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Electronic signature summer camp permission slip

hi everyone and welcome aboard the first-ever first shall we say presentation our first adobe apps for education webinar for 2015 we are going to be doing a session on permission slips with acrobat in design and echo sign those who missed this morning session we had some technical issues and apologize for that have already posted this session on to the website and also to the education exchange and you'll be getting an email through with that session so you can grab the recording there a pre-recording that was done for you and catch up with that but to this for this session Scott Trudeau who is a solutions consultant with Adobe and all-around good guy from what I hear will be leading us through this session so Scott are you there I am thanks for the introduction excellent not a worry so Scott you can follow him he's on all sorts of places and spaces around the globe but he's behance portfolio I was kind of pretty excited looking through that the other day so Scott did you would you like to share your screen and thanks in advance anyone who's not been to one of these sessions just so Scott can talk is where I work his way through a right up until the end if you have any questions please pop them up into this top questions pod and I will make sure that we answer those either at the end or as a session goes along so Scott over to you I'm going to meet myself great appreciate it I am going to be covering three ways that you can deliver and a permission slip type form within your institution one of those being adobe echosign this is a company that we acquired two three years ago incorporated that into our PDF technologies really excited about echosign i use it on a personal basis almost weekly as well as within a constantly signing things for ago be using echosign as well we'll also be taking a look at acrobat and adobe indesign i only have about twenty seven minutes left so we're going do this real quick and work through these workflows real quick and if you have any questions and we'll save those for the end here so if you have a first 20 i'll just give you a high-level overview of what is that cosine because ultimately we're going to end up in echo sign at the end of this demo so adobe echosign if you think about all the institutional document challenges that you experience at work one of those being just collecting field trip forms i called it field trip forms but it could be just about any paper-based workflow you know whether it's getting HR documents back and forth between students and administration or faculty members administration or whether it's a legal department special education forms i know my brother is a special education teacher it's constantly having to have different parties sign agreements who would say it's an individual education plan for the student student signs at parents sign it mom and dad sign it The Advocate signs it and of course the administration signs it so I have two daughters and I taught for six years junior high level students and I think about with my two daughters they're in junior high and high school you know documents come home most the time I get a phone call like five minutes before they're supposed to turn it in dad I never got my field trip permission form signed if you have kids maybe this story sounds familiar can you run the up and of course I'm out of state right now on business there mom luckily as a teacher within the same school system so they could run it over her and get it signed real quick so those forms are constantly disappearing within that black hole known as the backpack and never getting back to the teacher on time at least with my student to daughters anyway so be much easier if I just received an email saying sign this on my phone or on my laptop or on my iPad and I could just sign away and deliver that back to the school so things like lost or documents that you can't read manual routing piles of paper that's all things that we experience that our our school and adobe echosign takes care of this process it basically takes your PDF forms which will be talking about here in a minute or for that matter your word or excel forms a sense a moth routes them to the appropriate people those people can sign on just about any device out there and it also leaves an audit trail and reports back to the students as well so we're seeing the benefits of echo signs basically across the board all the way down to the classroom level I can think of one Texas institution that is purchase echosign across the board primarily because they already have acrobat and the teachers want to send out echo sign forms as well as the HR department admin departments so one Independent School District down in Texas this is a k-12 district how they're using a cosinus they send out 1,000 letters of what's called reasonable assurance to 1,000 different people across the institution they send out about 3,000 total of these each year it's a process that used to take a team of people months to complete things like printing letter stuffing envelopes mailing track and receiving and once they started using acrobat and echosign they were able to greatly reduce the amount of time and the people took process these in fact they got most of them back within the end of the day so they're very happy about using PDF and and echosign together to create this type of workflow so let's go ahead and take a look at first my microsoft form here you can actually download field trip permission forms straight from the mac with the microsoft library so that you can open it in word we've ever dealt with word forms they're very clumsy to fill in and things need to be double clicked and it's just a mess so oftentimes people will take these and turn them into a PDF form so that they can film at and and send those to the appropriate people so here we have in our field trip permission form and we're going to talk about one workflow right now and that's just through Acrobat and I simply open that form within Acrobat as you see here it's not syllable though that I can't fill it out and you do need full-blown acrobat too turn this into a fillable form however it can be processed with reader the free reading tool Oh something just happened everybody still see my screen here yeah just show your screen again sorry Scott I clicked touche screen for me thank you I'm not I'm not seeing yeah just show your screen yeah I had a layout glitch um I just got popped me um we're back to the screen that we were just at you're not there yet at the moment maybe it's gone too okay let's just try that again try that again has that fixed for you now Scott so hopefully every can everybody see my screen now again thanks and I and I'm also presenting from my hotel room and know how notoriously bad Wi-Fi is in hotel room so we'll we'll see how we could get through this so here's a word form you know traditionally you build your your PDF forms in Word or program like adobe indesign print those out to PDF so here's the PDF form all I did was do a file open within Adobe Acrobat opened up the PDF form it's not fillable now though and this does require a full-blown Acrobat to create a fillable form within Acrobat from an existing document so you can't do this in reader however once it's a fillable form you're into that your people that you send this out to will be able to fill it out with reader so if I want to create a form out of this very simple process just open up my tools panel come to forums choose create I notice now you can create some PDF forms from scratch we're not going to do that we're just going to use our existing document here choose next we need to take the current document choose continue it's just going to ask me to save this again we'll just put it on our desktop here and it goes through and finds the for the four fields very quickly and efficiently and and it did a really good job at identifying these form fields as well the only one it look like it messed up on a little bit here was on the notes field so I'll go ahead and take that and delete it you can always add a new field and notice the different fuel types that you can add everything from a text field to a check box so we're just going to choose a text field and from that text field will I just drop in another form field right into the Acrobat form here I went once that's done we do want this because it's a notes field to be a multi-line text field to get to those options you simply double click on the form field so any of these have options attached to it just going to double click on the form field we'll just name thus notes and go to my options and single check that is a multi-line note fielding close that out so this is one workflow that you can use to create a fillable form from an existing document that either scanned in or built in microsoft word and bring it into adobe acrobat for distribution so at this point i can choose to distribute the form to an individual my class or to multiple individuals and once i choose distribute it's going to again save the changes i'll just keep it the same file name and then ask me which one of these distribution services i wish to use now i have found that most of the educational institutions that I help support I now support 15 states will hire it in k-12 generally they use email to do this with and so they'll choose email and they'll continue you can either use Adobe Acrobat to send it or just save a copy and then open up outlook and send it out or whichever email distribution service you're using and send that out so I'll just choose adobe acrobat and then we can of course i just address it to whomever those people that we wish this to be delivered to in this case I'll just send it to myself and click send now what happens is that sits in my outlook my outlook box I notice it places it in the blind carbon copy field so that I said to kind of protects the other people from that you're sending this to and then you just choose send so that's a very traditional method of using Adobe Acrobat to build a form from an existing document in this case a word document and pushing it out to individuals to go ahead and sign so some of the problems are bottlenecks that you're going to experience with this workflow is that we can no longer guarantee what PDF Reader they're using external to the institution's they might be using Chrome to look at the PDF and now I'm finding that when I send a PDF form out for delivery large part of those people that I send the form to may call me up and say hey I'm not seeing any form data I'm not being able to send it back to you in large part because they're not using the free reader and we can't guarantee that they're going to use the free reader because there's so many different reading devices out there so we acquired echosign to take care of some of those bottlenecks and that they're experiencing and i'll show you how to use the echo sign workflow here in just a second so the other way to build a form one is using word and bringing it into Acrobat is using Adobe InDesign so I did want to cover this as well adobe indesign now has a button in forms field that we can help build our forms and then save those to PDF and basically go through the same process i just described but instead of building them and say word you're able to build them in indesign so here you can see it's just a single page i've set it up very similar to how it set up any indesign document he that this is just you know grabbing a rectangular frame dragging it out that's going to be my form field and then of course i could come in and duplicate these as well so I'll just duplicate that for location i'm not going to build out the whole form just for the sake of time but to give you an idea of how this is done an adobe indesign so i'll just duplicate these out and now I'm duplicating them out as I'm just using my alt or option key and dragging out an additional form field so to turn this into a form field within InDesign you want your buttons in forms panel and you're going to find that under window and you're just going to go down to interactive and there's your buttons and forms so this has many different objects that we can use in designing interactive of PDFs or interactive you can also use the buttons and forms tool for a digital publications the dps Adobe dps folios and as well as epubs so anyway I'm going to take this date field I'm going to drop this down this is going to be a text field notice there's a signature field radio button checks boxes list boxes so many the same form tools that you see within Acrobat so I'm going to make that a text field and then you can assign it a name as well just call this date will drop down to the next one and make this a text field as well and give it a name location so you can see how you can build a name and assign what type of form field it is and we'll just do a couple more here and the last one is the notes field that's a text field but it's also multi-line text field as you can see we have a multi-line checkbox that we can check so we're eliminating a step by doing this and the step used to be you take this you pull it into Acrobat you run the form wizard on it and that form wizard would identify the form fields in this case we're identifying the form fields within Adobe InDesign and then I can export this document so i just did a file export we're going to save it to my desktop as fuelled trip in design and notice down below the format i'm choosing adobe PDF interactive when I to save its to give me some export options i'm just going to take the default options and click ok exports that out opens it in acrobat and you can see that it has already identified all the form fields that we created within adobe indesign so you can now build those form fields within Adobe InDesign if if you need to rather than say scanning a document or building in and out in Microsoft Word so that's another workflow that you can use so we've taken a look at from word to acrobat and now from adobe indesign to an acrobat form and now i'm going to talk to the adobe echosign service that will allow us i think it's the most a frictionless way to export out forms and get those forms signs so every single one of these is a permission slip that needs to be signed so let me go ahead and close out acrobat and start with my word document again so inside this word document you can see the top part of this is basically for the teacher so if i was going to take my students on a field trip i would pre fill this out so this is my field trip template I'd pre fill this out and then you know go make a bunch of copies and then send them home with the students in hopes that I'd get all my documents back to me on time so keep in mind that pre-fill term that i just used for this top section so now what I'm going to do is jump into adobe echosign so here's adobe echosign you just go ahead and sign in with username and passcode you get so many free transactions but is software as a service and you can subscribe to adobe echosign to get kind of the powers of sending and receiving forms and digital forms and getting assigned all within a browser based environment so you can see from my home screen it presents me with certain panels one is to get things signed one is to add a template to a library this is probably what I would do for this field trip form so once it's added to your library you don't have to go about the process of rebuilding the form anymore because it's already been added you just fill out the necessary information and send it to end users and then you have any information regarding recent events so let's go ahead and get to build this form and get it signed all within adobe echosign so i'm going to choose get a document signed in this case all we have a fictitious a parent that works at darby university so that's their email address darby faculty one at gmail com we need to get this to the end user so that they quickly sign their permission slip and get it back to us we can have multiple people sign the form if we wish I we can choose any order or ordered entered so imagine a workflow where I for example a special education education plan that needs to be signed by the parent by the teacher by the legal advocate and by an administrator you can place all their email addresses within the section and it's routed to each one of those members and then brought back to the request or you can also do what's called a mega sign which I'll talk about in just a second that mega sign will allow multiple people all it wants to sign a document which is probably the way you distribute it through a classroom so we'll just call this field trip form and we'll upload the document into echosign now we could use the PDF form i'm going to show you kind of a shortcut here and that is I'm just going to upload the word document straight into echosign as well so it supports both PDF and word documents so we'll go ahead and take the word document I'm going to preview positions the preview and position the signatures for this so I'll go ahead and click Next processes all within a browser based environment and you can see there's my documents waiting for me now to build this out so the first thing I want to do is choose the user so in this case I address this to a single signer but i need some areas pre filled out by the teacher which is going to be me and then i simply drag and drop form fields into this area so i'm going to say text field goes here and a text field right here and a text field here so this what this is going to allow me to do and you can drag these out to be any size this is going to allow impromptu the end user to pre-fill specific areas of this form before it goes out to everybody else and if this was saved in your library like at library area i mentioned earlier each time you sent this for a different field trip you'd be able to just jump in and quickly update this area for that specific field trip and you know oftentimes the the parent doesn't know what room they're student as so I'm going to pre-fill that out as well so I've entered all the prefilled areas now I'm going to choose the different user which was the the parent Darby faculty member 1 and and that section will drag and drop a text field and so I'm just dragging and dropping and building this out like I said all within a browser based environment and we'll put that into place this into place takes just a second I did want to show you guys how the building in Thai reform here and it does support things like calculations so if you needed the student to you know there was a hotel stay out an overnight type stay you could put in form calculations you just double click on it notice you can enter values or calculated field as well as some validations so if you wanted to guarantee it was a phone number or a zip code or social security number you could do all that in this case that we're just going to keep it a basic text field and then we're going to drop in a name field whoops lunges to second so notice down here is the signing section so in case of emergency they're going to put the emergency contact yield and a phone number and I'll just double click on that and validate that for a phone number good and then I'll come down and add a signature field so drop in a signature field will also drop in a date field because the date is automatically placed within the document based on the signature so when we're all done with this we're ready to us to send this off to the end user so I'll go ahead and click sin and sends it but remember there was a whole pre-fill section so as part of this workflow it's going to say hey wait a minute you need to pre-fill this document first so we'll say goes at denver zoo and we'll pop pop a date in here say it's going to be on a 223 2015 and we'll say two o'clock alright that's kind of late there so let's say 11 to four pm and notice it's allowed me to pre fill this out and if i did a mega sign or some other kind of document that you could just address it to everybody in your classroom and do this one time we call this a bus and please bring some money so i have noticed that on the notes field I should have double clicked on that and told it's a multi-line text field forgot to do that but you can easily do that and the permission slip needs to be returned by 0 to a 1 2015 and then room 5b so I've filled out and it's not allowing me to fill out any of the information for the signer because that was that was set so that only the signer can do that so now I'm going to click to submit it it's been sent out to the end user Darby faculty member 1 and now we're waiting for that that user to check it and fill out the form so if I check on my home screen of my echosign account you can see under recent events it was sent out to that person and if i go to my manage section this is your portal into things that you need sign so you can sign forms within echosign as well anything out for signature so out for signature there's that field trip permission slip that's already been signed we have some cancelled here's the one we just sent out and what's nice about this is I can come in and take a look at the bottlenecks involved in this so I can see it was sent out but I'm still waiting for the person to sign it so real quick I'm going to jump onto my ipad so this could easily be my phone my laptop or my desktop computer so I'm going to jump onto my ipad go ahead and check my email by the way if you're a teacher the new yosemite quicktime player allows you to tether your ipad and just project right it through quicktime it's pretty cool it's nice little tip so here's the note that was sent to me from echosign so I'm bomb and dad I'm out and about maybe I'm at my kids hockey practice sitting there waiting for them to end I get this from the teacher from the school and you can see that I can view the pre-filled information now scrolling through here I can fill out any of the information here will call this a be oops you guys are watching me so I can't type right now you got to love autocorrect on these things right so baby Trudeau I I name my kid baby so you'll have to deal with that to attend the field trip to the zoo and so I'm just going through here and filling in the information for the sake of time let's get to the signature part I'll go ahead and sign this when you sign it it's you can enter your name just prompts you to enter your name it auto generates a signature that's perfectly legal in all 50 states most of the civilized world if you don't want to do that you can simply draw your signature and you can force the individual to draw their signature as well so i'll go ahead and draw in my signature apply it and i'll click the e sign it and what's nice about this is you're not worried about the individuals version of adobe reader you're not worried if they're even using Adobe Reader and some other version a PDF reader it's all done within the browser so they can fill out your forms within or on any mobile device basically so an iPad an iPhone a laptop any browser based internet-connected device we're all done so i can already jump back to my mail here and in just a second i will receive a copy of the field trip that i just sent to the teacher as well as with an echo sign i'll jump onto my home screen you can see it was already signed by scott rego i can jump over to the east signed document here's the document and here's the filled out section of course the prefilled section what's also nice about this as you receive an audit report as well so the audit report um tells you when it was created when it was mailed when it was viewed when it was signed so if you get that frantic call from mom and dad saying hey I signed that document you can jump into echosign and make sure that they so that is adobe echosign one last thing to mention is this a tool also has a section right within the forms area so if I choose to edit this form here you can see I can convert any form to an echo sign form as well right within adobe acrobat so you can leverage adobe acrobat to help you build these echosign forms or you can use the browser based environment so three different workflows of building forms one with an InDesign one with an acrobat one within adobe echosign I'm echosign eliminates the bottlenecks of which reader are they using or does their device support a reading tool so with that said I've come to the 430 period and I can have some time to answer some questions here as well olesen so what we're just going to do actually no we'll leave that on guy if everyone's okay we might just go a couple of minutes over and apologies for that due to the little glitch we had a couple of questions christopher wants to know is there a way to hack collect data into Excel Christopher did you was that answered for you or do we still need to look into that and then Brett's got a couple of questions on automated scripts and proxy server environment so tell me so that both both of the workflows whether you're distributing from acrobat or from echosign will allow you to export the data to excel so if you use the distribute button like you're seeing here within Adobe Acrobat it sends out an email much like you saw going through the process as the individuals check your inbox fill out the PDF and send it back to me those documents are combined into a special PDF form that will actually export out to an Excel format on you want to use the distribute button in order to build build that build that process out so the answer is yes and then within the adobe echosign environment from the home screen you can actually export the data I'm sorry from your manage screen you could export the data for any one of these with assembling of the button so if I click on for example the field trip form notice by hover over that little icon sets from data I click on that what it just did is exported as CSV file that I can then bind together into an Excel format so both both of the methods that I've showed you to distribute and collect form data will like to export to excel thank you next question does it work inside a proxy environment so right works in the Department of Education in New South Wales and we have the world's most ferocious proxy and and filtering and things like that we'll have work inside that proxy environment so at the moment when we distribute forms through PDF there's some glitches there with getting two servers and things like that so what's the option with a cosine now so echosign is a software-as-a-service so if basically you have access to the Internet everything's being sent through thus the echosign service so as long as you're not blocking echosign you should be able to send and receive documents through the echosign service and we have a specific security papers that deal with any security questions you're dealing with but we do have you know medical institutions real estate transactions as well as Adobe uses this to transact business with it also so fantastic so I think Brett the answer but there might be running might be running a going through the internet filled and making sure that it's unblocked from K through 12 but anyway moving on I would like to Scott I think that is all the questions there thank you very much for spending the time just letting everyone know that this morning session has been recorded as well and will be emailed out to you and is available for you I'll just pop the link here right now and this session is also being recorded and will be emailed out you'll if you could please just let us know a little bit of feedback that would be wonderful we are in two weeks time we'll be doing i'm really excited we're showing a new product called CC extract which was formerly called Project cafe and we'll be learning how we can create a home page using Dreamweaver and CC extract so I'm looking forward to that that's in two weeks on the twenty-eighth to january or the time if you're in australia and there are two other courses available through their education exchange one is their generations pro digital creativity up to five thousand three hundred members come join us it's a bit of fun and also the train the trainer elements and e-learning will be beginning this Sunday the 18th or January so jump on for that one as well both great MOOC style courses with live class as well so Scott once again thank you very much for showing us how we can get a really nice work flow and for parents of teens like you and I and the the black hole that is the backpack how we can avoid that happening to lots of families so have a day everyone I think we have all the questions thank you very much everyone and thank you very much everyone and Scott did you have anything you wanted to end with I know just have a great evening thanks for joining me appreciate it if you have any technical questions pimp you feel free to share my my contact information ok shall do thank you so much take care everyone and have a lovely evening or morning or afternoon wherever you are see you all later hang on the line just for a second skirt ok