◆ Acrobat · organize

Collect Client Documents

Combine [client=James Porter]’s bank statements and last two years of tax returns into one PDF named [filename=Porter_…

2ready prompts
1real task
3roles
See the prompt↓More organize workflows

When to use it

real situations

AI prompts

2 ways to ask · copy any one
AExecute — “help me do it”Combine [client=James Porter]’s bank statements and last two years of tax returns into one PDF…+
Combine [client=James Porter]’s bank statements and last two years of tax returns into one PDF named [filename=Porter_Doc_Packet] and share the single file link with him before our analysis meeting on [deadline=Thursday].
when the reply comes backPush once: ask it to sharpen the weakest part, and to say what it assumed.
BImprove — “do it better”Make the packet easy to review for [client=James Porter] — merge bank statements first, tax…+
Make the packet easy to review for [client=James Porter] — merge bank statements first, tax returns last, add a one‑page contents sheet up front listing dates and account numbers masked, and save as one PDF so I don't chase missing pages at the meeting.
when the reply comes backPush once: ask it to sharpen the weakest part, and to say what it assumed.

How to do it

the tool · the steps · what to avoid
  1. 1

    Open the PDF form you want to manage in Adobe Acrobat.

  2. 2

    Select the Prepare Form tool from the right pane or the Tools center.

  3. 3

    Click the More button in the toolbar and choose Manage Form Data.

  4. 4

    Choose the desired action, such as Merge Data Files into Spreadsheet, Export Data, or Import Data.

  5. 5

    Follow the prompts to select files or specify locations as required by your chosen action.

  6. 6

    Complete the process by saving or opening the resulting file as prompted.

    Best practiceFor large sets of responses, exporting form data to a spreadsheet can simplify analysis and backup.

You can quickly export or import form data using the Manage Form Data options in the Prepare Form tool.

This runs in the Acrobat app - there is no separate API for this task.

Glossary

words on this page
Flatten a formMake all form fields permanent and unchangeable by turning them into normal page text.ExampleYou flatten a form to ensure no one can change the information you typed into the fields.
Export dataTo save information from a form into a separate file.ExampleAfter filling out the survey, you can export data from the form into a separate text file.
Import dataLoad saved answers back into a PDF form to see or combine responses.ExampleYou can import data to see all the responses someone previously saved in a form.

The real tasks

the one, listed here
Collect a client's bank statements and tax returns in one place before my analysis meeting.

Who does this

3 roles
Office AdministratorHR SpecialistProject Coordinator

FAQ

about this task
  1. Open your PDF form in Adobe Acrobat.
  2. Go to the 'Options' menu.
  3. Select 'Export data' and choose the file type you want, like FDF, XML, or CSV. This saves all the information entered into the form fields into a separate file for easy use.

When you flatten a PDF form, all the interactive parts like fields, buttons, and JavaScript are removed. The information that was in the fields becomes fixed text on the page. Think of it like printing the form to a new PDF; the field values are now part of the page content and can no longer be edited as form fields. This makes the document final and secure against further changes to the data.

No, if an XFA form is flattened, even through a workaround, you lose all its interactive features. This means all fields, layers, buttons, and any JavaScript are permanently removed. The form becomes a static document, and you cannot edit the data in its original form fields again. It's a one-way process, so always ensure you have a backup of the original XFA form if you need to make future edits.

You would choose to import data into a form to quickly fill in many fields at once. For example, if you have a list of client names and addresses in a spreadsheet, you can import that data directly into your PDF form. This saves time and reduces mistakes compared to typing everything manually into each form field.

  • FDF (Forms Data Format): A small file that only contains the form field data, not the whole PDF document. It's good for sharing data to fill into another PDF.
  • XML (Extensible Markup Language): A structured text format that is easy for other computer programs to read and process. It includes field names and values.
  • CSV (Comma Separated Values): A simple text file where data is separated by commas. It's often used for spreadsheets and databases, making it easy to see data in rows and columns.

Sources

where this comes from

Adobe help

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