Consistent PDF Signing: Windows & Mac
The frustration you're describing is a classic "interoperability" headache. The root cause is usually a conflict between Digital Signatures (which use encrypted certificates to lock a file) and Electronic Signatures (which are essentially just images of handwriting).
When a Mac user uses Preview and a Windows user uses Adobe, they are using different "languages" to handle the file, which leads to signatures disappearing or documents becoming "read-only."
To make this process consistent and predictable, here are the two best strategies"
1. The "Gold Standard": Use a Web-Based E-Sign Platform
The only way to 100% guarantee a consistent experience across Mac and Windows is to take the software out of the equation. Web-based platforms handle the "locking" and "versioning" on their servers, so the OS doesn't matter.
- Options: Upload PDF to FSU DocuSign.
- Why it works: The document stays in the cloud. Each person receives a unique link, signs in their browser, and the system automatically manages the sequence. No one can "break" the file because they aren't using their local PDF viewer to save it.
2. The "Unified Software" Rule: Everyone Uses Adobe Reader
The next best thing is to mandate that every signer uses the free Adobe Acrobat Reader (available for both Mac and Windows).
The Workflow:
- Avoid Mac Preview: Mac users must stop using "Preview" to sign documents. Preview treats signatures as "annotations," which Adobe often ignores or "flattens" out of existence.
- Use "Fill & Sign": In Adobe Reader, use the "Fill & Sign" tool for simple signatures.
- Do Not "Lock": If using a Certificate-based signature (the "Certificates" tool), ensure the box "Lock document after signing" is unchecked if more people need to sign after you.
