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ADOBE ACROBAT SIGN NOTARIZE INTEGRATION
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Last updated on Jun 15, 2022
OVERVIEW - NOTARIZE INTEGRATION
Adobe Acrobat Sign has partnered with Notarize, Inc. to provide online
notarization services.
Acrobat Sign's integration with Notarize Inc.'s online notarization service is
only available for use in the US with business and enterprise service plans.
SPECIFYING THE NOTARIZATION REQUIREMENTS FOR A PARTICIPANT WHEN COMPOSING A NEW
AGREEMENT
When the notarization feature is enabled for the Acrobat Sign account, the
sender can select Requires notarization by selecting the ellipsis on the right
side of the recipient record.
The notarization option is only available for recipients with a Signer role.
Note:
The option to include other authentication methods is still available to vet
user access to the agreement prior to the online notarization session.
Once the sender clicks Next, additional information is requested on
the Notarization details page:
SPECIFY NOTARY SERVICE
Notary Service Options available to the senders are based on the Notarize
Transactions enabled for the sender based on the configurations defined by the
admin in Send Settings. Notary Service Options are determined by purchased
entitlements of Notarize offers. For more information on how to add Notary
Services to your Acrobat Sign account, contact your Adobe sales representative.
* Use the On-Demand Notary service from Notarize, Inc. - Available for senders
with access to On-Demand Notary service.
When using the On-Demand Notary service there is an option available for the
sender to specify that payment for the transaction needs to be made by the
signer. When this option is selected, the signer will be prompted by Notarize to
make the payment before the completed document can be
made available. The Notarize Transaction quota for Notary on Demand associated
with the sender account is not deducted when the signer pays Notarize, Inc. for
the transaction.
* Use notary provided by my organization - Available for senders with access to
Notarize Inc.'s In-House Notary service.
You can optionally include the email address of the in-house notary while
initiating notarization requests.
CONFIRM FILES TO BE NOTARIZED
Allows senders to select all or a subset of documents to be marked as requiring
notarization.
ADDITIONAL NOTARY OPTIONS
Allows senders to optionally specify a meeting schedule and add additional
instructions to the notary.
The status of agreements can be tracked via the Acrobat Sign Manage page. Once
the signer(s) requiring notarization have completed the pre-notarization review
step and the agreement is out for notarization, the agreement status changes
to “Out for Notarization”.
RECIPIENT EXPERIENCE
1. Notary Signer recipients receive an email asking them to review the
agreement content and fill in any fields that have been placed for them. If
another authentication method is configured, the recipient must satisfy
that authentication requirement before viewing the document.
Note:
Signature fields are suppressed in this first review of the document.
All other field types are available for the recipient to provide content.
Once all required fields are completed, the recipient is prompted
to Proceed with initiating Remote Online Notarization process with
Notarize, Inc.
Note:
Steps 2-12 take place on the Notarize platform.
The details below are provided by Notarize Inc. Please refer to Notarize
Inc.'s documentation for additional details or questions on the use
of Notarize's services
2. A second email is delivered to the recipient immediately from Notarize,
Inc. indicating that they should start a notary session.
Note:
Notarize Transactions that have multiple recipients will receive the
email from Notarize, Inc. after all recipients have completed their review
of the agreement.
This link opens a session with the Notarize system.
3. A window opens with the Notarize landing page.
The recipient clicks the Get it Notarized button and is delivered to an
input screen where they are prompted to enter their name information as it
appears in their ID:
4. An image of the agreement is displayed for the recipient to review.
Clicking Done Reviewing advances the recipient to the next stage:
5. Audio and Video connectivity is then verified, and the recipient is
requested to allow access when prompted:
6. After the connection is confirmed, the recipient is requested to:
* Verify their full name
* Provide their date of birth
* Provide their US Social Security number (At least the last four digits)
* Provide their home address
7. The recipient is asked to validate their identity by answering five
questions in two minutes or less.
* If the recipient answers incorrectly or takes longer than two minutes,
the validation process fails.
* The recipient is given one more chance to answer five more questions.
If they fail the second attempt, the session fails and the recipient
cannot try again for 24 hours.
8. After passing the five question verification process, the recipient is
asked to provide a valid, government-issued photo ID.
The recipient has the option to take images with a mobile device, or use
the web browser and their web camera:
After selecting a method, the recipient is asked to declare what type of ID
they are using.
The recipient is then asked to take images of their document:
9. When the images are collected, the recipient is asked to enter the document
number along with their other personal information.
10. The recipient is then connected to a live Notary Public. This may take a
minute or two while the notary is contacted and accepts the session.
When the notary accepts the session, the agreement document is displayed,
with the signature fields visible. The document remains locked until the
notary is ready to witness the signature.
Both the notary and recipient can see the document and each other, and
verbal communication is allowed through the session.
The notary validates the documents and releases the document for the
recipient to sign.
11. The recipient selects a signature style and applies it to the document.
12. After the signature is witnessed, the notary applies the notary stamp, and
the signature session is completed successfully.
13. You will receive notification from Acrobat Sign once the transaction is
completed.
For users with an Acrobat Sign account, completed documents and the Audit
trail can be downloaded from the Acrobat Sign Manage page
Note:
Individual notarized documents can be retrieved from the file attachments
section of the merged PDF file.
CONSUMPTION OF NOTARIZE TRANSACTIONS
Note:
This section is only applicable to customers who purchased Notarize Transactions
quota or Notarize Subscription through Adobe.
Track available volume:
To monitor the volume of Notarize Transactions or Subscription available to the
account:
1. Navigate to Account Settings > Send Settings > Enable the following Notary
transactions
2. Click the Track Usage link:
A “Notarize Transaction” occurs each time the Notarize Service is used to enter
into a meeting with a notary in which the notary is able to complete a
notarization for at least one signatory.
A Notarize Transaction can have between one and eight signatories.
AUDIT REPORT
A successful notarization event is logged in the Acrobat Sign audit report with
a separate section that includes events during notarization as reported by
Notarize, Inc.
The appended report only includes the parties involved (Identified by name and
email address) along with the "pass/fail" status of the event as reported by
Notarize Inc. This addendum is part of the Audit Report and is purged from the
system with any other action that purges the Audit Report (GDPR, Retention).
The Notarize audit trail can also be found attached to individual notarized
documents.
CONFIGURATION OPTIONS
Prerequisites
The notarization service needs to be enabled at the account level before
individual Notarize Transactions can be made available to groups.
Before you can enable the Notarize integration, you must have a Notarize API
key, provided by Notarize.
The Notarize API key is validated before an agreement is sent for notarization.
Sending and updating an agreement with notarization enabled is blocked (with an
error) if:
* the account is a trial account with Notarize which has expired
* the Notarize account mapping to the API key is deactivated
* the Notarize API key is invalid.
* the Notarize API key has been disabled.
HOW TO OBTAIN YOUR API KEY
Please refer Notarize documentation for steps to obtain an API Key
ENABLE THE NOTARY SETTINGS FOR THE ACCOUNT
Access to the notary service is gated at the account level.
Log in as an account-level admin and navigate to Account
Settings > Notarization Settings.
One configurable setting is available: Enable integration with Notarize.
Enabling this setting populates the Send Settings tab with the optional controls
that expose the Notarize Transaction to users.
When the notary service is enabled at the account level, all groups populate one
or more optional settings on the Send Settings tab. The settings exposed will
depend on the Notarize transaction types available for the account:
* In-House Notary w/ Multi-factor Signer Authentication - Allows an internal
notary to process the notarization requests. This method requires the signer
to pass multi-factor authentication (steps 6-9 of the recipient experience).
* Notarize Notary on Demand Service - Allows notarization requests to be
processed by agents with the Notarize service.
* In-House Notary - Personally Known by Notary - Allows an internal notary to
process the notarization requests without requiring multi-factor
authentication.
Note:
If you do not see the Notarize Transactions on the Send Settings page, check
that the account-level settings are enabled.
ACROBAT SIGN INTEGRATIONS THAT SUPPORT NOTARIZE TRANSACTIONS
* Microsoft integration
* Word
* PowerPoint
* Teams
* SharePoint
* Acrobat Desktop
LIMITATIONS / INCOMPATIBLE FEATURES
* Localization – US English only
* The Notarize Integration Feature is not available for Custom workflows,
Self-signing, and Web forms.
* Digital signatures are not supported in transactions that include
notarization.
* Limited Document Visibility is not compatible with notarization and will be
disregarded if enabled.
* The option to keep documents separate is not available for agreements that
are notarized.
* Payment fields cannot be used for participants requiring notarization.
* Spousal scenario (the same email cannot be used for two signers)
in agreements, including notarization.
* Multiple signers requiring notarizations can be initiated from a single
Acrobat Sign transaction, but all signers need to join a
concurrent notary session on the Notarize platform.
FREQUENTLY ASKED QUESTIONS:
Notarize Inc.’s Business Platform FAQs
HOW DO I ACCESS INDIVIDUAL NOTARIZED DOCUMENTS FROM THE MERGED DOCUMENT RECEIVED
FROM ACROBAT SIGN?
The Keep documents separate option is not currently supported with agreements
involving notarization. However individual notarized documents can be
retrieved from the file attachments section of the merged PDF file.
THE NOTARIZATION SETTINGS ARE ENABLED AND SUCCESSFULLY ACTIVATED, BUT I DON'T
SEE ANY NOTARIZE TRANSACTIONS ON THE SEND SETTINGS PAGE.
Transactions on the Send Settings page are displayed based on the organization's
entitlements to Notarize Transaction types.
If the Notarize Transactions are purchased through Adobe, please contact Acrobat
Sign customer support for assistance.
For direct customers of Notarize Inc., please contact Notarize support.
Note:
If there are updates to Notarize managed subscriptions (such as addition of new
Transaction types, you may need to reactivate the integration via account level
settings in order for new Notarize managed Transaction types to show in Send
Settings .To reactivate the integration, first disable the integration and then
enable again by entering the Notarize API key.
CAN WITNESSES BE SPECIFIED WHEN INITIATING NOTARIZATION REQUEST FROM ACROBAT
SIGN
No, witnesses may not be specified.
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