How to Send, Sign, and Collect Completed PDF Forms from Clients
Question details
A business needs a workflow to distribute multipage PDF forms for clients to complete, sign, and return, along with supporting documents.
- Product
- Device & OS
- not provided
- Scenario
- Distributing business forms to clients for data collection and digital signature.
- Observed behavior
- The goal is to establish a seamless process for clients to fill out, save, sign, and return forms and additional files securely.
Ensure your PDF document is finalized in its layout before converting it into an interactive form, and verify that you have a secure file-request system ready to receive sensitive supporting documents from clients.
Use Acrobat and a File-Request Workflow to Distribute Forms
Utilize built-in form preparation and distribution tools to manage client responses and signatures.
By converting standard documents into interactive forms, you can enable clients using free PDF readers to fill in data, sign electronically, and submit the file back to you. Since clients cannot upload files directly into your personal Document Cloud storage, a secondary file-request link is recommended for supporting documents.
Open your document in Adobe Acrobat, select the 'Prepare Form' tool to automatically detect and add fillable text fields, checkboxes, and a signature field.
Save the document with extended rights so that clients using the free Adobe Reader can save the data they type into the form.
Use the 'Distribute' feature within the Prepare Form tool, or send the document via Adobe Sign to route the form to your clients' email addresses securely.
Set up an approved file-request workflow (such as a Dropbox, Google Drive, or OneDrive file request link) and include this URL in the email instructions so clients can securely upload their supporting documents.
Use the built-in response management tools in Acrobat or Adobe Sign to monitor who has viewed, signed, and returned the PDF forms.
Fill, Sign, and Share PDF Forms Easily with WPS Office
WPS PDF provides robust tools for businesses to create, fill, sign, and share PDF documents efficiently. With comprehensive format compatibility and secure document sharing, you can streamline your client onboarding and form-collection processes without expensive software subscriptions.
- 1. Open the PDF form: Launch WPS Office and open the PDF form you need to send or have the client fill out.
- 2. Fill the form: Navigate to the 'Fill & Sign' tab. Use the text tools to interact with existing form fields or manually add text and checkmarks.
- 3. Add an electronic signature: Click the 'Sign' button in the toolbar to create, insert, and position a digital signature securely on the document.
- 4. Share with clients: Save the completed PDF, then click 'Share' to generate a secure link or attach the file directly to an email to collect client submissions.
Frequently Asked Questions
Can clients fill out and sign the PDF form without purchasing premium software?
Yes. If you prepare the form correctly with standard fillable fields, clients can use free PDF readers, such as WPS Office Free or Adobe Acrobat Reader, to fill in their information, apply an electronic signature, and save the completed file.
How do I collect supporting documents securely if cloud storage direct uploads aren't supported?
You can use a secure file-request service provided by cloud platforms like Google Drive, OneDrive, or Dropbox. Generate a file-request link and include it in your email instructions when sending the PDF form to the client.
What is the best way to track who has returned the signed PDF forms?
If you are using a dedicated e-signature platform, tracking is built into your dashboard. If using standard email distribution, maintain a spreadsheet tracker and require clients to use a specific subject line when replying with their completed forms.
Why can't my clients save the data they typed into the PDF form?
This usually happens if the form was not saved with extended rights for Reader users or if it is a flat PDF. Ensure you use the 'Prepare Form' tool to create interactive fields, which allows users of standard PDF readers to save their input.
