how to create fields in pdf

What is a Fillable PDF?

A fillable PDF is an interactive PDF document that allows users to enter information directly into designated fields. Instead of printing a PDF and filling it out manually, users can type their responses, select options from dropdown menus, and even add digital signatures. These fillable PDFs are also known as interactive PDFs, editable PDFs, writable PDFs, or automated PDFs, all referring to the same core functionality.

Benefits of Using Fillable PDFs

Fillable PDFs offer numerous advantages, making them a valuable tool for various applications. They greatly improve efficiency by providing an easy way to complete forms, sign documents electronically, and collect data in a structured format. The ability to complete and submit forms digitally reduces processing time and minimizes errors.

Fillable PDFs are also incredibly cost-effective. They eliminate the need for paper, ink, printing, and mailing, resulting in significant savings over time. By reducing these physical expenses, fillable PDFs contribute to a more sustainable and environmentally friendly workflow. This digital approach minimizes waste and supports eco-conscious practices.

Accessibility is another key benefit. Fillable PDFs can be opened and completed on virtually any device, including PCs, Macs, tablets, and smartphones. This cross-platform compatibility ensures that anyone can access and complete your forms, regardless of their device preference. All that is needed is a compatible PDF reader.

Fillable PDFs are incredibly convenient. Users can easily fill out, edit, save, and share them via email or a shared link. The digital nature of these forms enables instant distribution and collection, streamlining workflows and promoting seamless collaboration. The entire process, from distribution to submission, can be managed electronically.

Fillable PDFs vs. Regular PDFs

The primary difference between regular PDFs and fillable PDFs lies in their interactivity. Regular PDFs are static documents designed for viewing and printing, while fillable PDFs are dynamic and designed for user input. While you can view the content of a standard PDF, interacting with the document is limited.

Editing a regular PDF generally requires specialized software. Without such tools, making changes to the text or layout of a standard PDF can be difficult, if not impossible. In contrast, fillable PDFs are specifically designed to be edited by the end user, with designated fields for entering information. The ability to interact with the form is built in.

Fillable PDFs are ideally suited for data collection through a web browser. Their interactive nature and structured format make them an excellent choice for gathering information from users online. The data collected from fillable PDFs can be easily exported and analyzed, providing valuable insights and streamlining data processing tasks.

Using BreezePDF (Online Solution)

BreezePDF stands out as a user-friendly online solution for creating fillable PDFs, offering customization and efficiency. It provides a suite of features that simplify the process of designing interactive forms. What truly sets BreezePDF apart is its commitment to privacy. Your documents are processed directly in your browser and never sent to a server, ensuring your data remains secure on your device. With BreezePDF, there's no need to create an account or download any software – just start creating fillable PDFs immediately.

Using Adobe Acrobat Pro DC (Paid Software)

Adobe Acrobat Pro DC is a robust paid software solution for creating and editing PDFs, including the creation of fillable forms. It offers a comprehensive set of tools and features for creating professional-quality interactive documents. While it provides powerful capabilities, it comes with a subscription fee and may have a steeper learning curve compared to simpler online tools.

Using LibreOffice Draw (Free Software)

LibreOffice Draw is a free, open-source drawing program that can be used to create fillable PDFs. It's a viable option for users who prefer not to invest in paid software, although the process may be a bit more involved than using dedicated PDF editors. LibreOffice Draw provides a basic set of tools for adding form fields to your documents.

Text Fields

Text fields are fundamental form fields used for collecting textual data. They allow users to enter letters, numbers, and symbols in a designated area. The key difference between single-line and multi-line text fields is the amount of space provided for input.

Single-line text fields are perfect for collecting short, concise information such as names, addresses, phone numbers, and email addresses. These fields are typically limited to a single line of text, making them suitable for specific data points. Because the field has one line, it's designed to gather essential information without needing excessive space.

Multi-line text fields, also known as text areas, are designed for collecting longer descriptions, comments, or detailed information. These fields allow users to enter multiple lines of text, making them ideal for open-ended questions or detailed feedback. This input method provides ample space for users to express their thoughts or elaborate on specific topics.

Checkboxes

Checkboxes enable users to select multiple options from a list. Unlike radio buttons, which only allow one selection, checkboxes provide the flexibility to choose any combination of available choices. This form field is extremely versatile and commonly used in surveys, questionnaires, and order forms.

Radio Buttons

Radio buttons are used when users need to select only one option from a group of mutually exclusive choices. When a radio button is selected, all other radio buttons in the same group are automatically deselected. Radio buttons are commonly used in situations where a single choice is required, such as selecting a gender or answering a multiple-choice question.

Dropdown Menus

Dropdown menus, also known as combo boxes, present users with a list of options to choose from. They are a space-saving way to present a selection of predefined values. Dropdown menus are commonly used for selecting countries, states, or other categories from a large list.

List Boxes

List boxes are similar to dropdown menus, but they display a scrollable list of options. List boxes are ideal when you want to show users all available options at once, without requiring them to click on a dropdown arrow. Users can select one or more items from the list box.

Signature Boxes

Signature boxes are used for collecting electronic signatures, allowing users to sign documents digitally. These boxes typically require users to draw their signature using a mouse, trackpad, or touchscreen. Collecting electronic signatures streamlines document workflows and eliminates the need for physical signatures.

Password Fields

Password fields are specialized text fields designed for securely entering passwords. These fields typically mask the entered characters with asterisks or dots to prevent onlookers from seeing the password. Password fields are commonly used in login forms and other security-sensitive applications.

Clear and Concise Labeling

Use descriptive and straightforward labels for all form fields. Clear labeling helps users understand the purpose of each field and enter the correct information. Ambiguous labels can lead to confusion and inaccurate data entry.

Logical Layout

Arrange form fields in an intuitive order that follows a logical flow. Group related fields together and present them in a way that makes sense to the user. A well-organized layout improves usability and reduces the likelihood of errors.

Proper Field Sizing

Ensure that form fields are appropriately sized for the expected input. Provide enough space for users to enter their responses comfortably. Fields that are too small can be frustrating to use, while fields that are too large can waste valuable space. Consider the length of typical responses when determining field sizes.

Mandatory Field Indicators

Clearly indicate which fields are mandatory. Use asterisks, color-coding, or other visual cues to identify required fields. This helps users avoid skipping essential information and ensures that you receive complete and accurate data.

Using Grids for Precise Placement

Employ grids or alignment tools to ensure that form fields are precisely aligned. Proper alignment creates a professional and visually appealing form. Inconsistent alignment can make a form look cluttered and unprofessional. Using grids helps maintain consistency and order throughout your form.

Adding Buttons and Interactive Elements

Enhance your fillable PDF forms by incorporating buttons and other interactive elements. These features can provide additional functionality and improve the user experience. Buttons can be used to submit the form, reset the form, or navigate to different sections of the document.

Password Protection

Secure your fillable PDFs by adding password protection. This prevents unauthorized access and ensures that sensitive information is protected. Password protection is especially important when dealing with confidential data or personal information.

Adding Javascript for Dynamic Functionality

Extend the capabilities of your fillable PDFs by incorporating JavaScript code. JavaScript can be used to add dynamic functionality, such as calculations, validations, and conditional logic. This advanced feature allows you to create highly interactive and customized forms.

Tracking form status

Tracking form status can be helpful for forms that move through a workflow such as employee onboarding. Ensure you have a process in place to know what stage forms are in after submission.

Form Fields Not Working

If form fields are not working correctly, check the field properties and compatibility settings. Ensure that the field is properly configured and that the PDF viewer supports the field type. Incompatible settings can cause form fields to malfunction.

Fonts Not Displaying Correctly

If fonts are not displaying correctly, embed the fonts in the PDF or choose common fonts that are widely available. Embedding fonts ensures that the document displays correctly regardless of the user's system. Using common fonts minimizes the risk of display issues.

File Size Issues

If you are experiencing file size issues, optimize the PDF for a smaller file size. Remove unnecessary images, compress images, and reduce the overall complexity of the document. A smaller file size makes it easier to share and download the PDF.

Data Collection

Fillable PDF forms are excellent for data collection purposes, enabling efficient gathering of information through surveys, applications, and feedback forms. These forms can be easily distributed and collected electronically, streamlining the data collection process. The structured format of fillable PDFs ensures consistency and accuracy in the collected data, making it easier to analyze and interpret.

E-signatures

Fillable PDFs facilitate the collection of e-signatures, making it easy to obtain signatures on contracts, agreements, and onboarding documents. Electronic signatures streamline the signing process, eliminating the need for physical documents and ink signatures. E-signatures offer a secure and legally binding way to obtain consent and approval on various documents.

Streamlining Processes

Fillable PDFs can play a key role in streamlining processes by automating workflows and approvals. By creating interactive forms, businesses can automate the routing of documents, collect necessary information, and track progress efficiently. This automation reduces manual effort, minimizes errors, and accelerates the overall process.

For example, learn how to create fillable form docusign.