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?
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.
Thanks, it's a file server, but I wasn't able to find any "read only" settings.
One more big problem. Currently, when users hit the Submit button, it displays "the operaton is not permitted" and does nothing. Why can't they submit it?
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.
Thanks again, I can consult my IT helpdesk regarding read-only.
I had Reader-enabled the form, but I noticed that it allowed the user to save the data should they choose to, overwriting my blank form. Which takes us back to my original issue. Is there not a way to provide access to a blank form, and keep it blank for eternity? It seems like there should be.
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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