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DjaniceT
Participant
August 17, 2026
Answered

Licenses needed to start a signature workflow

  • August 17, 2026
  • 3 replies
  • 26 views

Administrators need Acrobat Sign Solutions for Enterprise to create workflow templates, but do users also need this license to start workflows?

Can we just purchase Acrobat Pro licenses for users who won't use the created workflows or who will only participate as approvers/signers in it?

    Correct answer Anand Sri Bhattacharya

    Hello ​@DjaniceT 

     

    I hope you are doing well, and sorry for any trouble.

     

    Yes, your understanding is correct. 

    • Creating workflows (building the templates in the Workflow Designer): needs an Acrobat Sign Solutions entitlement plus authoring permission. Admins can create for their group or the whole account, and you can optionally allow non-admin users to create their own personal workflows via a Global Setting.

     

    • Starting/using a workflow to send an agreement needs an Acrobat Sign Solutions sender seat, and the user must be within that workflow's shared scope. When an author creates a workflow, they set "Who can use this workflow", Only me, a selected group, or any user in the organization, so a user can run it only if they are an entitled sender and fall inside that scope. So yes, only users with a Sign Solutions license and the right access will be able to use the workflows the admin creates.

     

    • Signing or approving: no license at all. Recipients sign, approve, or have an agreement delegated to them.

     

    Here are a few help articles to learn more: 

    https://helpx.adobe.com/sign/web/advanced-users/custom-workflows/overview.html

    https://helpx.adobe.com/sign/web/advanced-users/custom-workflows/create.html

    https://helpx.adobe.com/sign/web/advanced-users/custom-workflows/send.html

    https://helpx.adobe.com/sign/web/settings-configuration/send-settings/set-up-signer-approver-roles.html

     

    I hope this helps, and please reach out if you need any assistance.

    Regards,

    Anand Sri.

     

     

    3 replies

    Meenakshi0101
    Community Manager
    Meenakshi0101Community Manager
    Community Manager
    August 17, 2026

    Hi DjaniceT,


    Thank you for reaching out.



    The license is only necessary for creating workflows. Filling out and signing the document does not require a license. Therefore, you can purchase the Acrobat Pro license for users who will only be filling out documents, not creating them.


    If you have any questions, please feel free to ask.


    Thanks,

    Meenakshi

      D
      DjaniceTAuthor
      Participant
      August 17, 2026

      Hi Meenakshi,
      So only the users with Acrobat Sign Enterprise licenses and any required permissions will be able to use the workflows created by the administrator, right?

      Anand Sri Bhattacharya
      Community Manager
      Anand Sri BhattacharyaCommunity ManagerCorrect answer
      Community Manager
      August 17, 2026

      Hello ​@DjaniceT 

       

      I hope you are doing well, and sorry for any trouble.

       

      Yes, your understanding is correct. 

      • Creating workflows (building the templates in the Workflow Designer): needs an Acrobat Sign Solutions entitlement plus authoring permission. Admins can create for their group or the whole account, and you can optionally allow non-admin users to create their own personal workflows via a Global Setting.

       

      • Starting/using a workflow to send an agreement needs an Acrobat Sign Solutions sender seat, and the user must be within that workflow's shared scope. When an author creates a workflow, they set "Who can use this workflow", Only me, a selected group, or any user in the organization, so a user can run it only if they are an entitled sender and fall inside that scope. So yes, only users with a Sign Solutions license and the right access will be able to use the workflows the admin creates.

       

      • Signing or approving: no license at all. Recipients sign, approve, or have an agreement delegated to them.

       

      Here are a few help articles to learn more: 

      https://helpx.adobe.com/sign/web/advanced-users/custom-workflows/overview.html

      https://helpx.adobe.com/sign/web/advanced-users/custom-workflows/create.html

      https://helpx.adobe.com/sign/web/advanced-users/custom-workflows/send.html

      https://helpx.adobe.com/sign/web/settings-configuration/send-settings/set-up-signer-approver-roles.html

       

      I hope this helps, and please reach out if you need any assistance.

      Regards,

      Anand Sri.

       

       

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