by Andrew Whiteman
One of the many uses of PDF files is to offer a way for people to gather information via an interactive form. Adobe Acrobat 8 Professional has some nifty features for creating such forms, distributing them and tracking responses.
One of the main advantages of using PDF forms, as against, web-based forms is that the PDF will always look the same regardless of which operating system or web browser is being used.
There is also immediacy and flexibility of delivery. The form can be emailed to a group of users at the same time. The delivery of the form then becomes a single operation. PDF forms can also be distributed via CDs and DVDs.
Forms have been a feature of Acrobat since version 3. However, the forms features available in Acrobat 8 are a significant improvement on anything available in previous versions.
Instead of relying purely on other applications to supply its content, Acrobat can now create forms from scratch using a utility called Adobe Life Cycle Designer. It also includes some useful form templates such as conference registration, employee appraisal, etc.
When using forms created in other applications as the basis of an Acrobat form, you can now choose “Run Form Field Recognition” form the “Forms” menu and Acrobat will examine the layout of the form and create interactive form fields automatically.
If you wish to use some of your printed forms as starting points for your interactive PDF form, then Acrobat’s Scan From Paper option will offer just what you need.
As well as having Acrobat automatically generate text fields for you, you can add a variety of other controls, such as drop-down menus, tick boxes and radio buttons. Then you finish it off by adding a submit button.
Another new feature in Acrobat 8 is to create a form which allows Acrobat Reader users to save form data when they have filled in the form. (This feature is normally only available with a full version of Acrobat.) To activate this facility, just choose “Enable Usage Rights in Acrobat Reader” from the “Advanced” menu.
Acrobat 8 Professional will allow you to distribute the form to a number of recipients via email. This of requires that you have an email client, such as Microsoft Outlook set up on your machine.
Returned forms are saved in a special Acrobat file called a dataset. When users complete the form and email it back to you, you simply double-click on the attached form. Acrobat opens a special window marked ” Add Completed Form to Data Set”.
Once all the forms have been returned and the data added to the dataset, you just open the dataset and export it as a CSV (comma separated values) file. This format is compatible with programs like Excel and Access which can then be used to store and analyse responses to your forms.