Good job being cautious and asking the question! Adobe Sign’s email address is listed EchoSign@echosign.com. If you would like to confirm the legitimacy, you can go into the UO Procurement Portal and review the referenced matter.
If you are not the appropriate approver for a document, you can delegate the role to another person in your department. When you receive the email requesting your approval, scroll toward the bottom of the email and click the blue link that says 'Delegate'. You will be routed to Adobe Sign and asked to provide the email address of the person you wish to delegate the approval to. You will also have the option to include a message to the person you are delegating approval to.
If you are already in Adobe Sign and did not click delegate from the email, you can still choose to delegate the approval by clicking the dropdown button on the top left of the screen labeled ‘Options’.
Open the agreement in Adobe Sign, click the dropdown on the top left of the screen labeled ‘Options’, and select ‘Decline to approve’. A pop-up will appear with a text box. Describe the changes you want to be made to the agreement in the text box.
When an agreement is routed through Adobe Sign, the department will not have to separately email the agreement to the vendor. It is done automatically through Adobe Sign. After all parties have signed, Adobe Sign will send all parties a copy of the executed agreement.
Adobe Sign will automatically send you a copy of the executed agreement once all parties have signed. You can also access the executed agreement in the Procurement Portal by looking up the number assigned to your matter at intake.
Adobe Sign will notify you via email.
The department approver should be a person with a strong understanding of the University’s needs for the agreement. This could be the person who initiated the request or the person who submitted the matter to the portal. The role of approver in Adobe Sign is NOT Delegated Contracting Authority. The approver is simply reviewing the agreement for accuracy. They will not have a signature on the agreement.
As an approver, you will need to read the entire agreement to ensure:
- the agreement accurately reflects the department’s needs,
- the department can comply with the requirements of the agreement and,
- the department is okay with the risks associated with the agreement.