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chirb
Currently Being Moderated

Keeping a BLANK fillable form available on our server

Jun 1, 2012 9:00 AM

Tags: #acrobat #template #blank #overwrite #fillable_forms #saving_forms

I have Acrobat 9 and have created a fillable form which will reside on our server as a template that everyone in our company will use as a blank Purchase Requisition form whenever they make a purchase. I do NOT want to track any data, so I assume I do not want to "distribute" the form, but instead have included a "submit" button to email the completed form each time.

 

What's the best way to keep the form available on our server for all the Adobe Reader users, without allowing the ability for users to "save" it and basically overwrite the blank form with their data?

 

Also, the signature field was automatically created as a "digital signature" field, which our users do not have. Can Reader users create a digital signature, and should they?

 
Replies
  • George Johnson
    9,208 posts
    Aug 11, 2002
    Currently Being Moderated
    Jun 1, 2012 9:15 AM   in reply to chirb

    Are you talking about a file server or a web server? If a file server, you can see if it's possible to effectively make the file read-only.

     

    Reader users are able to sign digital signature fields, but only if the document has been Reader-enabled with Acrobat Pro (not Standard) or LiveCycle Reader Extensions. They will be able to create a digital ID that can be used to sign. If you don't want or require a digital signature, you can simply delete it and perhaps replace it with a text field. What you do depends on your needs.

     
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  • George Johnson
    9,208 posts
    Aug 11, 2002
    Currently Being Moderated
    Jun 1, 2012 9:48 AM   in reply to chirb

    Regarding making the file read-only, it depends on the particular file server you're using, and may not be possible. Is there a network admin available that can help?

     

    If you set up the form to submit the entire PDF and you get that message with Reader, then it most likely means that you haven't Reader-enabled the document: Advanced > Extend Features in Adobe Reader

     

    Submitting the entire document requires that it be saved, and in order for Reader to save a modified form, the document needs to have the corresponding usage rights that get added when it is Reader-enabled.

     
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  • Currently Being Moderated
    Jun 1, 2012 10:37 PM   in reply to chirb

    Most likely what you want to do is to disable the ability to save the document with the document security settings. That will prevent the overwriting of the document except by you with the security key. When you do that, you need to have the data only sent, not the whole file.

     

    For the submit button, you would button field. Right click on the button and select properties. Give the appropriate name and such to the field. Under the Action tab, select Mouse Up, action of Submit a Form, and select the Submit Form item and edit it. Under the url enter "mailto:<myE-Mail>" with not spaces or quotes. Select FDF Field Data for the format and probably All Fields.

     

    You can then go back to the regular view by closing the form editing. Then use ctrl-D to open the document properties and select the security tab. Select password security. You will likely select secure all content (the default) and set permissions (not a password to open the document). You would select allow filling out form fields and access. The rest is probably not needed. You may want to allow printing for folks to be able to get a paper trail of what they submit.

     

    Follow instructions for password and such, then close the document. It should be ready to go.

     
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