User Guide Cancel

Create a web form

  1. Acrobat User Guide
  2. Introduction to Acrobat
    1. Access Acrobat from desktop, mobile, web
    2. Introducing the new Acrobat experience
    3. What's new in Acrobat
    4. Keyboard shortcuts
    5. System Requirements
  3. Workspace
    1. Workspace basics
    2. Opening and viewing PDFs
      1. Opening PDFs
      2. Navigating PDF pages
      3. Viewing PDF preferences
      4. Adjusting PDF views
      5. Enable thumbnail preview of PDFs
      6. Display PDF in browser
    3. Working with online storage accounts
      1. Access files from Box
      2. Access files from Dropbox
      3. Access files from OneDrive
      4. Access files from SharePoint
      5. Access files from Google Drive
    4. Acrobat and macOS
    5. Acrobat notifications
    6. Grids, guides, and measurements in PDFs
    7. Asian, Cyrillic, and right-to-left text in PDFs
  4. Creating PDFs
    1. Overview of PDF creation
    2. Create PDFs with Acrobat
    3. Create PDFs with PDFMaker
    4. Using the Adobe PDF printer
    5. Converting web pages to PDF
    6. Creating PDFs with Acrobat Distiller
    7. Adobe PDF conversion settings
    8. PDF fonts
  5. Editing PDFs
    1. Edit text in PDFs
    2. Edit images or objects in a PDF
    3. Rotate, move, delete, and renumber PDF pages
    4. Edit scanned PDFs
    5. Enhance document photos captured using a mobile camera
    6. Optimizing PDFs
    7. PDF properties and metadata
    8. Links and attachments in PDFs
    9. PDF layers
    10. Page thumbnails and bookmarks in PDFs
    11. PDFs converted to web pages
    12. Setting up PDFs for a presentation
    13. PDF articles
    14. Geospatial PDFs
    15. Applying actions and scripts to PDFs
    16. Change the default font for adding text
    17. Delete pages from a PDF
  6. Scan and OCR
    1. Scan documents to PDF
    2. Enhance document photos
    3. Troubleshoot scanner issues when scanning using Acrobat
  7. Forms
    1. PDF forms basics
    2. Create a form from scratch in Acrobat
    3. Create and distribute PDF forms
    4. Fill in PDF forms
    5. PDF form field properties
    6. Fill and sign PDF forms
    7. Setting action buttons in PDF forms
    8. Publishing interactive PDF web forms
    9. PDF form field basics
    10. PDF barcode form fields
    11. Collect and manage PDF form data
    12. About forms tracker
    13. PDF forms help
    14. Send PDF forms to recipients using email or an internal server
  8. Combining files
    1. Combine or merge files into single PDF
    2. Rotate, move, delete, and renumber PDF pages
    3. Add headers, footers, and Bates numbering to PDFs
    4. Crop PDF pages
    5. Add watermarks to PDFs
    6. Add backgrounds to PDFs
    7. Working with component files in a PDF Portfolio
    8. Publish and share PDF Portfolios
    9. Overview of PDF Portfolios
    10. Create and customize PDF Portfolios
  9. Sharing, reviews, and commenting
    1. Share and track PDFs online
    2. Mark up text with edits
    3. Preparing for a PDF review
    4. Starting a PDF review
    5. Hosting shared reviews on SharePoint or Office 365 sites
    6. Participating in a PDF review
    7. Add comments to PDFs
    8. Adding a stamp to a PDF
    9. Approval workflows
    10. Managing comments | view, reply, print
    11. Importing and exporting comments
    12. Tracking and managing PDF reviews
  10. Saving and exporting PDFs
    1. Saving PDFs
    2. Convert PDF to Word
    3. Convert PDF to JPG
    4. Convert or export PDFs to other file formats
    5. File format options for PDF export
    6. Reusing PDF content
  11. Security
    1. Enhanced security setting for PDFs
    2. Securing PDFs with passwords
    3. Manage Digital IDs
    4. Securing PDFs with certificates
    5. Opening secured PDFs
    6. Removing sensitive content from PDFs
    7. Setting up security policies for PDFs
    8. Choosing a security method for PDFs
    9. Security warnings when a PDF opens
    10. Securing PDFs with Adobe Experience Manager
    11. Protected View feature for PDFs
    12. Overview of security in Acrobat and PDFs
    13. JavaScripts in PDFs as a security risk
    14. Attachments as security risks
    15. Allow or block links in PDFs
  12. Electronic signatures
    1. Sign PDF documents
    2. Capture your signature on mobile and use it everywhere
    3. Send documents for e-signatures
    4. Create a web form
    5. Request e-signatures in bulk
    6. Collect online payments
    7. Brand your account
    8. About certificate signatures
    9. Certificate-based signatures
    10. Validating digital signatures
    11. Adobe Approved Trust List
    12. Manage trusted identities
  13. Printing
    1. Basic PDF printing tasks
    2. Print Booklets and PDF Portfolios
    3. Advanced PDF print settings
    4. Print to PDF
    5. Printing color PDFs (Acrobat Pro)
    6. Printing PDFs in custom sizes
  14. Accessibility, tags, and reflow
    1. Create and verify PDF accessibility
    2. Accessibility features in PDFs
    3. Reading Order tool for PDFs
    4. Reading PDFs with reflow and accessibility features
    5. Edit document structure with the Content and Tags panels
    6. Creating accessible PDFs
    7. Cloud-based auto-tagging
  15. Searching and indexing
    1. Creating PDF indexes
    2. Searching PDFs
  16. Multimedia and 3D models
    1. Add audio, video, and interactive objects to PDFs
    2. Adding 3D models to PDFs (Acrobat Pro)
    3. Displaying 3D models in PDFs
    4. Interacting with 3D models
    5. Measuring 3D objects in PDFs
    6. Setting 3D views in PDFs
    7. Enable 3D content in PDF
    8. Adding multimedia to PDFs
    9. Commenting on 3D designs in PDFs
    10. Playing video, audio, and multimedia formats in PDFs
    11. Add comments to videos
  17. Print production tools (Acrobat Pro)
    1. Print production tools overview
    2. Printer marks and hairlines
    3. Previewing output
    4. Transparency flattening
    5. Color conversion and ink management
    6. Trapping color
  18. Preflight (Acrobat Pro)
    1. PDF/X-, PDF/A-, and PDF/E-compliant files
    2. Preflight profiles
    3. Advanced preflight inspections
    4. Preflight reports
    5. Viewing preflight results, objects, and resources
    6. Output intents in PDFs
    7. Correcting problem areas with the Preflight tool
    8. Automating document analysis with droplets or preflight actions
    9. Analyzing documents with the Preflight tool
    10. Additional checks in the Preflight tool
    11. Preflight libraries
    12. Preflight variables
  19. Color management
    1. Keeping colors consistent
    2. Color settings
    3. Color-managing documents
    4. Working with color profiles
    5. Understanding color management

Web forms are a great way to present your customers with a self-service method of signing a contract. You can create a simple sign-up form containing only a signature requirement as well as a complex multi-field document that collects user data and requires internal counter-signatures.

Start by creating your form as a PDF, and then use the Create a Web Form tool in Acrobat to generate an online version that anyone can sign.

To access the Create a web form tool, do one of the following:

  • In the Acrobat desktop app, go to the Tools center, scroll down to the E-Sign section, and then select Create a web form.
  • Sign in to Acrobat online, select the E-Sign menu in the top navigation bar, and then select Create a web form.
Choose Create a web form

Steps to create a web form

  1. Select the Create a web form tool as explained earlier. The Create a web form file selector page is displayed.

  2. Add a file:

    Upload (by search or drag-and-drop) the primary file that you are using to build your web form agreement.

    The selector on the right of the Select a file button allows you to choose from the source where the file resides. The default is your local system.

    Select a file for the web form

    Once a file is selected, the configuration page loads.

  3. Name your web form (ideally something intuitive). The web form name is the default name of all resulting agreements generated from the web form.

  4. (Optional) Add additional files if needed.

    The initial file selected to start the web form is already attached.

    Upload any additional file(s) that you require to build your online form.

    • Multiple files can be uploaded.
    • All files uploaded are concatenated into one agreement.
    • The order the files are listed dictates how the final agreement will look.
      • You can click and drag the files to sort them.
    Add form files

  5. Add participants

    • List the participants required to complete the form and select an action for each participant:
      • Sign: Signs the form and may also enter data.
      • Approve: Reviews and approves the form; may also enter data or sign.
      • Fill form: Enters required data and submits the form, but typically doesn’t sign.
      • Copied (cc): Receive notifications as form completion progresses.

    The first participant listed accesses the form through your website, so their email address is not included (as it is unknown and will change for every signer).

    Any additional participants constitute your internal counter-signers:

    • Click the Add participant button to include additional participants (up to 36 max).
    • Enter the email addresses for each "internal" participant.
    • Assign the action for each participant.
    Add participants

  6. (Optional) Configure the authentication for each participant by clicking the key icon to the right of the participant.

    Email is the default authentication method for confirming the identity of each participant and is sufficient to obtain a legal signature in most cases.

    You can increase security for a given participant by adding a second authentication method they will need to satisfy before they can interact with the form.

    • Password: Requires the participant to enter a password to access the Web Form
      • You supply the password
      • You need to share this password with the participant out of band
    • Knowledge-based authentication (KBA): Requires participants to provide their name, address, and the last four digits of their SSN (optional) then answer questions to verify their identity
      • Powered by RSA and only available in the U.S.
      • KBA is a pay-for-use service. Contact Sales to add this option to your account
    Configure optional authentication for the participants

  7. (Optional) Add a password to secure the completed/signed agreement PDF.

    You can optionally apply a password to the PDF copy of the completed (signed) document by clicking the pencil icon next to Add password (at the bottom of the page).

    • If configured, the password must be successfully entered before the PDF will open for viewing
    • When configured, the text under the setting header changes to show Password required to view completed form
    Secure signed agreement PDFs

  8. Click Next in the upper-right corner of the window.

    Click Next

  9. Add fields to the Web Form.

    You can now add the necessary fields to the Web Form.

    Click and drag the fields from the right menu of field types.

  10. When all of the fields are in place, click the Create button in the upper-right corner of the window

    Add the fields to the form

    Note:

    Web forms are created in an Active state.

    Once the Create button is clicked, the URL becomes accessible and the form can be signed.

  11. View the Web Form confirmation page.

    A confirmation page is shown verifying that the Web Form has been successfully created.

    From this page, you can:

    • Share the URL: Copy the URL to share the form with others as a link (ie: in email or as an href under an image on your web site)
    • Embed Code: You have the option to copy the embed code in either HTML or JavaScript to embed your form as a viewable object on your web page

    Additional options include:

    • Previewing this web form: Opens the form in the first participant view
      • This is a great way to test your web form as it will complete normally (provided all participants complete their actions)
    • View your web forms: See all of the web forms connected to your user and their current status
    • Create another web form: Opens the initial configuration page to create a new web form
    Post-creation verification page

Managed web forms from the Home or Documents tab

After the web form is created, you can manage it from the Home tab on the Acrobat desktop or the Documents tab in Acrobat online.

  1. Navigate to the Home or Documents tab

  2. Select Web Forms in the left navigation pane.

  3. Single click the web form you want to access

    • This opens the context menu on the right side of the window
    Web Form on the Manage page

The context menu on the right side contains five distinct sections:

  • Metadata: At the top of the menu is the metadata for the web form:
    • Image of the forms' first page
    • The title of the form
    • The date the web form was created
    • Name value of the userID that created the web form
    • Email value of the userID that created the web form
    • Status - The current status of the web form (Enabled / Disabled)
    • The role of the first participant (the web form recipient)
      • Any CCd parties will also be listed by email value
  • Actions menu - This section contains all of the actions you can take regarding the web form (parent template). You may need to click the See More link at the bottom right of the section to see all values:
    • Open Web Form - Opens the web form for viewing only. No fields are available
    • Get Code - Provides a quick interface to copy the URL/HTML/JavaScript code for the web form
    • Edit Web Form - Opens the web form in the authoring environment
    • Download PDF - Downloads the whole (blank) PDF
    • Download Form Field Data - Downloads a CSV file of the field-level content for all child agreements spawned from this parent web form that have completed
    • Download Individual Files - Provides the option to download the individual PDF files if multiple files were used to create the web form
    • Share - Shares the web form with the user email you provide. Shared web forms can be viewed on the Manage page, but do not allow editing
      • A PDF copy of the web form (without added fields) is emailed to the sharee
    • Hide/Unhide Web Form - Hide/Unhiding the web form simply removes (or adds) the web form to your normal Manage page view
    • Add Notes - Allows the user to make personal notes for the web form
  • Counter Signers - A list of the counter signers defined for the web form
    • These values can not be edited
  • Agreements summary/filter - The Agreements section shows three values:
    • All - Shows all (child) agreements that have spawned from the web form (parent template) that have (at least) a verified signature from the first participant
    • In Progress - A filter that shows all agreements that have an in progress status
    • Completed - A filter that shows all agreements spawned from the web form that have reached a terminal state (Complete/Canceled)
  • Activity (for the web form parent template) - The Activity > link at the bottom of the context panel opens a chronological list of the enablement actions taken against the (parent) web form (eg: Creation, Disabled, and Enabled events)

Edit a web form

The creator of a web form has the authority to edit the fields of the form.

Fields can be added, removed, moved to new locations, and reconfigured.

Editing does not allow:

  • Changing the web form name
  • Changing the underlying file (eg: change the underlying file, page order, page orientation)
  • Changing the participants  (eg: email address, order, role, authentication method)
  1. Navigate to the Home or Documents tab.

  2. Select Web Forms in the left navigation pane.

  3. Single-click the web form you want to edit.

    • This opens the Actions menu on the right side of the window
  4. Click the Edit Web Form action.

    Edit a Web Form

  5. The web form is loaded directly in to the authoring environment.

    Add, move, remove, and configure any fields that need to be updated.

    Authoring

  6. When the edits are complete, click Save in the upper-right corner of the window.

    • The web form saves the new format
    • Your view is returned to a view of the opened form with the action panel open to the right
    •  A success message displays at the bottom of the window:

Disable a web form

When you disable a web form, it is no longer accessible by signers but is visible in the Home or Documents section. You can reactivate a disabled web form at any time and resume normal function.

  1. Navigate to the Home or Documents tab.

  2. Select Web Forms in the left navigation pane.

  3. Single-click the web form you want to disable.

    • This opens the Actions menu on the right side of the window
  4. Click the Disable button next to where you see Status: Active.

    Disable a Web Form

  5. A small panel pops out to allow you to select the experience that you want to provide for any user that attempts to access the web form URL:

    • Redirect signers to another web page - You can redirect the signers to another web page, like a current version of the web form
    • Enter a custom message to signers - You can enter a message that will be displayed in place of the web form
      • You can add hyperlinks to the message by enclosing them in brackets [ ]
      • You can add labels by using the | (pipe) symbol after the URL
        • e.g: [https://www.sign.adobe.com/ | Acrobat Sign] displays as Acrobat Sign.
    Redirect message

  6. Click Disable.

    • The web form Status becomes Disabled.
    • The redirect message / URL is inserted under the Status.
    • The Edit Web Form action is removed from the Actions list for the web form.
    •  A success message displays at the bottom of the window:
    Web Form

Reactivate a web form

Disabled web forms can be reactivated at any time and resume function.

  1. Navigate to the Home or Documents tab.

  2. Select Web Forms in the left navigation pane.

  3. Single-click the Disabled web form you want to reactivate.

    • This opens the Actions menu on the right side of the window
  4. Click the Enable button next to where you see Status: Disabled.

    Reactivate a Web Form

  5. A small panel pops out to verify that you want to enable the web form:

    Enable verification

  6. Click Enable.

    • The web form Status becomes Enabled.
    • A success message displays at the bottom of the window:
    Enable success

Hide a web form

If you would like to remove a web form from the Home or Documents tab view, you can hide it.

Hiding a web form only hides it in your users' view. Other users that have access to the web form (via share) will still be able to see it.

Caution:

If you are the owner of the web form, best practices suggest that you should Disable the web form before you hide it from your view.

  1. Navigate to the Home or Documents tab.

  2. Select Web Forms in the left navigation pane.

  3. Single-click the web form you want to hide from view.

    • This opens the Actions menu on the right side of the window
  4. Click the Hide Web Form action in the left menu.

    • You may need to click the See More link to extend the menu and see the action.
    Hide a Web Form

  5. A small panel pops open to verify that you want to hide the web form:

    Hide verification

    Note:

    If you are the owner of the web form, and it is still in an active status, a confirmation page is triggered to inform you that the web form is still enabled.

    You can then cancel the Hide action, or complete it.

    Hide warning for active web form

    Caution:

    Hidden web forms that have not been disabled are still active and can be signed if someone visits the URL.

  6. Click Hide.

    • The web form is removed from view.
    • A success message is displayed:
    Hide success message

Unhide a web form

Sometimes you need to unhide a web form.

  1. Navigate to the Home or Documents tab.

  2. Select Web Forms in the left navigation pane.

  3. Click the Filters button.

    • This opens the filter menu.
  4. Check the Display hidden content option and click Apply.

    • You may want to set a date range filter to limit the number of returned records. The Modified Date is when the web form was disabled. Configure the date range to find that value.
    Unhide filter

  5. The page refreshes to show the filtered for content.

    • Any filters applied will be shown as a tag next to the Filter button
      • Click the x on any filter to remove it
  6. Single-click the web form you want to unhide.

    • This opens the Actions menu on the right side of the window
  7. Click the Unhide Web Form action in the left menu.

    • You may need to click the See More link to extend the menu and see the action.
    Unhide a Web Form

  8. Unhide verification

    A small panel pops out to verify that you want to unhide the web form:

  9. Click Unhide.

    • The web form is removed from view (because you are still viewing the filtered list).
    • A success message is displayed:
    Unhide success message

  10. Click the X on the Hidden content filter to remove the filter.

    • This exposes the web forms that are in your normal (unfiltered) view.

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