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.

• Templates list in Classic
• Information on the setup in Aero

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

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:

• AviontéAERO
• AviontéBOLD

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.