how to create a fillable pdf in bluebeam revu x64

Understanding the Basics of PDF Forms

A fillable PDF is a document containing interactive fields that users can complete electronically. These fields can include text boxes, checkboxes, radio buttons, and dropdown lists, allowing for efficient and accurate data input. Using fillable PDFs eliminates the need for printing, manual filling, and scanning, thereby saving time and reducing errors. Fillable PDFs enhance data collection accuracy, improve document organization, and promote a more sustainable, paperless environment.

The benefits of using fillable PDFs are numerous. They allow for easier data extraction and analysis. They also provide a more professional and user-friendly experience compared to traditional paper forms. Fillable forms can be easily distributed electronically, completed remotely, and stored digitally, enhancing overall efficiency and accessibility.

Prerequisites: Bluebeam Revu Complete (Extreme)

It’s crucial to understand that the form creation features in Bluebeam Revu are exclusively available in the Complete (Extreme) edition. The Standard and CAD versions do not include the necessary tools for creating fillable forms. Therefore, ensure you have the correct version installed before attempting to create interactive PDFs.

Bluebeam Revu supports both AcroForm and static XFA forms. However, it does not support dynamic XFA forms, which can dynamically change their structure based on user input. Understanding these limitations is important for choosing the right form type and ensuring compatibility with Bluebeam Revu.

Two Main Methods for Creating Fillable PDFs in Bluebeam Revu

Bluebeam Revu offers two primary methods for creating fillable PDFs: automatic form creation and manual form creation. Automatic form creation uses Revu's built-in algorithms to detect potential form fields and automatically convert them into interactive elements. Manual form creation allows you to precisely place and configure each form field according to your specific requirements.

Choosing the appropriate method depends on the complexity and structure of your document. Automatic form creation is ideal for documents with clearly defined form fields, while manual creation is better suited for more complex or unstructured documents.

Creating Forms Automatically

Bluebeam Revu’s “Auto Create Form Fields” function provides a quick and efficient way to convert static PDFs into fillable forms. This feature analyzes the document for text boxes, checkboxes, and other recognizable form elements and automatically creates the corresponding interactive fields.

1. Open the PDF in Revu: Start by opening the PDF document you want to convert into a fillable form within Bluebeam Revu x64.
2. Go to Tools > Form > Automatically Create Form Fields: Navigate to the “Tools” menu, select “Form,” and then choose “Automatically Create Form Fields.” This will initiate the automatic form creation process.

Revu intelligently detects and converts form fields based on visual cues and text proximity. For example, a rectangular box next to a text label like “Name” will likely be identified as a text input field. Similarly, checkboxes and radio buttons are recognized by their shape and arrangement.

When using auto create, keep in mind that Revu automatically names form fields using the corresponding text labels found in the document. This can be helpful for organization, but you may need to rename fields for clarity or compatibility with other systems. Revu also attempts to identify form field types based on their shape and surrounding text, but manual review and adjustments are often necessary.

Form fields that can be auto-detected include text input fields for names, addresses, and other textual data. Check boxes can also be easily detected for binary choices (yes/no, true/false). Signature fields can be identified if there is a line. Date-formatted fields can also be detected along with Radio Buttons.

After auto creation, it's crucial to review and edit the form fields in Edit Form Mode. This allows you to adjust field sizes, positions, and properties, ensuring they function correctly and align with your design. You can enable Edit Form Mode via *Form > Edit*.

If Revu doesn't detect any form fields during the automatic process, it will prompt you to run Optical Character Recognition (OCR). This is because sometimes the document may be an image. OCR converts scanned images or image-based PDFs into selectable and searchable text, enabling Revu to identify and convert form fields.

Creating Forms Manually

Manual form creation offers greater control and precision when creating fillable PDFs in Bluebeam Revu. This method is particularly useful for complex forms or documents where automatic detection is insufficient.

1. Open the PDF in Revu: Begin by opening the PDF document in Bluebeam Revu x64.
2. Go to Tools > Form and Select the Desired Form Field: Navigate to the “Tools” menu, select “Form,” and then choose the desired form field type.
3. Alternatively, Open the Forms Panel and Select the Form Field: You can also access form fields through the Forms panel, typically located on the left side of the Revu interface.
4. Place the Form Field on the PDF: Click and drag to place the selected form field on the PDF document.
5. Repeat as Needed: Repeat steps 2-4 to add all necessary form fields to the document.

Bluebeam Revu offers a variety of form fields, including Text Boxes for general text input, Radio Buttons for selecting one option from a group, and Check Boxes for making multiple selections. List Boxes allow users to select one option from a predefined list. Dropdowns provide a compact way to present a list of options. Finally, Digital Signature fields are also available.

Editing Form Field Properties

After placing form fields, you can customize their properties to control their appearance, behavior, and functionality. Accessing these properties is simple: right-click on the form field and select “Properties.”

The General panel allows you to define the field's Name, which serves as a unique identifier for the field. The Tooltip displays text when hovering over the field, providing helpful instructions to users. You can also control the field's visibility and whether it's read-only or required.

The Appearance panel controls the visual aspects of the form field. You can change the Color of the border, the Fill Color (background), the Line Width (border width), and the Style (border style). You can also customize the Font, Text Color, Font Size, and Font Style for text within the field.

The Layout panel lets you adjust the Position and Size of the form field. You can specify the exact coordinates and dimensions to ensure precise placement and alignment.

The Options panel provides field-specific settings. For text boxes, you can control Alignment, set a Default Value, enable Multi-Line input, and allow Scroll Long Text. Other field types have their own unique options as well.

Filling PDF Forms in Bluebeam Revu

Bluebeam Revu highlights form fields to make them easily identifiable for users. Editable fields are typically highlighted in blue, while required fields are highlighted in red. This visual cue helps users quickly understand which fields need to be completed.

You can toggle the highlighting of form fields on or off using the shortcut CTRL+F7. Alternatively, you can access the highlighting option through the menu: in Revu eXtreme, go to Form > Highlight; in Revu Standard/CAD, go to Document > Form > Highlight.

Filling forms in Revu is straightforward. Simply click on a form field and begin keying in the required data. The software supports various input methods, including text entry, date selection, and dropdown selections.

Navigating between fields is seamless using the TAB and SHIFT+TAB keys. TAB moves to the next field, while SHIFT+TAB moves to the previous field. You can also disable "Enable Single Key Shortcuts with Form Fields" in the Forms Preferences to avoid unintended actions when typing in form fields.

Importing and Exporting Form Data (FDF)

The Forms Data Format (FDF) is a file format used to store the data entered into a PDF form. It's a lightweight format that allows you to extract and transfer form data without including the entire PDF document.

To Import Data, in Revu eXtreme, go to Form > Data > Import Data; in Revu Standard/CAD, go to Document > Form > Import Data. This allows you to populate a form with data from an FDF file. To Export Data, in Revu eXtreme, go to Form > Data > Export Data; in Revu Standard/CAD, go to Document > Form > Export Data. This creates an FDF file containing the data from the current form. To Merge Data, in Revu eXtreme, go to Form > Data > Merge Data; in Revu Standard/CAD, go to Document > Form > Merge Data. This option merges data from multiple FDF files into a single PDF.

Bluebeam Revu supports AcroForm and static XFA forms for data import and export. Dynamic XFA forms are not supported.

Alternatives to Bluebeam Revu: BreezePDF

BreezePDF offers a user-friendly alternative to Bluebeam Revu for creating fillable PDFs. This web-based tool allows you to easily add input boxes, text, signatures, and images to your PDFs without requiring any software downloads or sign-ups.

BreezePDF distinguishes itself through its simplicity, privacy focus, and cost-effectiveness. It’s 100% free and ensures your documents never leave your device, providing complete data privacy. With its intuitive interface and features such as adding input boxes, typing on the PDF, signing, adding images, password protection, merging and deleting PDF pages, BreezePDF offers a straightforward solution for basic fillable PDF creation needs. Consider using BreezePDF for a simpler, more private, and completely free solution to create fillable PDFs.

Troubleshooting Common Issues

One common issue is that the “Tools > Form” options are greyed out. This typically indicates that you are using the Standard or CAD version of Bluebeam Revu, which does not include form creation features. To resolve this, you must upgrade to the Complete/Extreme edition.

Another issue is that the Auto Create function may not detect any fields. In this case, try running OCR (Optical Character Recognition) to convert image-based text into selectable text. This will enable Revu to recognize and convert form fields.

Conclusion

Creating fillable PDFs in Bluebeam Revu x64 involves using either the automatic or manual form creation methods, depending on the document’s complexity. Reviewing and editing form field properties is essential for ensuring proper functionality and appearance. While Bluebeam Revu offers robust features for advanced users, simpler, more accessible alternatives such as BreezePDF provide an efficient option for basic form creation needs.

By following these steps, you can effectively create and manage fillable PDFs in Bluebeam Revu x64, streamlining data collection and improving document workflows. Remember to explore all available features and options to tailor your forms to specific requirements. Consider BreezePDF for a more straightforward and cost-effective solution to create fillable PDFs, especially if you don't need the advanced capabilities of Bluebeam Revu.