How Multiple People Can Sign the Same PDF in SharePoint
Question details
The user needs to route a single PDF stored in SharePoint to three different people for signatures without downloading and manually exchanging the file.
- Product
- SharePoint, Adobe Acrobat Sign
- Device & OS
- not provided
- Scenario
- Collaborating on a PDF document in a shared workspace where multiple sequential or parallel signatures are required.
- Observed behavior
- The user wants a seamless workflow where all three signatures are saved to the single master document automatically for everyone to view.
Ensure you have the necessary permissions to edit documents in the SharePoint folder and verify that your organization has an e-signature integration enabled.
Use Adobe Acrobat Sign Integration for SharePoint
The most efficient way to collect multiple signatures is by utilizing a built-in e-signature connector in SharePoint, which routes the document automatically.
By using an integrated app like Adobe Sign, you eliminate the need to manually send files. The system handles routing, notifies signers, and stores the final document back in your SharePoint library automatically.
Navigate to your SharePoint document library, locate the PDF you need signed, and select the file by clicking the checkmark next to it.
Click on the Adobe Sign (or equivalent e-signature) option in the SharePoint ribbon menu and select 'Send for Signature'.
Enter the email addresses of the three users who need to sign. Arrange them in the specific order you want the signatures to be collected if sequential signing is required.
Click 'Send'. Each recipient will receive a secure email link to sign the PDF. Once everyone signs, the finalized document is saved back to SharePoint.
Sign via Shared Link with a Desktop PDF Editor
If you do not have an automated e-signature integration, users can open the shared file sequentially using a synced desktop PDF application.
Easily Sign and Manage PDFs with WPS Office
WPS Office provides powerful PDF editing and signature tools. You can easily insert legally binding digital signatures, collaborate on cloud documents, and save your fully signed PDFs directly to your shared drives.
- 1. Open your PDF: Launch WPS Office and open your PDF document directly from your synced SharePoint folder or cloud drive.
- 2. Access the Signature Tool: Navigate to the 'Fill & Sign' or 'Protect' tab on the top ribbon and click on 'Sign' to add your signature.
- 3. Create or Insert Signature: Draw, type, or upload an image of your signature, then place it in the designated field on the document.
- 4. Save to Cloud: Click the 'Save' icon or press Ctrl+S to instantly update the document in your shared folder for the next person.
Frequently Asked Questions
Do all signers need a SharePoint account to sign the PDF?
If you use an e-signature integration like Adobe Sign via SharePoint, recipients do not need a SharePoint account. They only need access to their email to click the secure signing link.
Can multiple people sign a PDF at the exact same time without an integration?
Without a dedicated e-signature routing tool, standard PDF editors generally do not support real-time simultaneous co-authoring. Users must sign and save sequentially to avoid creating conflicting file versions.
How do I track the progress of the signatures?
When using an e-signature connector in SharePoint, you can track the status by selecting the document and checking the 'Agreement Status' pane, or by reviewing the automated email notifications sent as each person signs.
