Flattening and Compressing Files for MetaField

Purpose

Before a report can be digitally signed in MetaField, any uploaded PDF must be a single, flattened file. PDFs that contain multiple layers, such as those exported from CAD software, Photoshop, or certain scanning tools, can prevent MetaField from applying a signature correctly.

This article walks through how to flatten a layered file and compress large images, using Adobe tools as well as a few common alternatives if you don't have access to Adobe software.

Who is this article for?

• Field Staff
• Project Managers
• Anyone uploading attachments or fillable PDFs to a MetaField report

Why Flattening Matters

A "layered" PDF keeps different elements (like drawings, annotations, or images) on separate internal layers that can be turned on or off. This is useful for editing, but it can cause problems when a file needs to be signed and locked as a single, final document. Flattening merges everything into one unified layer, so the file is stable and ready to be signed.

If you upload a report or attachment with multiple layers, MetaField will display an error and won't allow the report to be signed until the file is flattened.

How to Flatten a PDF in Adobe Acrobat

1. Open the file in Adobe Acrobat (Pro required for full editing tools).
2. Go to Print, then choose Adobe PDF as the printer instead of a physical printer.
3. Click Print, then save the new file. This creates a flattened copy of the original.
4. Alternatively, go to Tools > Print Production > Flattener Preview for more control over flattening transparency and layers.
5. Upload the newly saved, flattened file to MetaField.

Flattening a PDF Without Adobe

If you don't have access to Adobe software, a few free alternatives work well:

Mac (Preview app)

1. Open the PDF in Preview.
2. Go to File > Print.
3. In the print dialog, click the PDF dropdown in the bottom left and choose Save as PDF.
4. This creates a new, flattened version of the file. Upload that copy to MetaField.

Windows (Microsoft Print to PDF)

1. Open the PDF in any viewer.
2. Go to File > Print.
3. Choose Microsoft Print to PDF as the printer, then click Print.
4. Save the new file and upload the flattened copy to MetaField.

Google Drive

1. Upload the file to Google Drive and open it in Drive's preview viewer.
2. Click the Print icon in the top right of the preview.
3. In the print dialog, choose Save as PDF as the destination.
4. Save and upload the new, flattened copy to MetaField.

Free online tools (like Smallpdf) can be used to "Flatten PDFs" if you'd rather not use a print-based workaround. Simply upload your file, select the flatten option, and download the result.

What to Do If You See an Upload Error

If MetaField shows an error saying a report can't be signed, it's likely because the uploaded file has the wrong format or still contains multiple layers. Flatten the file using one of the methods above, then try uploading it again.

Want to keep learning?

Click here for more how-to articles and MetaField guides. You can also access in-app guidance using the Help Desk.