Adobe Acrobat XI User Manual download pdf (Page 343)

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Only the default text message and instructions are forwarded to subsequent approvers.

Note: The invitation email contains instructions to help participants complete the approval process. Avoid changing or

removing this text.

8 Click Send Invitation.

Participate in an approval workflow

If you’re invited to participate in an approval workflow, you receive an email message that provides step-by-step

instructions for approving the attached PDF. When you open the PDF, the Stamps palette opens and the document

message bar appears at the top of the PDF. If your version of Acrobat is earlier than 7.0, you’re prompted to download

the latest version of Reader.

You can select any of the digital identity stamps in the Stamps palette to approve the document. A digital identity stamp

contains identity information that you provide, such as name, title, organization, and email address. You can use an

identity stamp in place of a signature. When you apply a stamp, it becomes part of the document page content. You can

delete your own stamp during the approval process; however, once the approval process is completed, your stamp is

locked. You can’t move or delete stamps from other participants.

You can also reject documents that don’t meet your standards.

In addition to adding digital stamps to a PDF, you can add other types of comments, including note comments, text

edits, custom stamps, and file attachments.

Approve a PDF

1 Open the PDF attachment in the approval invitation email message.

Note: If you haven’t added identity information to the stamp, you’re prompted to do so.

2 Select a stamp from the Stamps palette. (To view all stamps, scroll or drag a corner to resize the window.)

3 Click the document to apply your approval stamp.

Note: To delete a digital identity stamp that you’ve applied, select it and press Delete. If you select Print, Save A Copy,

or Email during the approval process, you can’t delete your stamp.

4 Do one of the following:

• To send the document to the next approver, click the Approve button in the document message bar. In the Send

To Next Approver dialog box, type the email address for the next approver in the To box, add addresses for other

recipients as appropriate, and click Send.

• To complete the approval process, click the Final Approval button in the document message bar. In the Complete

Final Approval dialog box, specify whether to send an approval notification from the Final Approval Method

menu. If you send a notification, type an email address in the To box, add addresses for other recipients as

appropriate, and click Send. If you don’t send a notification, click Complete.

If the Notify Initiator Of Approval Status Via Email option is selected, a separate email notification appears,

addressed to the initiator. Click Send to send this notification.

5 Save the PDF.

Note: If you use the Email button in the toolbar to send the PDF, the PDF is no longer part of the workflow, and

approval options aren’t available to the recipient of that email message.

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Adobe Acrobat XI User Manual Page 343

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