How to Manage Multiple Signatures for PDF Form Sections
Question details
The user wants to know if it is possible to apply separate digital signatures to different sections of a PDF form without locking the entire document for subsequent users.
- Product
- Adobe Reader DC
- Device & OS
- not provided
- Scenario
- Multiple users need to fill out and approve different sections of a single PDF form sequentially.
- Observed behavior
- Applying a digital signature to one section locks the entire document, preventing other users from completing the remaining fields.
Before making changes to your workflow, ensure you have an unfilled, unsigned copy of the original PDF form and check if your organization accepts alternative approval methods like e-signatures or checkboxes.
Use Approval Fields and a Single Final Signature
Since traditional digital signatures lock the document by design, use checkboxes or text fields for section approvals and apply one final digital signature at the end.
Standard digital signatures are designed to certify the document's integrity, which inherently locks it to prevent tampering. To accommodate multi-section forms, you need to separate the concept of section approval from document certification.
Open your PDF editor, navigate to the Form menu, and insert a checkbox or an initial field at the end of each individual section for users to mark upon completion.
Have each respective user fill out their assigned section and check the approval box or type their initials instead of using a cryptographic digital signature.
Once all sections are completed and checked off, have the final authority apply a digital signature to lock and certify the entire document.
Easily Manage PDF Forms and Signatures with WPS Office
WPS Office provides a comprehensive PDF toolkit that lets you effortlessly fill forms, add text approvals, and apply secure digital signatures or custom e-signatures across all your devices.
- 1. Open the PDF Form: Launch WPS Office and open your PDF form file.
- 2. Use the Fill & Sign Tools: Navigate to the 'PDF' tab and select 'Fill & Sign' to access tools for typing text, adding checkboxes, or placing standard e-signatures in different sections.
- 3. Add Signatures: Click 'Sign', create or select your signature, and place it in the designated section without triggering a full cryptographic lock.
- 4. Save the Document: Save the completed document to share it with the next person in your workflow.
Frequently Asked Questions
Why does my PDF lock after I add a digital signature?
Digital signatures are cryptographic tools used to verify document integrity. By design, they restrict further edits (like filling out form fields) to prevent the document's content from being changed after it has been signed.
Can I set up a PDF to allow multiple digital signatures?
Yes, advanced PDF creation tools allow authors to create 'Signature Fields' that can be configured to only lock specific fields when signed. However, this must be set up by the form creator before anyone signs the document.
What is the difference between an e-signature and a digital signature?
An e-signature is essentially a digital image or drawing of your signature placed on a document, which usually doesn't lock the file. A digital signature uses a certificate-based digital ID to encrypt the document and verify its authenticity, typically locking it from future edits.
How can multiple people sign the same PDF without locking it?
Instead of using certificate-based digital signatures, users can use the 'Fill & Sign' features (e-signatures) available in tools like WPS PDF to stamp their signatures as images or text, leaving the rest of the form fillable until the final approval.
