A simpler, faster way to send, sign and track documents

Getting documents signed shouldn’t be complicated. Yet many of us know the frustration of printing, scanning, emailing and chasing approvals, or asking, “Where is this document now?”

To simplify this process, the University of Calgary is expanding access to Adobe Acrobat Sign, making it automatically available to all faculty and staff without the need to submit an IT request. The tool allows users to send, sign and track documents electronically, making it easier to use secure digital signatures as part of everyday work.

A small change with a big impact

A surprising amount of time can be spent on administrative co-ordination such as following up on approvals, managing multiple versions of a file or searching email chains for the latest copy. Those steps can quickly add up and take time away from more valuable work.

Adobe Acrobat Sign makes it easier: It lets users track where a document is in the approval workflow, automatically routes it to the right people, and creates a clear audit trail. The result isn’t just faster signatures; it is less time spent chasing, checking and co-ordinating.

Streamlined workflows across campus

Making Adobe Acrobat Sign automatically available to all faculty and staff supports UCalgary’s Ahead of Tomorrow strategic plan and aligns with the Operations Plan by streamlining processes, maximizing existing tools and advancing the university’s digital transformation. Previously, access to Adobe Acrobat Sign required submitting an IT request, which led to a mix of manual and digital processes across campus. With automatic access, the tool is ready whenever it’s needed. Many teams are already seeing the benefits:

“Adobe Acrobat Sign has strengthened our processes by enabling customized workflows that simplify graduate hire contract handling and improve visibility when tracking documents,” says Connie Qi, scholarship and contracts officer in the Faculty of Arts. “It has made managing high volumes of agreements much more efficient and organized.”

Adds Sabeel Khan, senior procurement specialist with Supply Chain Management: “Using Adobe Acrobat Sign has made managing the contract signing process much faster and simple. It gives our team clear visibility into who has the document and where it is in the signing workflow.”

What Adobe Acrobat Sign is for — and what it is not

Adobe Acrobat Sign is designed for documents that need official approval signatures. It does not replace systems like PeopleSoft, which remain the official record. It’s also different from Adobe Acrobat’s “Fill & Sign” feature, which can add a signature, but doesn’t track approvals or provide an audit trail.

Supporting compliance and record keeping

The tool helps teams maintain better records, standardize workflows and support electronic filing for future retention. Completed documents should be saved outside Adobe Acrobat Sign, following the Information Security Classification Standard. As with all university systems, its use continues to be guided by terms and conditions as outlined in the Knowledge Base article, as well as existing policies, including delegation of authority, records management and privacy requirements.

Getting started

Quick-start resources, including video tutorials and FAQs, are available in the Knowledge Base article. Additional support is available through ServiceNow. Facilitated virtual training sessions will be offered by Adobe in the summer and fall, with dates to be shared once confirmed.