Adobe Sign: Creating & Mapping Adobe Sign Document Templates (AERO)

The Avionté integration with Adobe Sign enables users to handle all onboarding paperwork.

As both an Avionté and Adobe client you can benefit from the following:

  • Seamless integration with document management, making it easy to send and receive documents from employees without leaving Avionté
  • Email notifications for each action taken, i.e. when the document was received, viewed, and signed.
  • Auto-fill information, directly from Avionté into your documents, or pull important information from the documents, directly into Avionté!

As a pre-requisite to this article, be sure the Adobe Sign integration has been configured.

 

CHAPTERS

Adobe Sign Videos
Available Standard Templates
Creating New E-Signature Document Templates
Mapping Fields in Adobe Sign Documents
Field Mapping Types
Instructions for Field Mapping
Field Mapping Key

 

Adobe Sign Videos

Adobe Sign for Avionté Admins

 

Adobe Sign for Avionté Recruiters

 

If you want to create your own documents and use our standards, we offer the following articles as guides for that process:

 

Available Standard Templates

Before users can send e-signature documents to talent, document templates need to be built and created in Adobe Sign. Before you begin creating your documents from scratch, please note that Avionté offers pre-made templates for the below following documents.

Templates listed below are pre-mapped and do not require any editing for use. Download the PDF template, then upload to Adobe Sign account. Lastly, configure the newly added form within the AERO platform.

 

Templates listed below are pre-mapped and do not require any editing for use. Download the PDF template, then upload to Adobe Sign account. Lastly, configure the newly added form within the AERO platform.

File Document Name Last Updated Date Prior Version Name / Notes Template Type
Form I-9 Form I-9 (Rev 8-1-2023) V2 11/13/2023 Form I-9 (rev. 10/21/2019) I-9
Form I-9 With Preparer Form I-9 with Preparer (Rev 8-1-2023) V2 11/13/2023 Form I-9 with preparer (rev. 10/21/2019) I-9
Federal W4 Federal W4 (2024) V2 01/07/2024 Federal W4 (2023)
  • Updated for 2024
  • V2 Includes WI in State Selection.
Federal W4-SP Federal W4 SP (2024)  01/02/2024 Federal W4-SP (2023) Updated for 2024
Alabama W4 AL-A4 (Rev. 3.14) 12/5/2023 The AL form has been revised to populate the items selected from the employee values from line 1-4 on line 6 (Employer section) State W-4
Alaska W4 No state withholding 01/17/2022    
Arizona W4 AZ A-4 (2024) 12/27/2023

AZ A-4 (2023)

  • Updated for 2024
State W-4
Arkansas W4 AR-4EC (Rev. 11.22) 12/20/2023

AR4-EC (Rev. 12.20)

  • Allow auto calculation from the fields selected in Line A B and C and Line 2 in Line 3.
State W-4
California W4 CA DE-4 (Rev 12.23) 01/09/2024
  • Updated Revision for 12/23

CA DE-4 (Rev. 12.22)

State W-4
Colorado W4 CO W-4 (2024) 12/08/2023
  • Updated for 2024

CO W-4 (2023)

State W-4
Connecticut W4 CT W-4 2023 12/08/2023
  • Updated for 2024

CT W-4 2022

State W-4
DC: District of Columbia W4 DC D-4 (Rev. 12.17) 01/30/2024 New form with a revision date of 12/17 State W-4
Delaware W4 DE-W4 (2022) 6/28/2022 DE-W4 (rev. 12.19) State W-4
Florida W4 No state withholding 01/17/2022    
Georgia W4 GA G4 (Rev. 05.21) 12/11/2023

Mapping Information

Fixed formatting, along with 0 in the marital status not mapping to back office.

State W-4

Hawaii W4 HI 2022 W4 01/31/2024
  • New form with the revision year 2022

HI HW-4 (Rev. 2021)

State W-4
Illinois W4 IL W-4 (Rev 7/23) 11/29/2023 IL W-4 (Rev. 05.20) 
(new form with a revision date of 7/23)
State W-4
Indiana W4 **** IN WH-4 (Rev. 8-23) 11/30/2023

IN WH-4 (Rev. 9.22)

(revised form for 8-23 and new Line - 7 which is an option to claim an additional exemption for each qualifying dependent claimed for the first time)

State W-4
Iowa W4 IA 2023 W4 01/12/2023 IA W4 (2022) State W-4
Idaho W4 ID W-4 (Rev. 12-23) 01/07/2024
  • Updated for 2024

ID W-4 (Rev. 12.22)

State W-4
Kansas W4 KS K-4 (Rev. 11.18) 10/22/2019   State W-4
Kentucky W4 KY K-4 (2024) 12/11/2023
  • Updated for 2024

KY K-4 (2023)

State W-4
Louisiana W4 LA L-4 (Rev. 4.11) 4/2/2020   State W-4
Maine W4 2024 ME W4 01/31/2024
  • Updated for 2024

ME W-4 (2023)

State W-4
Maryland W4 MD-MW507 (Rev. 12.20) 7/13/2021   State W-4
Massachusetts W4 MA M-4 (Rev. 11.19) 4/2/2020   State W-4
Michigan W4 *** MI-W4 (Rev. 12.20) 02/07/2023   State W-4
Minnesota W4 2024 MN W4 01/11/2024
  • Updated for 2024

MN W4 (2023)

State W-4
Missouri W4 MO W4 (Rev. 10/22) 04/17/2023 W-4 MO (Rev. 10/22)

We fixed the employer section to populate employer information.

State W-4
Mississippi W4 MS W-4 (Rev. 11/23) 01/26/2024

MS W-4 (Rev. 10.22)

Revision date update 11/23

State W-4

Montana W4 MT MW-4 Revision date 1-2022 4/17/2023 MT MW-4 (2020)

A new form for revision date 1-22 was issued.
State W-4
Nebraska W4 NE W4-N (Rev. 1.22)† 03/14/2023 NE W4-N (Rev. 12.20) State W-4
Nevada W4 No state withholding 01/17/2022    
New Hampshire W4 No state withholding 01/17/2022    
New Jersey W4 NJ-W4 (Rev. 1.21) 1/19/2021   State W-4
New York W4 2024 NY IT2104 01/10/2024 NY IT-2104 (2023)
A new 2024 form was added.
North Carolina W4 NC-W4 (Rev 10/23) 01/12/2024 NC-W4 (Rev 11.22)
Revision date for 10/23
North Carolina W4 EZ NC W4 EZ (Rev 11.21) 01/18/2022 NC-4EZ (Rev. 11/19) State W-4
North Dakota W4 Uses Federal form 12/28/2021    
Ohio W4 OH IT-4 (Rev. 01/24) 02/01/2024   State W-4
Oklahoma W4 OK-W4 (Rev. 3.21) 12/16/2021 OK-W-4 (Rev. 3.18) State W-4
Oregon W4 2024 OR W4 01/09/2024 OR W-4 (2023) New 2024 form
Pennsylvania Non-Residency Form PA Rev-419 (Rev. 9/20) 12/20/2023 PA Rev-419 (Rev. 6.18) Revision for 9/20
Rhode Island W4 2024 RI W4 01/09/2024 RI W-4 (2023) New 2024 form
South Carolina W4 SC W-4 (2024) 01/03/2024 SC W4 (2023)
New 2024 form
South Dakota W4 No state withholding 01/17/2022    
Tennessee W4 No state withholding 01/17/2022    
Texas W4 No state withholding 01/17/2022    
Utah W4 Uses Federal form 12/28/2021    
Vermont W4 VT W-4 (Rev. 12.18) 12/14/2022 W-4VT (Rev. 12.18) Mapping fields added
Virgin Islands N/A 12/28/2021    
Virginia W4 VA-4 (Rev. 08.11) 11/17/2021   State W-4
Washington W4 No state withholding 01/17/2022    
West Virginia W4 WV IT-104 (Rev. 12.20) 01/03/2022 WV IT-104 (Rev. 12.09) State W-4
Wisconsin W4 WI WT-4 (Rev. 8.23) 12/11/2023 WI W4 (Rev 07-22) New Revision date
Wyoming W4 No state withholding 01/17/2022    
         
         
Canadian TD1s        
Federal TD1 Federal TD1 (2024) 01/24/2024 Federal TD1 (2023) Updated for 2024
Alberta TD1 2024 TD1 Alberta 01/19/2024 Alberta TD1 (2023) Updated for 2024
British Columbia TD1 2024 TD1 British Columbia 01/23/2024 British Columbia (BC) TD1 (2023) Updated for 2024
Manitoba TD1 2024 TD1 Manitoba 01/23/2024 Manitoba TD1 (2023) Updated for 2024
New Brunswick TD1 2024 TD1 New Brunswick 01/22/2024 New Brunswick (2023) Updated for 2024
New Foundland & Labrador TD1 2024 TD1 New Foundland & Labrador 01/24/2024   Updated for 2024
Nova Scotia TD1 2024 TD1 Nova Scotia 01/23/2024   Updated for 2024
Ontario TD1 Ontario TD1 (2024) 01/19/2024 Ontario (ON) TD1 (2022) Postal Code mapping correction.
Saskatchewan TD1 Saskatchewan TD1 (2024) 01/23/2024   Updated for 2024
         
         
Michigan Local W4s        
Albion MI W4 Albion MI W4 7/14/2021   City W-4
Battle Creek MI W4 Battle Creek MI W4 7/14/2021   City W-4
Benton Harbor MI W4 Benton Harbor MI W4 7/14/2021   City W-4
Big Rapids MI W4 Big Rapids MI W4 7/14/2021   City W-4
Detroit MI W4 Detroit MI W4 7/14/2021   City W-4
East Lansing MI W4 East Lansing MI W4 7/14/2021   City W-4
Flint MI W4 Flint MI W4 7/14/2021   City W-4
Grand Rapids MI W4 Grand Rapids MI W4 7/14/2021   City W-4
Grayling MI W4 Grayling MI W4 7/14/2021   City W-4
Hamtramck MI W4 Hamtramck MI W4 7/14/2021   City W-4
Highland Park MI W4 Highland Park MI W4 7/14/2021   City W-4
Hudson MI W4 Hudson MI W4 7/14/2021   City W-4
Ionia MI W4 Ionia MI W4 7/14/2021   City W-4
Jackson MI W4 Jackson MI W4 7/14/2021   City W-4
Lansing MI W4 Lansing MI W4 7/14/2021   City W-4
Lapeer MI W4 Lapeer MI W4 7/14/2021   City W-4
Muskegon MI W4 Muskegon MI W4 7/14/2021   City W-4
Muskegon Heights MI W4 Muskegon Heights MI W4 7/14/2021   City W-4
Pontiac MI W4 Pontiac MI W4 7/14/2021   City W-4
Port Huron MI W4 Port Huron MI W4 11/13/2023   City W-4
Portland MI W4 Portland MI W4 7/14/2021   City W-4
Saginaw MI W4 Saginaw MI W4 7/14/2021   City W-4
Springfield MI W4 Springfield MI W4 7/14/2021   City W-4
Walker MI W4 Walker MI W4 7/14/2021   City W-4

 

** This CO W4 is optional. If this form is not completed, the calculations for tax withholding will be based off the Federal W4.

*** Updated the exemption options to map exempt to back office.  The MI W4 was updated to pull the address field from the Back Office address field.

**** Updated to restore "Not Applicable" option

  • If an exemption is selected on line 7, it will double in back office to the dependent field on the tax tab.

† Corrected a mapping issue with the form

‡ Made Line 1A a required field

 

Creating New E-Signature Document Templates

To create a new template for collecting e-signatures, follow the instructions below: 

  1. Templates for e-signature documents need to begin from an existing document, which you will upload to Adobe Sign. Create a document you want to base your template on in Microsoft Word, Pages, or any other document creation software that allows you to save the document as a PDF. You will then upload this document to Adobe. To review the acceptable file specifications for Adobe
  2. Open your Adobe Sign account. The easiest way to access your account is through Avionté 
  3. Once Adobe Sign opens, you may be prompted to sign into your account. Sign in using the credentials provided during your integration setup with your Account Manager.
  4. In the Adobe Home screen, click Add Template to Library.
  5. Enter a Template Name. This is a free-text field and will set the title of the document. This title will be visible to internal users and your talent when you send the document via Avionté Talent Tasks. 
  6. Upload the document you created that will be the basis of your new e-signature document. Locate the document you created and drag and drop it into the Drag & Drop Files Here area or click Add Files to browse your computer for the file.
  7. Once the document is uploaded, click Preview & Add Fields. You will now see a preview of your uploaded document. 
  8. Now you will drag and drop Adobe's fields onto our document in the appropriate locations. You can use an Adobe field wherever you would like to add dynamic content or have talent complete information (example: provide their address, check a box, sign the document, etc.) 
    To learn more about the fields available in Adobe Sign, check out Adobe's Help article on Adding Form Fields.
  9. Map the necessary fields from Adobe to Avionté. See the Mapping Fields in Adobe Sign section below for instructions.
  10. Once the document is complete, click Save. The template will now be available in your Adobe Library in Avionté.

 

Mapping Fields in Adobe Sign Documents

When a form is pulled into an Adobe Sign account, its fields do not yet communicate with Avionté. In order to get information to flow from Avionté into the document or vice versa, you need to complete some document mapping. 

 

Field Mapping Types

When mapping fields in an e-signature document to Avionté, users can configure the data to map in one of three different ways. You can pull data into the form from Avionté if it's available, have information from the document write into Avionté, or have data go in both directions. Avionté refers to these options as Read, Write or Edit between the document and Avionté:

Mapping Type Definition
Read The user is unable to edit the document field. The document will read data that exists in the Avionté application and automatically populate the data into the document field.
Write The user is able to edit the document field. Data written into the document field by the user will be sent to the Avionté application.
Edit The user is able to edit the document field. The document will read data that exists in the Avionté application and automatically populate the data into the document field, however, the user is able to change the data in the document field. If the user edits the field, the new data will flow back into the application.

 

Instructions for Field Mapping

To connect a field in an e-signature document with Avionté, follow the instructions below: 

  1. Right-click on a field in the document within Adobe.
  2. Click the pencil icon next to the field title (Example: "Custom Field 1")
  3. Change the name of the field to the appropriate mapping phrase from the Mapping Key below.
    IMPORTANT NOTE: The field name needs to appear exactly as it does in the Mapping Key, including the case and spaces, so best practice is to copy/paste from the key provided below.
  4. Click OK. Repeat steps 1-4 for all necessary fields in the document.
  5. Save the document. Now your template is ready for use in Avionté

 

Field Mapping Key

The fields that are available to map to Adobe Sign document templates vary among Avionté's product generations (BOLD, AERO, etc.) Below are links to Mapping Keys for each of Avionté's product generations. Click on the generation you are using to view the field mappings available:

 

3rd Party Disclaimer: This information is being provided as a convenience and for informational purposes only; it does not constitute an endorsement or an approval by Avionté of any of the products, services or opinions of the corporation or organization or individual. Avionté bears no responsibility for the accuracy, legality or content of the external site or for that information. Contact the external site for answers to questions regarding its content.

 

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