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Talent Task - W-4 E-Signature Document with Adobe® Sign

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Application Support Series: 
Talent Tasks - E-Signature Documents with Adobe Sign
This article is part of a series that describes the creation and usage of Talent Task E-Signature Documents.  This specific article is italicized and bold in the series table of contents below. 

Talent Tasks - Overview

Talent Task - I-9 E-Signature Document with Adobe Sign (Detailed)

Talent Task - I-9 E-Signature Document with Adobe Sign (Simple)

Talent Task - W-4 E-Signature Document with Adobe Sign

Adobe Sign Integration

 

Table of Contents

Overview

Adobe Sign Videos

     Adobe Sign for Avionté Admins Video

     Adobe Sign for Avionté Recruiters Video

     Adobe Sign for Federal W-4 Video

Mapping Adobe Sign Document Fields to the Avionté Application

Set up an Adobe Sign Account

Add a Standard W-4 Form Template to Adobe Sign

Configure a W-4 Form in Adobe Sign

 

 

Overview

Avionte partners with Adobe Sign® to provide electronic document services - PDFs of handbooks, W-4 forms, I-9s, etc. 

 

This article explains how to:

  • set up an Adobe Sign account
  • obtain a standard W-4 form from a government website
  • save the standard W-4 form to your computer
  • configure the form so its fields accurately share information between Adobe Sign and Avionté
  • make the finished form available for repeated use as a template

 

 

 

Adobe Sign Videos

 

Adobe Sign for Avionté Admins Video

 

 

 

Adobe Sign for Avionté Recruiters Video

 

 

 

Adobe Sign for Federal W-4 Video

 

 

Mapping Adobe Sign Document Fields to the Avionté Application 

When a form is pulled into an Adobe Sign account, its fields do not yet match the data expectations of the Avionté application.


The spreadsheet below is used to align or "map" the form's fields to the Avionté application's data labels. The values are in an American format (e.g. date = mm/dd/yy)

 

Click the icon to download spreadsheet.

 

 

Excel.png

 

 

 

 

 

 

 

 

Set up an Adobe Sign Account

 

An Adobe Sign account must be set up with your Avionté SAE (Strategic Account Executive). 

  1. Visit https://aviontedev.na2.echosign.com/account/home to access the Adobe Sign account.
    Adobe3.png

  2. Sign into Adobe Sign. The dashboard displays.

 

 

Add a Standard W-4 Form Template to Adobe Sign

  1. Visit a government website and download a standard form in PDF format to your computer.
  2. In the Adobe Sign Additional Functions area, click Add Template to Library. 
    AddTemplateToLibrary.png

  3. The Create a Library Template displays. Click Add Files.
    AddFiles.png
  4. Access the area where the downloaded W-4 is stored.
    SelectFiles.png


  5. Obtain the PDF. It is now available for editing in the Adobe Sign account.

  6. Name the template.
    PreviewAddFields.png

  7. In the lower-right, configure the Template Type and who can use this template.

  8. Click Preview & Add Fields.

The document displays and its fields are now able to be configured for proper communication with the Avionté application. 

ReadyForConfiguration.png

 

 

 

Configure a W-4 Form in Adobe Sign

This process explains how to configure and create a W-4 form so it can accurately share information with the Avionté application and can be used as a reusable template to send to talent.

 

While this process explains how to configure a W-4 step-by-step including specifically what to edit into the Adobe Sign fields, the mapping spreadsheet is linked above and available here:

Excel.png

For easier configuration, click the icon to download the attachment and display it on a separate screen for reference. 

 

  1. The Personal Allowance fields (A - H) do not need to be configured. Scroll down to the Employee's Withholding Allowance Certificate area.
    EmployeesWithholdingArea.png

  2. While the W-4 form's Your first name and middle initial field collects a first name and a middle name in one field, the Avionté application recognizes 'first name' and 'middle name' separately. The field needs to be re-sized and a second field will be added next to it.
    Mouse over the field so the re-size arrows appear. 
    ResizeArrow.png

  3. Drag the the resize arrows to shape the field so there is enough space for another field in the same area. The size does not have to be precise. When the talent completes the field, all data will be collected.

    DraggedFirstName.png

  4. The space is ready for a 'middle name' field to be inserted. On the right-hand side of the screen, click the Data Fields menu to display its options.

    DataFieldsMenu.png

  5. Click and drag the Text Input option over to the newly made space. It is ready to be resized to fit into the 'Middle Name' space.
    DraggedMiddleName.png

  6. Resize the middle name field so it fits in the space. 
    ResizedMiddleName.png

  7. Right-click on the first name field. The Field Options menu displays.
    RightClickOnFieldMenu.png

  8. Select Edit. Editing fields display.
    EditingFields.png

  9. Click the pencil icon in the top field.
    PencilIcon.png
  10. In lower case letters, enter "talent first name edit" into the field title space. 
    FieldTalentFirstName.png
    • Every field title must use lower case letters
    • Every field title must be spaced as shown

  11. From the Assigned To drop-down menu, select Participant 1.

  12. Click the Required box to place a check mark in it.
    FieldRequiredBox.png

  13. Click OK
    FieldOK.png

    The first name field is now saved with the edits and displays a red asterisk to indicate that it is required.
    FieldFirstNameAsterisk.png

  14. Right-click on the middle initial/name field. The Field Options menu displays.

  15. Select Edit. Editing fields display.

  16. Click the pencil icon in the top field.

  17. In lower case letters, enter "talent middle name edit " into the field.
    • Every field title must use lower case letters
    • Every field must be spaced as shown
    • The middle name field is not a required field

  18. From the Assigned To drop-down menu, select Participant 1.

  19. Click OK.

  20. Right-click on the Last name field. The Field Options menu displays.

  21. Select Edit. Editing fields display.

  22. Click the pencil icon in the top field.

  23. In lower case letters, enter "talent last name edit " into the field.
    • Every field title must use lower case letters
    • Every field must be spaced as shown

  24. From the Assigned To drop-down menu, select Participant 1.

  25. Click the Required box to place a check mark in it.

  26. Click OK.

  27. Right-click on the Your social security number field. The Field Options menu displays.

  28. Select Edit. Editing fields display.

  29. Click the pencil icon in the top field.

  30. In lower case letters, enter "talent ssn edit " into the field.
    • Every field title must use lower case letters
    • Every field must be spaced as shown

  31. From the Assigned To drop-down menu, select Participant 1.

  32. Click the Required box to place a check mark in it.

  33. Click the Validation drop-down menu. Validation options display.

  34. Select Social Security Number.
    FieldValidationSSN.png

  35. Click OK.

  36. Right-click on the Home address field. The Field Options menu displays.

  37. Select Edit. Editing fields display.

  38. Click the pencil icon in the top field.

  39. In lower case letters, enter "talent street 1 edit" into the field.
    • Every field title must use lower case letters
    • Every field must be spaced as shown

  40. From the Assigned To drop-down menu, select Participant 1.

  41. Click the Required box to place a check mark in it.

  42. Click OK.

  43. While the W-4 form's City or town, state, and ZIP code field collects a city/town, state, and ZIP code, the Avionté application recognizes those values separately. The field needs to be re-sized and additional fields will be added next to it - a field for each value. 
    Mouse over the field so the re-size arrows appear. 

  44. Drag the resize arrows to shape the field so there is enough space for the additional fields in the same area. The size does not have to be precise. When the talent completes the field, all data will be collected.

  45. The space is ready for a 'City' field to be inserted. On the right-hand side of the screen, click the Data Fields menu to display its options.

  46. Click and drag the Text Input option over to the newly made space. It is ready to be resized to fit into the 'City' space.

  47. Resize the city field so it fits in the space. 

  48. The space is ready for a 'state' field to be inserted. On the right-hand side of the screen, click the Data Fields menu to display its options.

  49. Click and drag the Text Input option over to the newly made space. It is ready to be resized to fit into the 'state' space.

  50. Resize the state field so it fits in the space. 

  51. The space is ready for a 'ZIP code' field to be inserted. On the right-hand side of the screen, click the Data Fields menu to display its options.

  52. Click and drag the Text Input option over to the newly made space. It is ready to be resized to fit into the 'ZIP Code' space.

  53. Resize the zip code field so it fits in the space. 

  54. Right-click on the city/town field. The Field Options menu displays.

  55. Select Edit. Editing fields display.

  56. Click the pencil icon in the top field.

  57. In lower case letters, enter "talent city edit" into the field.
    • Every field title must use lower case letters
    • Every field must be spaced as shown

  58. From the Assigned To drop-down menu, select Participant 1.

  59. Click the Required box to place a check mark in it.

  60. Click OK.

  61. Right-click on the state field. The Field Options menu displays.

  62. Select Edit. Editing fields display.

  63. Click the pencil icon in the top field.

  64. In lower case letters, enter "talent state edit" into the field.
    • Every field title must use lower case letters
    • Every field must be spaced as shown

  65. From the Assigned To drop-down menu, select Participant 1.

  66. Click the Required box to place a check mark in it.

  67. Click OK.

  68. Right-click on the ZIP code field. The Field Options menu displays.

  69. Select Edit. Editing fields display.

  70. Click the pencil icon in the top field.

  71. In lower case letters, enter "talent zip code edit" into the field.
    • Every field title must use lower case letters
    • Every field must be spaced as shown

  72. From the Assigned To drop-down menu, select Participant 1.

  73. Click the Required box to place a check mark in it.

  74. Click the Validation drop-down menu. Validation options display.

  75. Select US Zip.

  76. Click OK.

  77. For the marital status radio buttons, all three buttons need to be replaced with new buttons. In the #3 field, right-click on the Single box. 
    FieldSingleBox.png


  78. The Field Options menu displays. Select Delete.

  79. In the #3 field, right-click on the Married box. 

  80. The Field Options menu displays. Select Delete.

  81. In the #3 field, right-click on the Married, but withhold at higher Single rate box. 

  82. The Field Options menu displays. Select Delete.

  83. The space is ready for three new radio buttons to be inserted. They will all be inserted at once. On the right-hand side of the screen, click the Data Fields menu to display its options.

  84. Click and drag the Radio Button option over to the space.

  85. A message will prompt for the number of options to be available in the space. Select "3".

    RadioButtonGroup.png

  86. Click OK. The three radio buttons will be inserted into the space, but must be resized and placed over the Single, Married, and Married, but withhold at higher Single rate boxes.
    RadioButtonsStacked.png

  87. Drag the buttons over the boxes. They are now ready for editing. 
    RadioButtonsMarital.png

  88. Right-click on the single radio button. The Field Options menu displays. The Field Options menu displays.

  89. Select Edit. Editing fields display.

  90. Click the pencil icon in the top field.

  91. In lower case letters, enter "talent federal filing status write" into the field.
    • Every field title must use lower case letters
    • Every field must be spaced as shown

  92. From the Assigned To drop-down menu, select Participant 1.

  93. Click the Required box to place a check mark in it.

  94. Enter "single" into the Value field

  95. Click OK.

  96. Right-click on the married radio button. The Field Options menu displays. The Field Options menu displays.

  97. Select Edit. Editing fields display.

  98. Click the pencil icon in the top field.

  99. In lower case letters, enter "talent federal filing status write" into the field.
    • Every field title must use lower case letters
    • Every field must be spaced as shown

  100. From the Assigned To drop-down menu, select Participant 1.

  101. Click the Required box to place a check mark in it.

  102. Enter "married" into the Value field

  103. Click OK.

  104. Right-click on the Married, but withhold at higher Single rate boxes radio button. The Field Options menu displays. 

  105. Select Edit. Editing fields display.

  106. Click the pencil icon in the top field.

  107. In lower case letters, enter "talent federal filing status write" into the field.
    • Every field title must use lower case letters
    • Every field must be spaced as shown

  108. From the Assigned To drop-down menu, select Participant 1.

  109. Click the Required box to place a check mark in it.

  110. Enter "married, but withhold at higher Single rate" into the Value field

  111. Click OK.

  112. In the #4 field, right-click on the If your last name differs... check box.

  113. The Field Options menu displays. Select Delete.

  114. The space is ready for a new check box to be inserted. On the right-hand side of the screen, click the Data Fields menu to display its options.

  115. Click and drag the Check Box option over to the space. The check box does not need to be configured. The Avionté and Adobe Sign applications do not share this information.
  116. Right-click on the #5 Total number of allowances you are claiming field. The Field Options menu displays. 

  117. Select Edit. Editing fields display.

  118. Click the pencil icon in the top field.

  119. In lower case letters, enter "talent federal exemptions write" into the field.

  120. Click the Validation drop-down menu. Validation options display.

  121. Select Number.

  122. Click OK.

  123. A "Legal Alien" drop-down field must be added to the form. On the right-hand side of the screen, click the Data Fields menu to display its options.

  124. Click and drag the Drop Down option over to the dotted line to the right of the "Additional amount, if any, you want withheld from each paycheck" sentence. It is ready to be resized to fit into the space.
    dropdown.png

  125. Resize the Legal Alien field so it fits in the space. 

  126. Right-click on the Legal Alien drop-down field. The Field Options menu displays. 
    legal_alien_options.png

  127. In the Drop Down Options space, enter "N/A" and "Nonresident Alien"

  128. In the Conditions area, select Show from the first drop-down menu.

  129. Select All from the second drop-down menu.

  130. Select talent federal filing status write from the third drop-down menu

  131. Select the "=" symbol from the fourth drop-down menu

  132. Enter "single" into the fifth field
  133. Select talent federal exemptions write from the sixth drop-down menu

  134. Select the "≠" symbol from the seventh drop-down menu

  135. Leave the eighth field blank.

  136. Click OK

  137. Right-click on the #6 Additional amount, if any, you want withheld from each paycheck field. The Field Options menu displays. 

  138. Select Edit. Editing fields display.

  139. Click the pencil icon in the top field.

  140. In lower case letters, enter "talent federal additional withholdings write" into the field.
    • Every field title must use lower case letters
    • Every field must be spaced as shown

  141. From the Assigned To drop-down menu, select Participant 1.

  142. Click the Validation drop-down menu. Validation options display.

  143. Select Number.

  144. Click OK.

  145. Right-click on the #7 I claim exemption from withholding for 2017 field. The Field Options menu displays. 

  146. Select Edit. Editing fields display.

  147. Click the pencil icon in the top field.

  148. In lower case letters, enter "talent federal w4 box exempt write" into the field.
    • Every field title must use lower case letters
    • Every field must be spaced as shown

  149. From the Assigned To drop-down menu, select Participant 1.

  150. Click the Required box to place a check mark in it.

  151. Click the Conditions drop-down menu. Conditional options display.

  152. From the first drop-down menu, select Disable.

  153. From the second drop-down menu, select All.

  154. From the third drop-down menu, select talent federal exemptions write

  155. From the fourth drop-down menu, select the 'does not equal' symbol
    FieldTalentFederalExemption.png
  156. Click OK.

  157. The Signature space needs a signature field installed. On the right-hand side of the screen, click the Signature Fields menu to display its options.

  158. Click and drag the Signature option over to the Signature space. 

  159. The Date space needs a date field installed. On the right-hand side of the screen, click the Data Fields menu to display its options.

  160. Click and drag the Text Input option over to the Date space. 

  161. Right-click on the Date field. The Field Options menu displays. 

  162. Select Edit. Editing fields display.

  163. Click the pencil icon in the top field.

  164. In lower case letters, enter "date 1" into the field.

  165. Click the Field Type drop-down menu. 

  166. Select Date.

  167. Click the Date Format drop-down menu.

  168. Select mm/dd/yyyy

  169. Click OK.

  170. While the W-4 form's Employer's name and address field collects an employer's name, address, city, state, and ZIP code, the Avionté application recognizes those values separately. The field needs to be re-sized and additional fields will be added next to it - a field for each value. 
    Mouse over the field so the re-size arrows appear. 

  171. Drag the resize arrows to shape the field so there is enough space for the additional fields in the same area. The size does not have to be precise. 

  172. The space is ready for an 'Employer Name' field to be inserted. On the right-hand side of the screen, click the Data Fields menu to display its options.

  173. Click and drag the Text Input option over to the newly made space. It is ready to be resized to fit into the 'employer name' space.

  174. Resize the employer name field so it fits in the space. 

  175. The space is ready for an 'employer street 1' field to be inserted. On the right-hand side of the screen, click the Data Fields menu to display its options.

  176. Click and drag the Text Input option over to the newly made space. It is ready to be resized to fit into the 'employer street 1' space.

  177. Resize the employer street 1 field so it fits in the space. 

  178. The space is ready for a 'city' field to be inserted. On the right-hand side of the screen, click the Data Fields menu to display its options.

  179. Click and drag the Text Input option over to the newly made space. It is ready to be resized to fit into the 'city' space.

  180. Resize the city field so it fits in the space. 

  181. The space is ready for a 'state' field to be inserted. On the right-hand side of the screen, click the Data Fields menu to display its options.

  182. Click and drag the Text Input option over to the newly made space. It is ready to be resized to fit into the 'state' space.

  183. Resize the state field so it fits in the space. 

  184. The space is ready for a 'ZIP code' field to be inserted. On the right-hand side of the screen, click the Data Fields menu to display its options.

  185. Click and drag the Text Input option over to the newly made space. It is ready to be resized to fit into the 'ZIP code' space.

  186. Resize the zip code field so it fits in the space. 

  187. Right-click on the employer name field. The Field Options menu displays. 

  188. Select Edit. Editing fields display.

  189. Click the pencil icon in the top field.

  190. In lower case letters, enter "talent task employer name read" into the field.
    • Every field title must use lower case letters
    • Every field must be spaced as shown

  191. From the Assigned To drop-down menu, select Participant 1.

  192. Click the Read Only box to place a check mark in it.

  193. Click OK.

  194. Right-click on the employer street 1 field. The Field Options menu displays. 

  195. Select Edit. Editing fields display.

  196. Click the pencil icon in the top field.

  197. In lower case letters, enter "talent task employer street 1 read" into the field.
    • Every field title must use lower case letters
    • Every field must be spaced as shown

  198. From the Assigned To drop-down menu, select Participant 1.

  199. Click the Read Only box to place a check mark in it.

  200. Click OK.

  201. Right-click on the employer city field. The Field Options menu displays. 

  202. Select Edit. Editing fields display.

  203. Click the pencil icon in the top field.

  204. In lower case letters, enter "talent task employer city read" into the field.
    • Every field title must use lower case letters
    • Every field must be spaced as shown

  205. From the Assigned To drop-down menu, select Participant 1.

  206. Click the Read Only box to place a check mark in it.

  207. Click OK.

  208. Right-click on the employer state field. The Field Options menu displays. 

  209. Select Edit. Editing fields display.

  210. Click the pencil icon in the top field.

  211. In lower case letters, enter "talent task employer state read" into the field.
    • Every field title must use lower case letters
    • Every field must be spaced as shown

  212. From the Assigned To drop-down menu, select Participant 1.

  213. Click the Read Only box to place a check mark in it.

  214. Click OK.

  215. Right-click on the zip code field. The Field Options menu displays. 

  216. Select Edit. Editing fields display.

  217. Click the pencil icon in the top field.

  218. In lower case letters, enter "talent task employer zip read" into the field.
    • Every field title must use lower case letters
    • Every field must be spaced as shown

  219. From the Assigned To drop-down menu, select Participant 1.

  220. Click the Read Only box to place a check mark in it.

  221. Click the Validation drop-down menu. Validation options display.

  222. Select US Zip.

  223. Click OK.

  224. Right-click on the Office code field. The Field Options menu displays. 

  225. From the Assigned To drop-down menu, select Participant 2.

  226. Click OK.

  227. Right-click on the Employer Identification number (EIN) field. The Field Options menu displays. 

  228. Select Edit. Editing fields display.

  229. Click the pencil icon in the top field.

  230. In lower case letters, enter "talent task employer fein read" into the field.
    • Every field title must use lower case letters
    • Every field must be spaced as shown

  231. From the Assigned To drop-down menu, select Participant 1.

  232. Click the Read Only box to place a check mark in it.

  233. Click OK.

  234. Click Save in the lower-right. The template is now saved in the Adobe Sign account.
    success.png
  235. To access the document, click Manage from the menu at the top of the page.

  236. Click Library Templates from the menu options.
    LibraryTemplates.png

 

 

 

 

 


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