Here’s a sample use case to automate the employee clearance process using Adobe Sign integration. The clearance form will be sent to all relevant stakeholders involved in the process.


The setup for this use case can be divided into four parts:


  1. Defining an Adobe Sign Template

  2. Creating a Service Request item in Freshservice 

  3. Defining custom objects containing location and business unit mappings

  4. Workflow Configuration for Employee clearance


Defining an Adobe Sign Template


A sample template is defined in Adobe Sign containing the employee clearance form, with the following signer recipient roles.


  1. BU Head

  2. IT Personnel

  3. HR Personnel

  4. Manager

  5. Employee


The template ID of this template will be used in the workflow configuration. Here’s a sample template definition created in Adobe Sign for reference.


 



Creating a Service Request item in Freshservice 


The service request will contain three dropdown lookup fields.


  • Employee (Lookup “All Users”)

  • Location (Lookup to “Location”)

  • Business Unit (Lookup to “Department”)





Defining custom objects containing location and business unit mappings


For this use case, we need to store different stakeholders required to sign on the employee’s clearance in a custom object.


  1. The object  “Business Unit Mapping” will store the HR Business Partner and Business Unit Head for each Business Unit. Here are the fields:


Business Unit Head

HR BP

Business Unit





  1. The object  “Location Mappings” will store the Facilities Manager and IT personnel for a particular location. Here are the fields:



Location

Facilities Manager

IT Personnel




Workflow Configuration for Employee clearance


Here’s an overview of the workflow configured for employee clearance automation. 



 


Step 1


Create Event and Condition Node to ensure workflow fires when an Employee Clearance service item is requested.


Step 2


Drag and drop the Reader node to read the “Location Mappings” custom object and fetch the 

Facilities and IT Personnel data are based on the location entered in the Service Request form.



Step 3


To read the “ Business Unit Object,'' we need to pull in another reader node to fetch the HR BP and BU Head based on the Business Unit entered on the form.




Step 4


Now that we’ve got all the stakeholders, we need to invoke the Adobe Sign app action to Create an Agreement. Pull in Adobe Sign app action node with the following configuration.


App Name: Adobe Sign - Orch

App Action: Create Agreement


Notes when Configuring Inputs:


library_document_id - The Adobe Sign library document id (template ID) will be hardcoded in the app node.



  • name - The Adobe Sign agreement name is hard-coded in the app node.

  • signature_type - Specifies the type of signature you would like to request - written or e-signature. The possible values are

ESIGN: Agreement needs to be signed electronically, WRITTEN: Agreement will be signed using a handwritten signature, and the signed document will be uploaded into the system

  • state - The state in which the agreement should land. It is hard-coded as IN_PROCESS for directly sending the agreement to recipients for signing

  • member_roles - Role assumed by all participants. Default to SIGNER.

  • member_emails - The email IDs for the recipients are read from the custom objects using the reader nodes in Steps 2 and 3 and used as placeholders. The email ID of the employee leaving the organization is taken using a placeholder for the “Employee” lookup field in the service request.