Participant

Question

Fillable Form requiring multiple users to fill and sign

Forum|Forum|3 years ago
March 9, 2022
3 replies
13784 views

Hi - hoping someone can assist.

I've created a fillable form which is an employee reward nomination form. It needs to be filled and signed by multiple people across the business before it is completed. For example -

1. Employee's direct manager initiates form, filling out and signing 1st section.

2. They then send to department manager to approve, fill and sign.

3. From there it is sent to HR team to finalise, fill remaining details, sign and save.

The form I've created works but once the first person fills and signs, it then saves as a basic PDF and isn't able to be filled and signed by the next person.

For further context: the aim is to store the nomination form on a shared drive for employees to use regularly. So they pick it up and start editing whenever suits for them.

Is this possible? Help!

V

Vincenza31456208f21q

Participant

I do this all the time. When making it fillable, at the start of the form it asks if you require signatures. Leave it unchecked. Then add signature fields manually. This allows the first person to sign and save. Then a second person can open the saved file and fill in their fields and sign.

It won't have an audit trail though, so if you DO need that - then its not possible. If you're using digital signatures, an audit trail should not be necessary.

Hope this helps.

C

CJB_1977

Participant

I don't think any of us are using the official "Digital Signature," just the Fill and Sign signature. They are two very different things. The Digital Signature is higher security digital certificate. The Fill and Sign signature is just like a stamp that can be used by anyone without any setup. The issue is that the Fill and Sign essentially flatens the document once one signature is added and the file is saved. The next person can't apply their signature after that. I'm looking for a way to add that second signature.

B

Beth23821981ydpx

Participant

Not sure if this is what you are looking for but Adobe esign will do this the only issue is it is cloud based forcing users to pay a monthly subscription

https://helpx.adobe.com/acrobat/desktop/e-sign-documents/request-e-signatures/send-for-signing.html?sdid=ZKD5F549&mv=search&ef_id=EAIaIQobChMI8uu77N3MkAMVpzXUAR172TMrEAAYASABEgIxMvD_BwE:G:s&s_kwcid=AL!3085!3!736318797761!p!!g!!acrobat%20electronic%20signature!22307593915!182695963184&gad_source=1&gad_campaignid=22307593915&gclid=EAIaIQobChMI8uu77N3MkAMVpzXUAR172TMrEAAYASABEgIxMvD_BwE

Dave Creamer of IDEAS

Community Expert

I've done this before by making sure Sig1 locked only the necessary fields.

I also hid the other signature fields and the email buttons.

The act of focusing on Sig1 would show Sig2 and the appropriate email button.

Then the second person signed it, it would show Sig3 and the next email button.

And so on. This was to prevent people signing it out of order.

PS: I did not see any actual signature fields on your form.

David Creamer: Community Expert (ACI and ACE 1995-2023)

C

Cathie M.Author

Participant

Thanks David, the form lives on a shared drive so there isn't an 'owner' per say who can hide and only show appropriate fields.

Each user needs to fill out fields more than just add a signature as well.

I'm hoping for any employee to be able to pick up the form, initiate filling it out, then personally email it through to their relevant manager who would then fill out their section, and so on and so on.

Am I just hoping for the impossible?

Dave Creamer of IDEAS

Community Expert

The issue is not the signatures, it is the fillable fields being available for the first signer and the second signer in my case.

Two optons I can think of without more details...

1. Don't lock the fields you want the second signer to be able to edit.

2. Have near-identical fields for each signer: e.g., TotalAmount_S1 and TotalAmount_S1.

David Creamer: Community Expert (ACI and ACE 1995-2023)

BarlaeDC

Community Expert

Hi,

This should be possible are you user Acrobat fo create the form? if so you need to make sure the settings are such that you are only saving the document ( not flattening or marking as read only all the fields), if you are able to share a sample (or the form) we can help further.

C

Cathie M.Author

Participant

Hi BarlaeDC,

Thanks for your reply. I am using Adobe Acrobat Pro to create the form. Unsure of what settings you're referring to to save the document though - can you explain further?

I'm also attaching a sample page of the form -you can see there's multiple sign off sections to be filled out, all by different users at different times. This is what I'm hoping to achieve - a work flow from the first user through to the last, using the same saved document and NOT using Fill and Sign.

Any further help would be greatly appreciated!

Adobe_Test.pdf

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