How to Create a PDF Review, Approval, and Signature Workflow
Question details
The user wants to establish a paperless workflow for PDF documents that handles reviewing, approving, applying digital signatures, secure storage, and tamper detection.
- Product
- PDF Editor
- Device & OS
- not provided
- Scenario
- Creating a sequential routing and authorization process for a document across multiple stakeholders.
- Observed behavior
- The user needs to know how to route PDFs securely to reviewers, capture approvals, and lock the final document with certification to detect any unauthorized modifications.
Ensure you have a valid digital certificate or digital ID installed on your computer to certify the final document. If you plan to use email routing buttons, confirm that your default email client is correctly configured on your device.
Set Up Email Routing Buttons and Apply a Digital Certificate
Create a sequential approval chain using interactive PDF form buttons and secure the final document with digital certification.
This is an effective and inexpensive method to route documents among a designated group of reviewers. By chaining email buttons, you ensure the document passes through the correct sequence before final certification.
Open your PDF editor and navigate to the Form tools. Add interactive buttons for 'Review' and 'Approve', setting their actions to 'Submit a Form' via a mailto link to the respective stakeholders.
Adjust the button properties so they trigger in a chain. Set the 'Review' button to become hidden after it is clicked (using actions or JavaScript) and reveal the subsequent 'Approve' button.
Once the document has been fully reviewed and approved, go to the 'Protect' or 'Security' tab and select 'Certify Document' or 'Sign with Digital ID' to apply your certificate.
Save the certified PDF. Any compliant PDF viewer will now display the signature status and prevent changes that would invalidate the certification.
Implement a Dedicated Document Management System
For enterprise-level needs, use a specialized Document Management System (DMS) to automate the entire PDF workflow.
Manage PDF Reviews and Signatures with WPS Office
WPS Office provides robust PDF editing tools to help you collaborate on documents, gather reviews, and apply secure digital signatures effortlessly without relying on expensive software.
- 1. Open your PDF: Launch WPS Office and open the PDF document you want to send for review.
- 2. Add form fields and buttons: Navigate to the 'Form' tab to insert text boxes, interactive buttons, and digital signature fields for your reviewers.
- 3. Sign and protect: Go to the 'Protect' tab to apply a digital signature, encrypt the file, and restrict editing permissions to secure the finalized document.
Frequently Asked Questions
What is the difference between a digital signature and certifying a PDF?
A standard digital signature indicates approval or consent from the signer. Certifying a PDF is typically done by the document creator to lock the document and specify exactly what types of changes (such as form fill-in or commenting) are permitted without invalidating the document.
Can a certified PDF be edited by anyone?
A compliant PDF viewer restricts edits on a certified PDF based on the permissions set by the certifier. If forced changes are made using unauthorized third-party tools, the digital signature will break, alerting any future viewers to the tampering.
How do I hide a form button after it is clicked in a PDF?
You can set up custom JavaScript or use the form field properties in your PDF editor to change the button's visibility status to 'Hidden' upon the 'Mouse Up' action trigger.
Are digital signatures on PDFs legally binding?
Yes, in most jurisdictions, digital signatures created with valid, certified digital IDs comply with electronic signature laws and offer non-repudiation, making them legally binding.
