How to Create a Fillable PDF for Website

Why Use Fillable PDFs on Your Website?

Implementing fillable PDFs on your website can significantly enhance user experience and streamline business processes. Fillable PDFs offer convenience, efficiency, and enhanced user engagement, making them a valuable asset for any website.

Convenience for Users

Fillable PDFs provide unparalleled convenience for your website visitors. They can easily complete forms online, saving them the hassle of printing, filling out by hand, and then scanning or mailing the forms back. This streamlined process is particularly beneficial for users accessing your website from various devices, including computers, smartphones, and tablets.

Users can complete and submit forms from any device with internet access, eliminating the need for special software or printing facilities. This accessibility makes it easier for users to interact with your website and provide the information you need quickly and efficiently. The accessibility and ease of use can significantly improve user satisfaction and encourage higher completion rates.

Efficiency for Businesses

From a business perspective, fillable PDFs streamline data collection and management. By using fillable PDFs, you can automate the process of gathering information, reducing the need for manual data entry and minimizing the risk of errors. This efficiency translates to reduced paper usage and storage costs, as well as faster processing times compared to traditional paper forms.

Automating data collection also allows for better organization and analysis of the information you receive. Digital data can be easily sorted, searched, and integrated into your existing systems, providing valuable insights and improving overall operational efficiency. This enhanced efficiency enables businesses to focus on core activities, making fillable PDFs a strategic investment.

Enhanced User Engagement

Fillable PDFs can include interactive elements such as drop-down menus, checkboxes, and signature fields, enhancing user engagement and making the form-filling process more dynamic. A well-designed fillable PDF can provide a modern and professional appearance, reflecting positively on your brand and encouraging users to complete the form accurately.

The interactive nature of fillable PDFs can significantly improve the user experience, making it more engaging and less tedious than filling out traditional paper forms. Features like automatic calculations and data validation can further enhance the user experience by ensuring accuracy and providing immediate feedback. By creating engaging and user-friendly forms, you can improve user satisfaction and increase the likelihood of users completing the form.

Methods to Create Fillable PDFs for Websites

Several methods exist for creating fillable PDFs, each with its own advantages and disadvantages. These include using dedicated software like Adobe Acrobat Pro, online form builders such as Jotform, and even attempting to create them from Word documents. Understanding the strengths and limitations of each method can help you choose the best approach for your specific needs.

Using Adobe Acrobat Pro

Adobe Acrobat Pro is a powerful software solution for creating, editing, and managing PDF documents. Its features include the ability to turn PDFs into fillable forms, edit existing PDFs, create PDFs from scratch, sign documents digitally, organize PDF pages, and share & protect PDFs with passwords and permissions. Adobe Acrobat also includes an AI assistant to help you summarize information from documents.

Here’s a step-by-step guide to creating fillable PDFs using Adobe Acrobat Pro:

1. Open Acrobat: Launch Adobe Acrobat Pro on your computer.
2. Prepare Form: Click on the “Tools” tab and select “Prepare Form.”
3. Select a File: Choose a file or scan a document. Acrobat will automatically analyze your document and attempt to add form fields.
4. Add New Form Fields: Use the top toolbar to add new form fields, such as text boxes, checkboxes, and drop-down menus. Adjust the layout using tools in the right pane.
5. Save Your Fillable PDF: Save your fillable PDF. You can also share it with others or click “Distribute” to collect responses automatically.

Acrobat also allows you to convert existing forms into fillable PDFs using OCR (Optical Character Recognition) technology. This feature is particularly useful for scanned documents or images of forms, allowing you to easily transform them into interactive, fillable PDFs.

Using Online Form Builders (Jotform)

Online form builders like Jotform provide a convenient way to create fillable PDFs without requiring specialized software. These platforms typically offer a range of features, including drag-and-drop interfaces, customizable templates, and automation options for streamlined data collection.

Here’s a step-by-step guide to creating fillable PDFs using Jotform:

1. Create a Free Account: Sign up for a free account on Jotform.
2. Build a Fillable PDF Form: Create a fillable PDF form from scratch or upload an existing PDF form to convert it into a fillable PDF in a single click.
3. Customize Your Form: Customize your form with various form fields and design elements.
4. Automate Email Responses: Set up automated email responses to confirm submissions.
5. Download and Share: Download and share your fillable PDF with others.

Creating Fillable PDFs from Word Documents

While it is possible to create fillable PDFs from Word documents, this method has significant limitations. Word's PDF export feature does not support all the advanced form features available in dedicated PDF editors or online form builders. Therefore, the resulting fillable PDF may lack functionality and customization options.

Attempting to create fillable PDFs from Word documents can be a viable option for simple forms, but it is generally not recommended for more complex forms with advanced features. If you require robust form functionality and customization options, it is best to use a dedicated PDF editor like Adobe Acrobat Pro or an online form builder such as Jotform.

BreezePDF: A Streamlined Solution

BreezePDF provides a streamlined solution for creating and embedding fillable PDFs on your website. With its intuitive interface and comprehensive features, BreezePDF simplifies the process of creating and customizing fillable forms, making it accessible to users of all technical skill levels.

BreezePDF allows you to easily upload existing documents or start from scratch, adding and customizing form fields such as text boxes, checkboxes, and drop-down menus. You can also set up data validation and calculations to ensure accuracy and efficiency. BreezePDF provides a user-friendly environment for creating professional-looking fillable PDFs without the need for complex software or technical expertise.

Here's a step-by-step guide to creating a fillable PDF using BreezePDF:

1. Uploading a Document: Upload an existing document or start with a blank canvas.
2. Adding Form Fields: Add and customize form fields such as text boxes, checkboxes, and drop-down menus. Simply click the input box icon and drag where you want.
3. Setting up Validation: Set up data validation and calculations to ensure accuracy (if applicable).
4. Saving and Exporting: Save and export the fillable PDF to your desired location.

Embedding and Hosting Fillable PDFs on Your Website

Once you have created a fillable PDF, you need to embed it on your website to make it accessible to your users. There are several embedding and hosting options available, each with its own advantages and disadvantages. Choosing the right option depends on your technical expertise, website platform, and specific requirements.

Embedding Options

You can embed fillable PDFs on your website using various methods, including iframe embeds and direct links. Iframe embeds allow you to display the PDF directly on your page, while direct links redirect users to the PDF file when clicked. The best option depends on your desired user experience and technical capabilities.

Iframe Embeds: Use iframe tags to directly display the PDF on your page. This method provides a seamless user experience, allowing users to fill out the form without leaving your website.

Linking to a PDF: Create a text link or use a button to link to the PDF file. When users click the link or button, they will be redirected to the PDF file, where they can fill out the form and download it.

Hosting Options

You can host fillable PDFs on your own server or use a third-party PDF hosting service. Hosting on your own server gives you complete control over the files, while using a third-party service can provide additional features and reliability.

Hosting on Your Own Server: Upload the PDF file to your website's server and link to it from your web pages. This option requires you to manage the files and ensure their availability.

Using a Third-Party PDF Hosting Service: Use a third-party service to host the PDF file and provide a direct link for embedding on your website. This option can provide additional features and reliability.

Best Practices for Designing Fillable PDFs for Websites

Designing effective fillable PDFs for your website involves considering user experience (UX), accessibility guidelines, and security considerations. By following best practices in these areas, you can create user-friendly, accessible, and secure forms that enhance user satisfaction and protect sensitive data.

User Experience (UX) Considerations

When designing fillable PDFs, prioritize clear and concise instructions to guide users through the form-filling process. Ensure a logical form layout that is easy to follow, with form fields arranged in a natural and intuitive order. Also, ensure mobile responsiveness so forms can be used on various devices.

Accessibility Guidelines

Ensure that your fillable PDF is usable for people with disabilities by following accessibility guidelines. Use proper contrast ratios for text and background colors and provide alternative text for images and form fields. By following these guidelines, you can make your forms accessible to a wider audience and comply with accessibility standards.

Use high contrast between text and background to help users with vision impairments. Structure your document for screen readers. You can also set properties for document tags, reading order, etc. for users that are visually impaired.

Security Considerations

Protect user data by encrypting your fillable PDFs and using secure transmission methods. Consider password-protecting your PDFs to prevent unauthorized access. By taking these security measures, you can protect sensitive information and maintain user trust.

To password protect PDFs with BreezePDF, simply click the lock icon, insert a PDF password, and click 'Apply'. The PDF will be automatically password protected when you download it. If afterwards you decide you don't want to password protect it, simply click lock icon again to remove password from PDF.

Troubleshooting Common Issues

Even with careful planning and design, you may encounter issues with fillable PDFs on your website. Troubleshooting common problems such as PDF not displaying correctly, form fields not working, and submission issues can help you resolve these issues quickly and efficiently.

PDF Not Displaying Correctly

If your PDF is not displaying correctly, check the embed code for errors and ensure browser compatibility. Verify that the embed code is properly formatted and that the PDF file is accessible from the web server. Testing on different browsers can help identify any browser-specific issues.

Form Fields Not Working

If form fields are not working, verify field properties and settings to ensure they are configured correctly. Test on different devices to ensure compatibility. Make sure there are no errors in the field configuration and test the form on various devices and browsers to identify any compatibility issues.

Submission Issues

If you are experiencing submission issues, configure email settings properly and address spam filtering. Ensure that the email address you are using to receive submissions is properly configured and that your email server is not blocking submissions. Checking your spam folder can help identify any submissions that are being filtered as spam.

Real-World Examples and Use Cases

Fillable PDFs are widely used in various industries and applications, providing efficient and convenient solutions for data collection and management. Examples include online applications, surveys and feedback forms, and contract and agreement forms. Examining real-world examples and case studies can provide valuable insights into the benefits and applications of fillable PDFs.

Examples of Websites Effectively Using Fillable PDFs

Online applications, such as job applications and university applications, often use fillable PDFs to collect applicant information. Surveys and feedback forms use fillable PDFs to gather opinions and feedback from customers and stakeholders. Contract and agreement forms use fillable PDFs to create legally binding documents that can be easily filled out and signed online.

Case Studies

Consider a case study where a business improved efficiency with fillable PDFs by automating their data collection process. By replacing paper forms with fillable PDFs, the business reduced manual data entry, minimized errors, and improved overall operational efficiency. A school (e.g. CSU Fullerton) saved time with fillable PDF forms by automating their registration and enrollment process. By using fillable PDFs, the school reduced paperwork, streamlined data collection, and improved the overall student experience.

Conclusion

Creating fillable PDFs for your website offers numerous benefits, including enhanced user experience, streamlined data collection, and improved efficiency. By using tools like Adobe Acrobat Pro, online form builders, or BreezePDF, you can easily create and embed fillable PDFs on your website. By following best practices for design and implementation, you can ensure that your fillable PDFs are user-friendly, accessible, and secure.

BreezePDF stands out as an accessible and efficient solution for creating fillable PDFs, providing an intuitive interface and comprehensive features. It simplifies the process of creating and customizing fillable forms, making it accessible to users of all technical skill levels. Its focus on privacy ensures your documents remain secure throughout the creation and sharing process.

Take action now and try BreezePDF for your fillable PDF needs. Experience the simplicity and efficiency of creating fillable PDFs with BreezePDF and transform your website's data collection process.