We lose time because every approval form requires the PMO to handhold on basic fields. Across the last [N=25] approval…
Open Adobe Acrobat and select the Prepare Form tool from the Tools menu.
Best practiceYou can quickly access the Prepare Form tool by searching for it in the Tools search bar.
Choose an existing PDF or scan a document to use as your form background, then select Start to begin editing.
Add form fields such as text fields, checkboxes, radio buttons, or drop-down lists by selecting the appropriate field type and placing it on the form.
Double-click a form field to open its Properties dialog.
To set up calculations, go to the Calculate tab in the Properties dialog, choose a calculation type (e.g., Value is the sum), and select the fields to include in the calculation.
NoteFor custom calculations, select Custom calculation script and enter JavaScript code.
To add field validations, switch to the Validate tab in the Properties dialog, select a format category (such as Number or Date), and set validation rules or custom validation scripts as needed.
Best practiceUse the Validate tab to set range limits or add custom JavaScript for complex validation.
To assign actions, go to the Actions tab in the Properties dialog, select a trigger (such as On Focus or On Blur), choose an action type (like Run a JavaScript), and configure the desired action.
Best practiceCommon actions include showing/hiding fields or displaying messages based on user input.
Repeat steps 4–7 for each field that requires calculations, validations, or actions.
Save the form to preserve your changes.
Best practiceTest your form thoroughly by entering sample data to ensure all calculations, validations, and actions work as intended.
Best practiceBLOGS: If you encounter issues with fields not updating, try closing and reopening the form or using the Clear Form option to reset field states.
You can preview your form in Acrobat by selecting the 'Preview' button to test calculations and validations before distributing.
This runs in the Acrobat app - there is no separate API for this task.
The 'Reader Extended PDF' option lets people who use the free Adobe Reader program save the information they type into your form. Without this, they can fill it out but cannot save their changes, which can be frustrating for them.
Yes, you can scan a paper form and then use Acrobat's 'Prepare a form' tool. Acrobat will try to detect fields automatically. However, starting with a well-structured digital document, like a Word file, usually gives better results and makes it easier to add and manage fields accurately.
You should avoid Word's form tools because they do not export correctly to accessible PDF form fields. This means the fields might not work as expected in Acrobat, and people using screen readers might not be able to interact with your form properly. It's best to add fields directly in Acrobat.
| Feature | Text Box | Dropdown List |
|---|---|---|
| Purpose | Allows users to type any text they want. | Allows users to choose from a pre-set list of options. |
| Input Method | Typing directly into the field. | Clicking an arrow to reveal options, then selecting one. |
| Use Case | Collecting names, addresses, comments, or other unique information. | Collecting standard choices like country, state, or a 'yes/no' answer. |