename.

You can't use the Adobe Sign eSignature integration with any document contains:

An ampersand (&) in their filename.
A prefill tag requiring the sender to add information before Workday sends the document.

Apply the necessary settings in your DocuSign account before authenticating in Workday.

Data Population Scope is set to
Envelope
in your DocuSign account settings.
2-Step Verification and Single Sign On (SSO) are disabled in your DocuSign account settings.

Complete both DocuSign authentication steps.

Ensure that you complete both authentication steps described in Set Up DocuSign. Failure to follow these steps can cause delays in transferring the documents between Workday and DocuSign.

Disable notification and message settings in Adobe when testing in non-Production tenants.

When testing in Workday, please open a support ticket directly with Adobe to ensure that notification and message settings are disabled in Adobe. This prevents unwanted notifications while testing your Adobe Sign integration in a non-Production tenant.

Disable notifications on business processes when testing in non-Production tenants with a larger audience.

Non-Production tenants send notifications and emails as normal to users if configured to do so. When testing an audience that isn’t administrators or test users, ensure that email and task notifications are disabled.

Authenticate the Adobe Sign and DocuSign integrations directly in Workday Sandbox and other non-Production tenants to test them.

Use Workday tasks to check the status of

Review Documents

steps configured for an eSignature integration.

Workday provides you with these tasks (secured to the Business Process Administration domain in the System functional area) to check the status of

Review Documents

steps configured for an eSignature integration:

Check eSignature Signing Status
Update eSignature Status

Reconfigure Adobe or DocuSign in Sandbox tenants after the weekly refresh.

Workday doesn’t allow credentials that are configured in Production environments to be used in Sandbox environments. Therefore, after each weekly refresh, customers must reconfigure Adobe or DocuSign in their Sandbox tenants.

Use your eSignature provider’s non-production accounts for Workday Sandbox and other non-Production tenants.

If you have a sandbox or test account with your eSignature provider, we recommend that you use this instead of your production account in Workday Sandbox and other non-Production tenants.

For Adobe or DocuSign events initiated in Production, reinitiate them after authentication when testing in Sandbox.

You can't action Production events involving Adobe or DocuSign in Sandbox. Therefore, when testing in Sandbox tenants, you must reinitiate eSignature events following authentication.

Ensure that all signers have a valid, unique email address.

Workday stops the integration.
Workday uses
Process Monitor
to notify the Business Process Administrator that the integration stopped because 1 or more signers are missing an email address or different signers have the same email address.

Signers must have a different address to the

Adobe Sign Sender Email Address

.

If you use the Adobe Sign eSignature integration, verify that a signer doesn't have the same email address as the

Adobe Sign Sender Email Address

.