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Another way that users frequently edit a PDF is by actually digitally signing it. Now, digital signatures can be confusing and what I am going to do is try and make it as simple for you as possible and to tell you how most people use this in the real world and in the real world it's very handy. What we are looking at right now is a document called NDA-withsigfields-signed and the sigfields, I am mean signature fields. This is a Nondisclosure Agreement. It's a two page file and you can see that there are actually two areas where people can fill in a digital signature.
One of them has already been signed by me. This is what a completed digitally signed field looks like. The other side where it says DISCLOSING PARTY Joe Schmoe & Associates is a field where the recipient should click in here and then Acrobat or reader will step them through digitally signing it, so that at the end it looks like this. So, I wanted to give you a document that showed you sort of a before and after of what a digital signature looks like. But one thing to keep in mind is that before you get to this point of digitally signing something that somebody gave you a form field for, or even adding your own field for your recipient to digitally sign, is that you need to fill out any other fields or make any other edits as necessary in the document.
Because as soon as you digitally sign the file it's going to prompt you to do a Save As, because your digital signature is actually like an approval signature that signifies to people that you are the one who signed it and that the document has not changed since you signed it. If the document has changed since you signed it, when somebody opens it up they are going to say that there are problems in this file. You can see this file has some sort of problems because this is actually one that I was creating to use during this video, so I've been actually editing it after I signed it.
But let's start from the very beginning, let's start with a file that I have here called EmpHandbookVeri. Now, this is an example of one that you might receive as the recipient of a PDF asking you to digitally sign a document. Right after we do this I am going to show you how you can add you own fields to the PDF that you create and that you distribute. Whenever you open a PDF that has digital signature fields or any kind of form field, you'll see this little banner up here going across the top, saying, this is a form and you can choose to highlight the fields or not.
If I turn that off, then we just see the little flag for digital signature. I am going to say, go ahead and highlight, so I'll be an Employee. Let's say that I've never done this before, all you need to do is click inside this field and then you're going to get stepped through this little wizard about creating a digital ID. The very first time you do this, you have to make a few decisions. The second time you do this, all you have to do is remember your password. The first time you do this you say I want to sign this document using a new digital ID I want to create now, and click Next.
All right, just choose the very first option, a New PKCS digital file, then fill in your name, Olivia Napolitano, Two Trees Olive Oil Co. These fields are all basically voluntary, you don't have to fill them in, but a good one to fill in is your Email Address, so that is firstname.lastname@example.org and I'll just leave everything else as is, click Next.
What it wants to know, is it's going to create an actual little file on your computer that it's going to call on from now on whenever you need to digitally sign something. It's saying where should it store that file? You can store the file anywhere you like. It's going to store it into this normally hidden folder called AppData\Roaming, but you could store it into a folder on your desktop if you wanted to. However, because this is like an official digital signature you should probably sort of hide it somewhere on your computer. Then give yourself a Password, and this is a new feature in Acrobat 10, that it rates your password.
But I am just going to enter 123456, so I don't forget it while I am recording. Of course, it thinks that's a weak password. Surprise, surprise. Repeat the password to confirm it, 123456, and click Finish. This is what our digital signature will look like. All right. So now it's saying, Sign Document, sign as, this person. What is your Password? Do you remember? Yes, 123456, and click Sign. Now, notice I said whenever you digitally sign, it's going to immediately prompt you to Save As, because you are not supposed to edit this document after you've signed it.
So, I'll call this EmpHandbookVeri-signed, and save this, say, onto my desktop. There it is. Then I would send this to the HR manager, they would digitally sign it. That's basically the only thing that you can do to a digitally signed PDF, is to have another person sign it and then they would send you back a copy showing both people signed it, just like you get a contract with both parties to the contract signing it. So, that's what you should do the very first time to create a digital signature for yourself. From then on whenever you want to fill in that signature, you just go ahead and click inside the field and just type in your password.
Now, how do you create this field in the first place? Let's open up this other document called NDA, which is just the Normal Nondisclosure Agreement. Here, we just have lines where somebody is supposed to sign, so this was created like in Microsoft Word or Publisher or something like that and then exported to PDF, and there are no places for somebody to digitally sign this. Now, to do that you just need to add a digital signature field and it's pretty simple to do. Go to tools, find the Form section, all right, and click Edit.
The prompt is going to be, hey! I can turn this whole thing into a very complicated form for you. Would you like me to do that? Say No. The reason you are clicking Edit is that you just want to be able to add your own fields and all the fields will appear at the top when you click Edit, and the signature field is the one with the X. Click on that, then come out to where you want the signature field to appear and just drag out, so I'll call this Recipient. If you want somebody that they have to fill out this field before they Save As, you turn on Required.
I am just going to leave it as is, and then I'll add another signature field for the disclosing party, Disclosing, and that's about it. When you're done click Preview and there you have your signature field, so then you can just do a Save As and send this out to your recipients for them to digitally sign.
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