Fillable Adobe PDF Creation Guidance

Issue/Question

What are some best practices when I create, configure, and manage fillable and signable Adobe PDF forms for use across campus, including adding digital signature fields and maintaining the form for future edits?

Environment

• Microsoft Word or Excel (for original document creation)
• Free Adobe Acrobat Reader (for filling and signing forms)
• Paid Adobe Acrobat Pro (for form creation and editing)

Resolution

General Guidance

1. Signing a fillable PDF can be accomplished with the free Adobe Acrobat Reader; no purchase necessary.
2. Creating a fillable PDF requires paid Adobe Acrobat Pro; read subscription information here.
3. Decide when to use a fillable PDF versus alternatives (Qualtrics, Web CMS forms, or workflow development). Use PDF when official signatures, offline use, or portability are required but large amounts of content editing is likely required.
4. Save final forms as PDF or PDF/A to avoid format and compatibility issues arising if you instead distribute Word or Excel files.
5. Keep original Word or Excel source documents for future edits, ideally in a shared storage location and clearly labeled, so you can easily edit document in the future. 
6. If you need people to make edits to the PDF's content, get all of those completed before anyone digitally signs the document; once signed, edits are restricted (beyond additional signatures).
7. When filling and signing PDFs, always download the file to your computer first. Do not just click the file in email or web browser as you may end up in Preview mode and not save your work.

Drawn/Typed E-Signature vs. Digital Signature

When creating your form, you optionally choose which type of signature you wish to require.  Adobe Acrobat Reader users can sign either and do not need a paid Adobe Acrobat license.

1. Drawn/Typed E-Signature (a.k.a., simple signature): This is a signature image drawn with your mouse, typed in a script font, or a scanned image of your own signature.  It does not include a digital time stamp and often resembles a traditional pen and ink signature.
2. Digital Signature (a.k.a., certificate-based signature): This is an electronically-stored certificate tied to individuals and includes a date / time stamp, digitally signed by note, and Adobe watermark.

A. Creating a Fillable PDF Form

1. Create form layout in Word or Excel first as these are easier for formatting and editing.
2. Export document to PDF using Save As or Export to PDF feature in Word or Excel.
3. Open Adobe Acrobat and open exported PDF.
4. Select Prepare Form tool (under Tools) to automatically detect and create fillable form fields or add fields manually.

B. Adding and Configuring Form Fields

1. Add any additional various field types as needed: text boxes, drop-down menus, check boxes, radio buttons, and calculated fields for totals or auto-fill.
2. Name each field clearly and consistently to facilitate data export and analysis later.
3. Add tooltips to fields to improve accessibility for screen readers.
4. Set tab order to ensure logical navigation through form fields.

C. Adding Digital Signature Fields

1. Before actually signing the document, add all required signature fields at once to the form to avoid issues later.
2. Use Tools > Prepare Form to insert E-Signature fields or Tools > Use A Certificate to insert Digital Signatures where signers will apply their signatures (if the auto detection above did not already add them).

Maintenance and Troubleshooting

1. Always retain original Word or Excel document to make any content edits or form updates.
2. Editing a signed PDF is restricted; unsigned copies or originals must be used for changes.
3. If signatures do not appear or recipients cannot sign, verify signature fields were properly added and the file is not locked prematurely.
4. If form fields disappear after saving, ensure file is saved in standard PDF format and not flattened.

Related Articles

• Changing a Signed PDF
• Enabling Signatures for Adobe Reader
• Signing a PDF
• Signature Field Appears Unsigned
• Issues Signing PDF

Additional Best Practices

1. Use consistent fonts, logos, and headers to align with WKU Communication and Branding Manual.
2. Implement version control by naming files with version numbers and dates (e.g., Budget_Form_v2_2025.docx).
3. If you are saving and distributing a PDF on your web site, if you always save the PDF (not the Word or Excel document) with the same name and upload it, your links will still work and not need editing.
4. Store official forms in approved shared locations such as OneDrive or designated shared drives rather than email attachments.
5. Consider password-protecting PDFs when sensitive information is included.