PDF is one of the most popular formats for electronic documentation due to its ease of use, security, reliability and compatibility with all modern operating systems and mobile platforms. Its ability to preserve the layout of a document under any circumstances is a big advantage in these modern days when everything goes digital.
PDF also offers other advantages, and one of them is the creation of fillable forms. In this article, we are going to give you a brief overview of fillable PDF files and their advantages as well as some useful tips on how to create them using different applications.
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What is a fillable PDF form?
A fillable PDF form is a file that contains several areas where users can fill in the necessary information, turning it into a digital version of the classic paper document. Such files are considered to be more secure as they can’t be modified except for the fillable fields and usually support protective features, like encryption, watermarks and digital signatures.
In general, fillable PDF forms are an important element of electronic document workflows, allowing us to regulate business processes and make summaries related to document management. In many cases, they are simply used to create orders, delivery notes and quotations.
Once we have created or converted an existing document into a fillable PDF form, it will be possible to add different fields to convert it into an interactive file, which can be filled in from a PC or laptop and sent over online. In this way, we avoid having to print the file, fill it in and save the final digital version, which can be done within minutes. Therefore, this is a much more convenient process than traditional paperwork.
Advantages of fillable PDF forms
In comparison with the traditional paperwork, fillable PDF files have the following benefits:
.Time and money savings
Managing and transferring information collected through paper documentation is a slow and cumbersome process that requires a lot of resources. The use of digital forms instead of physical documents has an important impact on time and cost savings, as printing, storage and distribution costs are reduced significantly.
. Reduced risk of input errors
Fillable PDF forms eliminate input errors and data loss that can occur during the traditional paperwork. Any mistake can be instantly corrected with a couple of clicks, and built-in spell checkers allow users to identify wrong inputs before the final version of a digital file is saved.
. Fast distribution
The process of distributing paper documents is time-consuming and complicated. In contrast, fillable PDF forms facilitate the distribution process. Digital forms can be sent and received within seconds using email clients or through social media.
How to create a fillable PDF form with ONLYOFFICE Docs
ONLYOFFICE Docs is an open-source office suite that is totally compatible with Word, Excel and PowerPoint files. It includes a document editor, a spreadsheet tool, a presentation program and a form creator, all available via a single user interface. ONLYOFFICE Docs can be accessed in the cloud or deployed on a separate server and also offers a free desktop app for Windows, Linux and macOS.
The ONLYOFFICE suite can be either used within ONLYOFFICE Workspace, an open-source collaboration platform, or integrated with a third-party system, such as SharePoint, Nextcloud, ownCloud, Moodle, Alfresco, Confluence, Nuxeo, etc. to create a local collaborative environment.
ONLYOFFICE Docs allows you to create and edit fillable forms using its text editor, so the editing process is very simple. To get started, you need to create a new blank document or open an existing DOCX file.
On the Forms tab, you can choose the required field type from the following options:
- Text fields
- Image fields
- Radio buttons
- Checkboxes
- Drop-down list
- Combo boxes
After adding a field, you will be able to see and edit its properties on the right sidebar. For example, if you deal with a text field, you can limit the number of characters that can be entered there, enable multi-line text entry, fix the field size or mark it as required.
You can also set up a placeholder, a word or phrase that temporarily takes the place of the final data in the field to be entered by another user. The Tip field shows the information that appears when a user moves the mouse cursor over it.
When you finish adding and adjusting all the required fields, choose the View Form option on the Forms tab to see what your future fillable form will look like. If it’s OK, go to the File tab and select PDF. The saved PDF file will have interactive fields that can be filled out in a PDF program.
Alternatively, you can save your file as OFORM and share it with others. This format is designed for online forms. Everyone can open it in a web browser and fill out all the required fields. The final version of the file can be saved to PDF by clicking the Save as PDF button in the upper right corner.
Once the PDF form is ready, you can send it to other users, and they will be able to fill out the interactive fields, save the final version and send it back to you by email or via social media.
Other applications to create fillable PDF forms
Without any doubt, one of the most popular software tools to work with fillable PDF forms is Adobe Acrobat DC. This solution offers a full set of advanced editing features to create files of any complexity. The only disadvantage is the price. Not everyone can afford to buy a relatively expensive subscription.
Other applications that you can give a try include PDFEscape, Platoforms, DocHub, JotForm, etc. All these options have their own advantages and disadvantages but allow you to easily create PDF files with fillable fields, both online and offline.
Conclusion
As you can see, fillable PDF forms make things a lot easier when you deal with electronic documentation. Not only do they allow you to save some time when creating standard documents from ready-to-use templates but also take the document management process to the next level and reduce costs. Try creating fillable PDF forms with ONLYOFFICE Docs or any other suitable solution and make the most of them.
