Self-serve document send desk for Adobe Acrobat Sign

I want an internal app that works as a self-serve paperwork desk, so sales reps, recruiters and account managers can send standard agreements through Adobe Acrobat Sign without learning Adobe's interface or queuing behind legal. An admin controls the approved document set, and everyone else just picks a document, names a recipient and sends.

The home view is a gallery of approved documents. Each gallery entry is app-owned configuration that an admin sets up once inside the app, storing a friendly name (for example "Mutual NDA" or "Standard Offer Letter"), a short description of when to use it, and the Adobe Acrobat Sign library document id. Keep these entries in the app's own database. Our catalog has no operation for listing Adobe Acrobat Sign library documents, so do not try to fetch the template list live from Adobe. Give admins a settings view where they can add, edit, reorder and retire gallery entries, and hide retired ones from everyday users.

Alongside the approved documents, offer an "Upload a one-off document" option for paperwork that is not in the gallery. That path takes a PDF from the user, sends it to Adobe with Upload Transient Document to get a transient document id, then continues into the same send form. Note in the UI that a transient document is only valid for seven days, so a one-off upload should be sent right away rather than saved for later.

Picking a gallery document or finishing an upload opens the send form. The user can type a recipient name and email directly, or use a lookup field that searches our CRM with HubSpot Search Contacts so names and email addresses are prefilled correctly. The lookup should search as the user types, show matching contacts with name, email and company, and fill the recipient fields on click. Keep the form opinionated: recipient email is required and must be a valid address, recipient name is optional but prefilled from the CRM when available, and there is an optional personal message that goes out with the agreement.

Before sending, warn about duplicates. If the same recipient email already has an open agreement for the same document, show an inline warning naming when the earlier one was sent and its current status, so we do not double-send. Let the user proceed anyway after acknowledging the warning, since resending is sometimes legitimate.

The Send button creates and dispatches the agreement with Create Agreement, referencing either the library document id from the gallery entry or the transient document id from the upload, with the recipient as the signer and the agreement created directly in IN_PROCESS so it goes out immediately. Use the document's friendly name plus the recipient name as the agreement name, and pass the personal message as the sender's note.

Every send must be recorded in the app's own database the moment it succeeds, storing the agreement id Adobe returns, the logged-in user who sent it, the gallery entry or uploaded file name, the recipient name and email, the personal message and the timestamp. This local record is what makes per-user scoping possible: agreements are created through one shared Adobe connection, so Adobe alone cannot tell us which app user pressed Send. Never show one user another user's sends.

After sending, the user lands on My Sends, a view listing only the agreements they personally sent, newest first. Hydrate each row with live status from Adobe: use Search Agreements to pull current state for the user's agreements in one pass, and Get Agreement for the detail view of a single agreement. Show the document name, recipient, when it was sent, and a clear status badge (out for signature, signed, completed, cancelled, expired, declined). Opening a row shows who has signed so far using Get Agreement Members, listing each participant with their role and whether they have completed their part. Add a refresh control and a filter for open versus completed.

When a send succeeds, post a confirmation into the team channel using the Slack Bot Send a Message action, saying who sent which document to which recipient and when. Keep it to one short line so the channel stays readable, and make the target channel configurable in the app's settings.

Guardrails: never send without a document selected and a valid recipient email; if Adobe returns an error, show the human-readable reason on the form and keep the user's input rather than losing it; and make the gallery cards and status badges legible enough that a first-time user can send a document without training.