Using PDFs as Online Forms

Online forms present a number of business challenges, especially when you need to keep an offline (paper) version of the form available for use by employees, vendors or customers. The software company Adobe Systems revolutionized the business world in the 1980s with the introduction of the Portable Document Format, or PDF file. This file format allows you to create a document and then save it in a digital format that another computer can read without needing the original application. This revolutionary technology was expanded to allow it to read and write data, making it ideal for online form applications.

One of our clients had a number of application forms that they use on a daily basis with their customers. These forms undergo a significant production process, including extensive compliance and legal reviews. Because of this, our client did not want to run the risk of any data entry errors when moving these forms online, as well as the added time and cost for additional compliance and legal reviews of the online forms.

The solution we proposed was to take the approved application forms, save them as PDF files, and add interactive fields. Interactive fields allow a PDF file to act like an online form and collect data using familiar user interface devices, such as pull-down menus, check boxes, and entry fields. Form validation, the process by which every form item is automatically checked to be sure the data collected is in the correct format, is an integral part of an online form; interactive PDFs allow for this ‘error checking’ and ensuring good data when the form is completed and submitted online.

Data collection with an interactive PDF form is as flexible as any other online form. For this client, the data is saved to a Microsoft Access file on their web server. When the database is updated, an email is sent, which informs the appropriate employee of the form submission, and includes a link to a secure area where they can download the data. The data is then merged with the current offline data, allowing the business to have updated form data from both an online and offline process.

The use of interactive PDFs can extend to any business process for any size business that wants to improve data collection, reduce data entry errors, and move into online self-service support. Determine how many form ‘owners’ you have within your organization, and bring them and your web team together to discuss ways to maintain consistency in managing and updating the forms. This is the best way to avoid ending up with different forms populating a single database. Anyone who has ever tried to create a meaningful report knows the challenges faced when dealing with inconsistent data. Develop a simple process for communicating form changes throughout your business, and your online and offline PDF forms will be working together to improve data collection and reduce errors.

Next: Making Smart Online Forms

Tags: online forms