How to Sign and Date PDFs Using Caplinked’s Virtual Data Room and
Everyone has experienced the hassle of receiving a document only to have to print it out sign it and fax it back in. (Who has fax machines anymore?) This headache has been alleviated in recent years through a number of services, but most easily through Adobe’s own signing and dating feature.
When receiving a document that requires a signature and a date, you want to make sure that what you return to the sender is secure and protected. It is your signature, after all, and whether it is financial records or tax forms or business deals, you want to make sure that this information is as safeguarded as it can possibly be, and you don’t want to entrust the protection of your data and signature to just anyone.
The Problem with Email
When you send an email, it doesn’t just go from your device (or email) to the recipient. Instead, that email travels across multiple servers and networks before reaching its final destination. All of this typically happens within seconds despite the back-end workings being quite complex.
However, those short pauses that happen as your email moves from one server or network to the next, exposes your email messages. Hackers can exploit this vulnerability. For example, a criminal can infiltrate one of these pause points to access and/or copy email information.
Encryption can prevent this from happening, but most email providers aren’t encrypted. Companies like Yahoo and Gmail provide standard email encryption by default, though this is not enough, as you’ll soon discover. Furthermore, your emails are stored on most servers indefinitely. Decade-old email messages that have been deleted can be recovered with the right know-how.
How To Date and Sign a PDF in Adobe
Dating and signing a PDF is simple, but unsecure. Adobe has a built in feature to allow for this type of thing, and it’s easy to do.
- To sign a PDF, open it in Adobe Acrobat or Reader.
- Click the Sign icon in the toolbar (a symbol of a pen tip). Or you can go to the menu bar and choose Tools > Fill & Sign or choose Fill and Sign from the right pane.
- The Fill and Sign tool is displayed. Click Fill and Sign.
- You can choose your desired color to fill in the PDF form. Click the color button in the Fill & Sign menu and choose your desired color. (By default, your signature color is black.)
- The form fields are detected automatically. Hover the mouse over a field to display a blue box. Click anywhere in the blue box and a cursor will be placed at the right position automatically. Type your text next to the field.
- This method signs your document and dates it, but it doesn’t provide any security for it.
How to Send it Secure Through Caplinked
Dating and signing in Caplinked is done through the Virtual Data Room, a web-based platform that can be accessed anywhere through any device. The app can be downloaded on any device in less than ten minutes and be up and running.
- Upload your document to the Virtual Data Room
- Invite people to participate by giving them the proper permissions so you control who gets access to the document and when. Even if someone has received the document, they can’t send it to someone who doesn’t have permission to read it.
- Collaborate with your participants by letting them sign and date the document, ask questions, make revisions (as controlled by their permissions) and have mobile access.
- Track your document as it is emailed with encryption, restricting those who can view and access it. Keep tabs on the document to know when it is signed, when it is waiting, and what updates and comments have been made.
Further secure your document through customizable watermarking. Apply custom watermarks that include time, date, user email, and IP address, as well as additional information, to make sure that this document does not fall into the wrong hands.