Today we cover a pretty typical workflow: someone has sent you a PDF document that needs to be signed. I’ll be using PDF Expert (iTunes link) as my sample app, though other apps can be used to get to the same result. We’ll cover some of those alternatives in a future edition of Legal Workflows.
Four steps:
Step 1. Get the document into PDF Expert. In my example, the document to be signed is in Mail (but similar steps apply when moving a file from any other app). Simply tap the attachment and then tap “Open in…”, select PDF Expert from the list and the file will be copied to and opened in PDF Expert.
Step 2. Sign the document. While you could use normal PDF annotation tools to sign a document, some apps like PDF Expert have dedicated signature functions to give you a bit more control. With your document open in PDF Expert, select the signature tool (looks like a fountain pen) from the tools in the upper right hand corner. You’ll be presented with a signature line. Tools to adjust the pen color (blue, purple or black) and thickness are in the upper right corner. If you have previously signed a document using PDF Expert, your signature will still be there (tap the blank document icon to clear). Sign on the line and tap Save.
Sign on the line.
Step 3. Insert the signature. Find the spot on the PDF where you want to insert the signature. Tap and hold on that spot and you’ll be presented with a menu, one choice being “Signature.” Select this item and your signature will be inserted. You can resize the signature by dragging one of the red handles of the insert. Move by dragging from the middle of the signature block.
Use the handles to move and resize the signature.
Step 4. Flatten. Normally when we annotate a document, we want to be able to manipulate those annotations in a program like Acrobat back on our desktop. But with a signature, you typically don’t want this editable. Instead, we want to “bake” the signature into the document so it can’t be altered. I really like how PDF Expert handles this part of the workflow because it is very clear what to do to get the desired result. Tap “Send by E-mail” from the list presented when you tap the Action button (box with an arrow pointing out).
Flatten the file by saving a copy or emailing.
You will be presented with three choices, one of which is “Flatten.” Tapping this button will bake your signature annotations into the document and then attach the file to an email. If you aren’t ready to e-mail the document, selecting “Save a copy” will also give you the option of flattening the document.
Select "Flattened Copy" to bake the signature into the PDF.
There you have it! Signed and delivered.
If you have ideas about other Legal Workflows you want to see covered, or other apps you want to see the same workflows applied to, drop me a note in the comments.
I have struggled with the signature part of PDFs and e-mails for some time. I’m very happy to see your instruction on PDF expert and can’t wait to try it.
Thanks for the quick response to my question about using PDF Expert for digital signatures yesterday. As a follow-up, do you, or any of the other readers, have any idea how a digital signature such as this would compare to a “wet ink” signature in court?
This issue is outside the scope of this blog and has been written about extensively. Offhand, I think the answer to this depends on the document and the jurisdiction. I know in my practice transactions are routinely closed on faxed, scanned and digital signatures with originals saved for documents like notes, stock certificates, etc. There is federal and much state legislation validating electronic signatures and evidence rules are cooperative. Unless a particular statute or other requirement specified a wet ink signature (like a will, certain deeds to be records, documents to be filed with certain agencies), I think there is a lot of room for alternatives to wet ink signatures.
If not, I want my money back from all those electronic credit card authorizations I’ve signed over the years
Josh,
I really enjoy this article format and look forward to more in the series. PDFExpert seems similar to many other .PDF annotation apps, including GoodReader, iAnnotate, and Note Taker HD, but what sets it apart is the “flatten” function. I will have to check it out. Any others you would recommend that “bake” the annotations into the file before emailing?
Rob Dean
WalkingOffice.com