How to Add Multiple Signature Fields to a PDF Approval Form
Question details
The user needs to configure an event approval PDF form with distinct signature fields so it can be completed by a staff member and subsequently approved by a supervisor.
- Product
- Adobe Acrobat
- Device & OS
- not provided
- Scenario
- Creating a multi-level approval form where different individuals need to sign the same document in their respective designated areas.
- Observed behavior
- Requires adding multiple separate signature fields to a single PDF document without the signatures conflicting or duplicating.
Ensure you have a premium PDF editor with form-creation capabilities installed, and verify that your document layout contains clear, distinct physical spaces for both the staff and supervisor signatures.
Add Separate Signature Fields Manually in Acrobat
Manually insert and uniquely name multiple signature fields to allow different people to sign the same document in their specific sections.
When adding multiple signature fields to a single document, each field must have a unique identifier. If two fields share the exact same name, signing one will automatically replicate that signature in the other identically named field.
Keep in mind that simply placing multiple fields on a page does not enforce a strict signing order. If sequential signing is required, you must use a dedicated routing workflow.
Launch Adobe Acrobat Pro, open your existing PDF document, navigate to the 'Tools' tab, and select 'Prepare Form'.
Click the 'Add a digital signature field' icon in the top toolbar. Click and drag on the document to draw the signature box in the staff section.
A properties box will appear. Type a unique name for this field, such as 'Staff Signature', and press Enter.
Click the digital signature icon again, draw a second box in the supervisor section, and name it distinctly, such as 'Supervisor Signature'.
Save the PDF file. You can now send it to the staff member for the initial signature.
Enforce Signing Order using Acrobat Sign Workflow
Use a dedicated e-signature routing tool if you need to strictly enforce that the staff member signs first before the supervisor receives the document.
Easily Manage and Sign PDFs with WPS Office
WPS Office provides a comprehensive and intuitive PDF editor that allows you to manage document approvals, fill forms, and add multiple signatures effortlessly without the high cost of premium PDF software.
- 1. Open the PDF File: Launch WPS Office and open your event approval PDF document.
- 2. Navigate to Fill & Sign: Click on the 'Fill & Sign' or 'Edit' tab located on the top ribbon.
- 3. Create the First Signature: Click on 'Sign' > 'Create Signature'. Draw, type, or upload the staff signature and place it in the appropriate field.
- 4. Add Additional Signatures: Repeat the process for the supervisor signature, placing it in the secondary approval section.
- 5. Save the Final Document: Click 'Save' to ensure both signatures are embedded into the PDF file permanently.
Frequently Asked Questions
Why does the second signature invalidate the first one on my PDF?
This typically happens if the document is locked after the first signature is applied. Ensure that the first signer does not check the 'Lock document after signing' option when placing their digital signature.
Do PDF signature fields need to have different names?
Yes. If two signature fields have the exact same name, signing one will automatically duplicate the signature into the other field. Always assign distinct names like 'Signature 1' and 'Signature 2' in the field properties.
Can I set up a PDF so it can only be signed in a specific order?
Standard PDF form fields alone cannot enforce a strict signing sequence. To control the order in which individuals sign, you must use an e-signature routing service like Acrobat Sign or another dedicated document workflow platform.
How do I clear a signature if I signed in the wrong field?
Right-click the signature field you want to remove and select 'Clear Signature'. Note that you can only clear your own digital signature, and this action is only possible if the document has not been locked by a subsequent signer.
