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Adobe Sign Options
Adobe Sign uses several different tools for creating, sending, and managing documents.
Understanding the difference between Agreements, Templates, Web Forms, and Workflows will help you select the appropriate option for your business process.
| Adobe Sign Option |
Description |
Common Use |
| Agreement |
A document sent to one or more recipients for completion or signature |
Sending a document to specific recipients for completion or signature |
| Template |
A reusable document with predefined fields and settings |
Documents that are sent regularly using the same format and fields |
| Web Form |
A form that can be made available through a link for users to complete |
Forms that need to be available through a reusable link rather than sent individually |
| Workflow |
A predefined process that controls recipients, fields, and signing steps |
Standardized processes with consistent recipients, routing, or signing steps |
Which One Should I Use?
Use this quick guide:
I need to send a document to someone for signature.
→ Agreement
I send the same document repeatedly.
→ Template
I want people to access a form themselves through a link.
→ Web Form
I have a standardized process involving specific recipients or steps.
→ Workflow
Agreements
An Agreement is the actual document transaction that you send to recipients for completion or signature.
For example, you might send:
- A student form requiring a signature
- An employee document requiring approval
- A contract requiring multiple signatures
- A form that needs to be completed and returned
Think of an Agreement as:
"This is the document I am sending out right now."
Once sent, you can track the Agreement's status and manage the transaction.
Templates
A Template is a reusable version of a document that you frequently send.
Instead of uploading and preparing the same document every time, you can create a Template with commonly used fields already configured.
For example, if your department sends the same authorization form 100 times throughout the year, you could create a Template containing:
- The document
- Signature fields
- Date fields
- Text fields
- Required fields
- Other predefined form settings
You then use that Template as the starting point when creating an Agreement.
Important Distinction
A Template is not the same thing as an Agreement.
Think of it this way:
Template → reusable starting point
Agreement → actual transaction sent to the recipient
Example: You create an "Employee Authorization Form" Template. When you need an employee to sign it, you use that Template to create and send an Agreement.
Web Forms
A Web Form allows a form to be made available through a link so that people can access and complete it themselves.
This is useful when you don't know in advance who will need to complete the form or when you want to provide a single, reusable link.
For example:
Instead of individually sending a form to every person who needs it, you could provide a Web Form link that allows each person to access and submit the form.
Web Forms are particularly useful for processes such as:
- Requests
- Applications
- Registrations
- Acknowledgments
- Forms intended for a broad audience
Important Distinction
A Web Form is designed around people accessing the form, whereas an Agreement is typically initiated by someone sending the document to specific recipients.
Workflows
A Workflow is designed for a standardized, repeatable signing process.
Workflows can help establish things such as:
- Who receives the document
- The order in which recipients receive it
- Required information
- Required fields
- Consistent document processes
For example, a department might have a process where:
Employee → Supervisor → Department Chair → Final Approval
Rather than recreating that process every time, a Workflow can provide a consistent structure for the transaction.
When Should I Use a Workflow?
Consider a Workflow when:
"We send this type of document frequently, and the people and process are almost always the same."