How to Keep a PDF Unlocked After Multiple Digital Signatures
Question details
The user needs to allow multiple people to digitally sign a PDF and attach spreadsheet files without the document locking completely after the first signature is applied.
- Product
- PDF Editor
- Device & OS
- not provided
- Scenario
- Collecting multiple digital signatures and file attachments on a single shared PDF document.
- Observed behavior
- The PDF document becomes locked and restricted from further editing, signing, or attaching files immediately after the first person applies their digital signature.
Before routing the document for signatures, ensure that you have pre-placed all necessary blank signature fields for every user and that you are the document owner with permissions to change security settings.
Use Approval Signatures Instead of Certifying the Document
The most common reason a PDF locks is that the first signature is accidentally applied as a 'Certifying' signature rather than an 'Approval' signature.
A certifying signature is designed to lock down a document to prevent unauthorized changes, whereas an approval signature simply verifies the signer's identity without restricting others from signing pre-existing fields.
Open your PDF editor and navigate to the 'Protect' or 'Digital Signatures' tab on the top ribbon.
When prompted to sign, ensure you click the 'Digitally Sign' or 'Approval Signature' button rather than 'Certify Document'.
Draw your signature box in the designated area (or click an existing field) and complete the signing process. The document will remain open for the next signer.
Configure Certification Permissions to Allow Additional Signatures
If your workflow strictly requires the first signature to be a certifying signature, you can adjust its permissions to allow subsequent signing and file attachments.
Easily Manage Multiple PDF Signatures with WPS Office
WPS Office provides a comprehensive PDF editing suite that makes it simple to add multiple digital signatures, fill forms, and manage document permissions without unexpected locking issues.
- 1. Open your PDF: Launch WPS Office and open your PDF document using the built-in WPS PDF tool.
- 2. Access the Protect tab: Navigate to the 'Protect' tab on the top ribbon to access security and signature features.
- 3. Add signature fields: Insert the required number of signature fields for all users before sending the document out.
- 4. Sign the document: Click on the signature field to apply your digital signature, leaving the document open for others to sign.
Frequently Asked Questions
Why does my PDF say it is 'Read-Only' after I sign it?
This usually happens if the option to 'Lock document after signing' was checked during the signature process. To prevent this, ensure that this checkbox is cleared in the signature dialog when you apply your digital signature.
Can I add a spreadsheet attachment to a PDF after it has been digitally signed?
Yes, provided the first signer did not lock the document. If the document was certified, the certifier must have set the permissions to allow 'Annotations, form fill-in, and digital signatures' to permit file attachments.
What is the difference between a certifying signature and an approval signature?
A certifying signature is typically used by the document author to attest to its contents and restrict future changes. An approval signature is used by reviewers or participants to sign specific fields without locking the rest of the document's predefined workflow.
How do I add multiple signature fields before sending the PDF?
In your PDF editor, go to the Form or Prepare Form tab, select the 'Digital Signature' field option, and draw the required number of boxes on the pages. Save the document before sending it to the first signer.
