How to Fix DocuSign PDF Checkboxes Disappearing When Faxed or Uploaded
Question details
User needs to ensure selected checkboxes in a DocuSign PDF remain visible when the file is faxed or uploaded to third-party services.
- Product
- DocuSign PDF
- Device & OS
- not provided
- Scenario
- Faxing a completed DocuSign form through services like RingCentral or uploading it to a provider website.
- Observed behavior
- Checkboxes display correctly in the locally saved PDF file but disappear once the file is transmitted via fax or uploaded online.
Ensure you have downloaded the final, completed version of your DocuSign PDF to your local device before attempting to flatten or transmit it.
Flatten the PDF by Printing to a New PDF Document
The most reliable way to ensure form fields like checkboxes become permanent parts of the document is to 'Print to PDF'.
Interactive form fields or annotation layers in DocuSign PDFs may not be fully supported by fax services like RingCentral or older website upload portals. Printing the document to a new virtual PDF flattens these interactive layers into a single, uneditable image.
Open your completed DocuSign PDF in any standard PDF reader or web browser.
Press Ctrl + P (Windows) or Cmd + P (Mac) to open the print dialog interface.
In the 'Printer' or 'Destination' drop-down menu, select 'Microsoft Print to PDF', 'Save as PDF', or a similar virtual PDF printer instead of a physical printer.
Click 'Print' or 'Save'. Choose a location on your computer to save this new flattened version of the PDF, then use this new file for your fax or upload.
Flatten Form Fields Using a PDF Editor
If you have dedicated PDF editing software, you can directly flatten the document without using the print dialog.
Flatten PDFs Easily with WPS Office
WPS Office provides robust PDF tools that allow you to easily manage, flatten, and print PDF forms to ensure checkboxes and signatures remain visible across all platforms.
- 1. Open the Document: Launch WPS Office and open your downloaded DocuSign PDF file.
- 2. Access the Print Menu: Click on the 'Menu' button in the top left corner and select 'Print', or use the keyboard shortcut Ctrl + P.
- 3. Choose Export to PDF: Select 'WPS PDF' from the printer drop-down list in the print dialog.
- 4. Save the Flattened File: Click 'Print' to save a new, flattened copy of your PDF where checkboxes are permanently embedded and visible.
Frequently Asked Questions
Why do checkboxes disappear when uploading a PDF?
Checkboxes in electronic signatures (like DocuSign) are often created as interactive form fields or overlay annotations. If the receiving system (like a fax service or upload portal) doesn't support these interactive layers, it only reads the base document, causing the checkboxes to vanish.
What does it mean to flatten a PDF?
Flattening a PDF means merging all separate layers—such as interactive form fields, signatures, and annotations—into a single, uneditable image layer. This ensures the document looks identical across all devices and software without relying on interactive features.
Can I edit a PDF after it has been flattened?
No, once a PDF is flattened, the interactive elements like checkboxes or text fields become part of the static document background and can no longer be edited. Always keep a backup of the original unflattened file if you might need to make changes later.
