Adobe Acrobat DC for Teams Migration Guide

Introduction

Adobe Acrobat DC with Document Cloud services offers a comprehensive PDF workflow solution, integrating Acrobat desktop software, the Acrobat Reader mobile app, and Document Cloud services to enhance organizational productivity and efficiency.

Due to the login requirement for Document Cloud services, IT departments must manage a project to migrate to named user licensing to enable these benefits for end users.

Executive Summary

Adobe Acrobat DC integrates Adobe Document Cloud services to boost enterprise staff productivity. This requires named user licensing, a shift from the common serialized licensing model for many organizations. This guide provides a framework for migrating to Acrobat DC for teams using a project management approach.

Need for Faster Processes

Organizations are pursuing digital transformation, moving manual processes to digital capabilities to increase operational efficiency, reduce human error, and create intuitive digital experiences.

Increased Efficiencies and Cost Savings with Acrobat DC

Acrobat DC offers IT significant advantages in PDF software administration, including streamlined license management, deployment, updates, and upgrades. Users benefit from quicker, more seamless document-intensive processes. A Forrester Research study highlights the effectiveness and economic impact of Acrobat DC.

Steps for Conversion from Serialized Licensing to Acrobat DC for Teams (Named User Licensing)

This checklist guides the migration from serialized licensing to Adobe Acrobat DC for teams (named user licensing). Refer to subsequent pages for detailed instructions.

1. Set up the Admin Console (pages 4-6).
2. Configure proxy and firewall settings (page 4) to enable connections to Acrobat web service endpoints for Adobe Document Cloud sign-in.
3. Assign users (pages 5-6) via the Admin Console to ensure continuous Acrobat availability and functionality.
4. Remove existing serial licenses (refer to migration documentation if Acrobat was a standalone product).
5. Uninstall previous versions of Acrobat (required for all deployment methods, especially for Acrobat 11.x, Acrobat DC Classic track, or Acrobat on Mac OS; refer to migration documentation for scripts/command-line).
6. Deploy Acrobat DC (page 6).
7. For virtualization, consult Adobe's documentation for supported methods like Microsoft App-V, VMware Horizon, Citrix XenApp and XenDesktop, and Microsoft Windows Terminal Server (page 7).
8. Have users sign in to authenticate their license using the chosen IT identity system.

Your Project: Migrating from Serialized Licensing to Acrobat DC for Teams (Named User Licensing)

Migrating your organization to named user licensing is best handled by taking a project-based approach. The first step is to identify project stakeholders.

Your Internal Team

A successful implementation requires a cross-functional team. Stakeholder titles may vary; individuals may hold multiple roles.

Your Reseller and Adobe Team

Adobe partners can assist with your migration:

What are Adobe Expert Services?

Expert Services are 30-minute sessions (phone or web conference) offering guidance on deployment, workflow consulting, and end-user advice. VIP agreements with Acrobat DC for teams subscriptions include two sessions per year/per user, bookable via the Admin Console.

Background: Licensing Types

Enterprise customers have historically used serialized licensing, where software is packaged with an embedded serial number deployed to workstations. This model restricts access to Adobe online services, mobile apps, and collaboration features.

Subscription or named user licensing allows end users access to demanded apps and services for ongoing projects while providing IT with necessary control and a simpler compliance method (no serial number tracking or installation counts). Licenses and services are managed through the Admin Console.

A Pfeiffer Consulting study analyzed key aspects of Acrobat DC apps and services, focusing on named user licensing.

Source: Adobe Document Cloud: Using Acrobat DC to increase productivity and ROI, Pfeiffer Consulting, 2018.

What is Named User Licensing?

Named user licensing assigns software to an individual, not a serial number or device. Users authenticate with credentials (e.g., email and password) upon launching Acrobat DC, activating the software. Acrobat DC for teams supports the Adobe ID identity type.

Adobe ID

An Adobe ID is created, owned, and managed by the end user. Adobe handles authentication, and the end user manages their identity, retaining full account control. Additional entitlements can be added by the user independently.

Administrative Role

System Administrator: A super user for the organization, capable of full administration or delegating roles to others.

Admin Console

The Admin Console is a browser-based tool hosted by Adobe for IT staff to create and manage accounts, grant access to Acrobat DC with Document Cloud services, and access Help and support for licensing, deployment, and account management. Migrating to named user licensing heavily relies on the Admin Console.

The Admin Console URL is: https://adminconsole.adobe.com.

Firewall and Proxy Services

To ensure users can sign in to Document Cloud, configure your firewall and proxy servers to enable connections to Acrobat's web service endpoints. For customers using Acrobat within Adobe Creative Cloud, consult the "Creative Cloud for enterprise network endpoints" documentation.

Adding Users

Users can be added to the Admin Console either manually, one at a time, or in batches by uploading a comma-separated values (CSV) file.

User Groups

A user group is a collection of users administered by a system administrator.

Providing Acrobat DC Software to Your End Users

After importing users into the Admin Console and assigning products, you must deploy the desktop apps. Two methods exist, offering varying levels of IT control and end-user autonomy:

Managed Deployment

• Offers IT maximum control but requires the most work.
• Requires strict control over available software and updates.
• IT can package and deploy apps, patches, and updates regularly.
• Available for Creative Cloud and Document Cloud.

Self-Service

• Reduces IT workload but requires users to have administrator privileges on their computers.
• Suitable when IT wishes to avoid packaging apps and updates.
• IT does not need to vet software releases before they are available to end users.
• Available for Creative Cloud and Document Cloud.

Creating Packages for Enterprise Deployment

The Admin Console provides tools to build customized installer packages for your organization's needs, whether offering self-service access or managing deployment. Log in to the Admin Console, navigate to Packages, and choose to create your own or use Adobe Templates.

Customize settings and apps within the wizard, then download the industry-standard MSI (Windows) or PKG (Mac) file.

Items That You Might Want to Customize in Acrobat Deployment

• Common deployment options:
  • Customization Wizard: Offers extensive configuration options, such as suppressing the EULA and setting default PDF creation settings.
  • Preference Reference: A dictionary of nearly 600 registry and plist preferences.

Where Can I Obtain the Acrobat Customization Wizard or Creative Cloud Packager?

These tools can be downloaded from the Packages panel of the Admin Console.

Supported Deployment Tools

Deploy Adobe software packages using any tool that supports standard package types like MSI (Windows) or PKG (Mac), such as SCCM on Windows and JAMF Casper Suite on Mac.

Enabling Self-Service

Once users are entitled to apps via a product profile, they can install the Creative Cloud desktop app and manage software and updates themselves.

Enabling Self-Service for Admins

1. Log in to the Admin Console and add the user to a product profile or user group.
2. Direct the end user to the Creative Cloud desktop app download page.
3. User signs in using organizational credentials.
4. User downloads the Creative Cloud desktop app installer.
5. User installs entitled applications via the Creative Cloud desktop app.
6. User receives update notifications and installs new features/updates via the Creative Cloud desktop app.

The Creative Cloud desktop app is used by end users with admin or elevated privileges to install and update Creative Cloud applications, including Acrobat DC. Users can also install and maintain older versions if needed for compatibility.

When Should I Use the Acrobat Customization Wizard or Creative Cloud Packager?

• You need to customize advanced settings for Acrobat, such as modifying the Windows registry.
• You need to package Acrobat as part of a Creative Cloud All Apps plan.

Virtualization

Acrobat products support various technologies for cross-device and anywhere access. Recommended practices and known issues for platforms like Citrix XenApp and XenDesktop, Microsoft Windows Terminal Server (WTS), Microsoft App-V, and VMware Horizon should be reviewed.

• Citrix XenApp and XenDesktop
• Microsoft Windows Terminal Server (WTS)
• Microsoft App-V
• VMware Horizon
• Roaming profiles and UE-V: Make files, data, and preferences available from any desktop location.
• Preferences synchronization: Allow user preferences to follow users across machines.
• Document Cloud services: Use online services, store files in the cloud, and place user recent file lists on any machine or mobile device.

Automation Tools for Deployment

Adobe offers tools to facilitate enterprise management of product updates. Acrobat supports the Adobe Update Server Setup Tool (AUSST) and the Remote Update Manager (RUM).

AUSST (Adobe Update Server Setup Tool)

AUSST allows IT administrators to set up and maintain an in-house update server that synchronizes with Adobe's servers. Client machines download updates from the internal AUSST server. The tool supports a command-line switch (-acrobatonly) to synchronize only Acrobat updates.

• Windows: https://s3.amazonaws.com/deploymenttools-prod/AUSST_win.zip
• Mac: https://s3.amazonaws.com/deploymenttools-prod/AUSST_mac.zip

RUM (Remote Update Manager)

RUM supports remotely invoking the Adobe Update Manager to install updates without logging into individual machines.

• Windows: https://s3.amazonaws.com/deploymenttools-prod/RemoteUpdateManager_win.zip
• Mac: https://s3.amazonaws.com/deploymenttools-prod/RemoteUpdateManager_mac.zip

Release Management

Acrobat DC apps and services are updated quarterly. Organizations must decide on the frequency of updates for end users.

Some Factors to Consider:

• Do you need to keep all users on the same versions of Acrobat DC? Some organizations require a specific release (e.g., Acrobat DC release 2018.11.xx) for compatibility. Note that enforcing versions is not possible in the self-service model.
• Do you need to vet updates prior to release? Organizations relying on third-party plug-ins or custom integrations may need to test updates before deployment.
• Are users demanding new features as they are released? The subscription model allows continuous feature development, benefiting users who require the latest technology.
• Do you wish to enable users to update on their own? Users can update software independently, with updates downloaded from Adobe cloud or redirected from an internal server.

Ongoing Maintenance

Post-deployment, consider how to maintain and manage users and licenses:

• Who is responsible for adding/deleting users? (Typically IT Desktop or License Management team).
• How will new license needs be accounted for?
• What is the process for users/departments to request new licenses?
• How will costs be charged back to departments for new seats?
• How will licenses be reassigned when a user leaves or no longer needs one?

Appendix

Download Our Four-Week Project Plan

A customizable Excel spreadsheet is available, detailing tasks required to implement Acrobat DC for teams. It includes numbered steps assigning specific tasks to project stakeholders.

Get the Excel file. ?

Adobe Expert Services

At critical junctures, reach out to Adobe Expert Services for specific guidance. Refer to "Appendix: Schedule an Expert Services session on the Admin Console."

Upon project completion, users will have access to a comprehensive business platform with Adobe's leading desktop and mobile apps, enabling modern workflows across devices, projects, and teams.

Schedule an Expert Services Session on the Admin Console

Schedule a 1:1 virtual session with Adobe deployment experts for additional assistance.

How to Schedule an Expert Services Session:

1. Log in to the Admin Console at https://adminconsole.adobe.com/team.
2. Click the Support tab.
3. Click Expert Sessions on the left, then click New Session on the right. Complete all fields and click Request Session.