Acrobat 9: Forms Windows Acrobat 9: Forms v2.0.0 2009 56 Pages
About IT Training & Education The University Information Technology Services (UITS) IT Training & Education program at Indiana University offers instructor-led computing workshops and self-study training resources to the Indiana University community and beyond. We deliver training to more than 30,000 participants annually across all Indiana University campuses. Our staff is comprised of enthusiastic professionals who enjoy developing and teaching computing workshops. We appreciate your feedback and use it to improve our workshops and expand our offerings. We have received several international awards for our materials and they are being used at universities across the country. Please keep your questions, comments and suggestions coming! In Bloomington, contact us at ittraining@indiana.edu or call us at (812) 855-7383. In Indianapolis, contact us at ittraining@iupui.edu or call us at (317) 274-7383. For the most up-to-date information about workshops and schedules, visit us at: http://ittraining.iu.edu/ Copyright 2009 - The Trustees of Indiana University These materials are for personal use only and may not be copied or distributed. If you would like to use our materials for self-study or to teach others, please contact us at: IT Training & Education, 2711 East 10th Street, Bloomington, IN 47408-2671, phone: (812) 855-7383. All rights reserved. The names of software products referred to in these materials are claimed as trademarks of their respective companies or trademark holders.
Welcome and Introduction.................. 1 What You Should Already Know............ 1 What You Will Learn.................. 1 What You Will Need to Use These Materials...... 1 Getting Started........................ 2 Today s Project........................ 3 Understanding Acrobat Forms................ 3 Creating a PDF........................ 3 Activating Form Controls................ 6 Using a Text Field...................... 7 Creating More Text Fields................ 9 Creating a Multi-Line Text Field............ 10 Limiting the Length of a Text Field........... 11 Formatting Text Fields.................. 12 Previewing the Form..................... 14 Clearing the Form.................... 15 Working with the Combo Box Field............. 15 Adding a Blank Value to a List............. 17 Working with Multiple Field Controls............ 18 Placing Multiple Fields.................. 19 Setting Up Single Selection Lists............ 20 Creating a Multiple Selection List with Checkboxes.. 22 Previewing the Form..................... 24 Contents Clearing the Form.................... 25 Calculating Fields...................... 26 Formatting Currency Values............... 27 Understanding Calculating Fields............ 27 Using Hidden Fields................... 28 Performing Actions..................... 31 Creating Message Fields................. 33 Attaching Actions to Buttons.............. 34 Using the Actions Tab................ 35 Stacking Actions................... 37 Adding Another Action............... 37 Testing Actions...................... 39 Setting the Tab Order.................. 40 Retrieving Data from a Form................ 41 Creating Buttons..................... 41 Submitting a Form Through Email............ 43 Distributing a Form................... 44 Importing Data into an Acrobat Data File........ 48 Exporting Data from a Data Set............. 50 Submitting a Form via the Web............... 50 Submitting a Form Through the Web.......... 52 PDF Form Processing on the Web.......... 54 Wrapping Up......................... 55 Contributions to These Materials.............. 56
Welcome and Introduction Welcome to Acrobat 9: Forms. What You Should Already Know You should have already attended Word: The Essentials or have the equivalent skills. Specifically, you should be able to: create a simple word document use a mouse and keyboard What You Will Learn In this workshop, participants will create an electronic application form using Adobe Acrobat. They will create the text fields, checkboxes and buttons, and fields which will perform calculations based on the values contained in other fields. Participants will also learn how to submit the form to an email address, as well as submitting the form to a web-based processing script. Participants will: create text fields create checkbox fields format fields calculate fields submit forms through email and the web see results of a form submitted through the web What You Will Need to Use These Materials To complete this workshop successfully, you will be provided with: the use of Adobe Acrobat Professional 9 the exercise files form.docx, responses.pdf, and sandra.pdf. Acrobat 9: Forms v2.0.0 1
Getting Started These materials presume you will begin work from the desktop, and have any required exercise files located in an epclass folder there. Getting the Exercise Files Finding Help Most of our workshops use exercise files, listed at the bottom of page 1 of the materials. In our computer-equipped classrooms, these files are located in the epclass folder, which should already be on the computer desktop. If you are using our materials in a different location, you may obtain the exercise files and detailed installation instructions from our Web site at: http://ittraining.iu.edu/workshops/files/ Once you are logged on and have the needed files in an epclass folder on your desktop, you are ready to proceed with the rest of the workshop. If you have computer-related questions not answered in these materials, you may look for the answers in the UITS Knowledge Base, located at: Want to Learn More? http://kb.iu.edu/ IT Training & Education offers many training options for extending your skills beyond this workshop: Self-study training: You may access computer-based training from leading commercial vendors, obtain the materials for other STEPS workshops, or access IT Training s own tutorials on a range of topics at: http://ittraining.iu.edu/online/ IT Training Tips weblog: Our blog has short tutorials and training posts on a broad range of topics and technologies. It s written by training and support providers from across the entire IU system; you may read and comment on these at: http://ittrainingtips.iu.edu/ 2 Acrobat 9: Forms v2.0.0
Today s Project Today we will be taking on the role of a worker building an application form. This form will be used to sign up for training sessions. The form has already been created, and we will add electronic form features to it through Acrobat. We will also examine ways in which we can have users return the form to us, and how we can organize the data, once collected. Understanding Acrobat Forms Adobe Acrobat is a program that creates and edits PDF documents. PDF stands for Portable Document Format, and it was designed by Adobe to act as a cross-platform document type. As the format has evolved, its uses have evolved as well. Today, we can use the PDF as a collaboration tool, a high quality printing format, and even an editable form. These forms work much like web forms and can be used to either store data for personal use or to send data to other sources, either through email or to a web server, which can process the data. When creating form fields, we have many different types of fields available to us. These include text fields, buttons, checkboxes, radio buttons, and combo boxes. Each of these has its own options available, and some fields can even have their values calculated from other forms. Today, we will create a PDF form, and see some of the advanced features of the PDF form that are available to us. We ll begin by opening Acrobat. 1. Launch Acrobat 9 Professional. NOTE: The form features in Acrobat are only available in the Professional version of the software. Creating a PDF Acrobat is unlike other programs in that we cannot create a new blank file. We must have an already created file from another program to turn into a PDF. We can use documents from programs like Word, Excel, Photoshop, Illustrator, InDesign, and AutoCAD. Acrobat 9: Forms v2.0.0 3
Any PDF can have form fields applied to it, but because it is generally difficult to label these fields in a PDF, it is best to create a PDF with these labels already existing, and then add the form fields in relation to the labels. We have a Word document already created which looks much like a form you might fill out on paper. We will add our form fields to this document. Before we do that, though, we must turn it into a PDF. 1. To create a PDF, in the toolbar,, PDF From File... The Create a PDF dialog box appears. You see the Open dialog box. We need to specify the name and location of the file to open. Setting the Location for Opening Your File When the dialog box opens, it lists a default location from where the file will be opened. All of our exercise files are contained in the epclass folder, located on the desktop. We ll want to change our location to this folder. We will start at the desktop, since our exercise file folder, epclass, is located there. 1. To move to the desktop, The current location is now set to the desktop. All of our exercise files are contained in the epclass folder, located on the desktop. 4 Acrobat 9: Forms v2.0.0
2. To open the epclass folder, The epclass folder contents are now visible. Note for Macintosh Users - On a Macintosh, the From: field is above the list of visible folders and files. To move to the desktop, press the key combination + D. From there, you can move into the epclass folder. We will need to open the Acrobat Forms subfolder of the epclass folder that contains all of the necessary documents. 3. To open the correct folder, 4. To select the correct file, the Acrobat Forms folder form.docx After a moment, the PDF is created, and the file appears. Let s save the file. 5. To save the file, in the Menu bar, File, Save... You see the Save As dialog box. We need to specify where to save the file and what to call it. Setting the Location and Filename Note for Macintosh Users - On a Macintosh, the Save in field is above the list of visible folders and files, and is labeled Where:. To move to the desktop, press the key combination + D. From there, you can move into the epclass folder. We want to save this document in the Acrobat Forms subfolder of the epclass folder. Acrobat 9: Forms v2.0.0 5
1. To open the correct subfolder, the Acrobat Forms folder Now that we have specified the Save in location, we need to specify the filename. Let s make sure that the filename is highlighted first. 2. If the filename is not highlighted, 3. To save the file, type: across the default filename Now we can add some form fields. Activating Form Controls form.pdf In Acrobat 9, we create all of our form fields in a new interface, which gives us focused controls and a panel that shows us all of our created fields. This is much different from previous versions of Acrobat, where we would create all of our fields in the standard Acrobat interface. Let s see how to enter this interface now. 1. To enter the Forms interface, in the toolbar,, Add or Edit Fields... A dialog box appears, asking if we want to automatically add fields: This option will attempt to add fields automatically based on the structure of the document. Since we want the experience of creating the fields ourselves, we will decline. 6 Acrobat 9: Forms v2.0.0
2. To decline the dialog box, The Forms interface appears. It is fairly simple, with a toolbar across the top, and a Fields panel on the left side. The Fields panel shows us a list of all the fields in our document, and gives us a quick reference to these. it is especially useful in multi-page forms, but since all of our fields will exist on a single page, we will not use it frequently today. Before we begin, let s set up our interface. 3. To show the form field tools, in the tool bar,, Show Tools on Toolbar The tools appear in the tool bar. Now we can see how to create a text field. Using a Text Field A text field is used on an Acrobat form to allow users to type information into the form. This can be a small amount of information or a longer amount. We can limit the number of characters allowed into the text field, or even set the field up to accept a specific series of characters, like a phone number or social security number. In our document, most of the fields we use will be text fields. It is important to label each one separately, so that later on, processing will be easier. Let s begin by placing a text field for the applicant s name. Acrobat 9: Forms v2.0.0 7
1. To activate the Text Field tool, in the toolbox, The text field tool allows us to draw a text field of any size on the canvas. Let s draw a text field next to the name field. NOTE: Notice that there is a rectangle following your selected tool around the canvas. A single click will create a form field of that size, we can ignore this, and our own rectangle 2. To draw a text field, a rectangle to the right of: Name: The Quick Name dialog box appears: This dialog box will appear every time we create any field, which will give us some basic options for the field. Since this is a fairly basic field, we only want to name the field and set it to be a required value. 3. To name the field, in the Field Name field, the value, type: name NOTE: We can name a field whatever we like, but we should note that if we send this form to a web processing script, it will expect these values to be precise, so we must be careful to type the names exactly as presented. We also want to make sure that the field is set to be required, so that we do not receive any forms that do not include a name. 4. To make the field required, in the dialog box, the Required checkbox We see an outline of the text field onscreen. 8 Acrobat 9: Forms v2.0.0
Creating More Text Fields Since we have many text fields to create in this form, we will create all of them at once, naming each as we create it. Once all of these are created, we will go back and change specific properties for each. We will skip the Title field, since it won t be a text field. Every time we create a field, the Select Object tool will become selected. We can force our current tool to stay selected by clicking the Keep Tool Selected checkbox in the toolbox, however, we will not see the Quick Name box when we do this, so we will need to keep selecting the text field tool, in between text field creations. 1. To create the next field, 2. Create Text Fields for the following sections, repeating step 1 before each one: Form Section Field Name Required? Address address Yes City city Yes State state Yes ZIP zipcode Yes Phone Number phone Yes Email email Yes Special Needs spec_needs No You might need to go back and make corrections. 3. To correct a field, the field The Text Field Properties dialog box appears. Acrobat 9: Forms v2.0.0 9
4. To rename the field, the name, type: the new name Now we can see how to change the properties of the fields. Creating a Multi-Line Text Field The Text Field is a very flexible form control that we can use to create text fields of almost any size. In some cases, it will need to be a single line; in other cases, we will need to give the end user space for multiple lines. In our case, we need a multi-line text field for the address field. Making the text field multi-line will allow the user to press the Enter key and type on another line in the same field. Let s edit the address field now. 1. To open the address field, the address text field The Text Field Properties dialog box appears. We need to move to a different tab in order to set the text field to Multi-line. 2. To move to the Options tab, We see the options available for the text field. 3. To make the field a multi-line field, the Multi-line checkbox By default, every text field has spell checking activated. Since an address might have street names that would not be recognized by a spell checker, we ll turn it off. 4. To turn off spell checking, the Check spelling checkbox 10 Acrobat 9: Forms v2.0.0
5. To complete the settings, Let s also create a multi-line field for the Special Needs section. 6. To open the Special Needs field, the spec_needs text field The Text Field Properties dialog box appears. We need to move to a different tab in order to set the text field to Multi-line. 7. To move to the Options tab, if necessary, We see the options available for the text field. 8. To make the field a multi-line field, 9. To complete the settings, the Multi-line checkbox Let s now see how to limit the number of characters in a field. Limiting the Length of a Text Field We can also limit the number of characters that an end user can type into a text field. This is helpful for things like ZIP codes and state abbreviations, so we can help to ensure that we get accurate data. Let s see how to create a short text field now. 1. To open the state text field, the State text field We ll have to move to the Options tab to set the character limit. Acrobat 9: Forms v2.0.0 11
2. To move to the Options tab, if necessary, 3. To activate the character limit, the Limit of Characters checkbox Since we want users to type state abbreviations in the field, we ll only allow two characters. 4. To set the character limit, in the Limit of Characters field, Formatting Text Fields the value, type: 2, Now we can see how to format fields to accept only specific types of data. With the formatting options available to us, we can force users to input specific types of data, like numbers, and even set fields to accept formatted fields, like phone numbers, ZIP codes, or even a custom data type (like a serial number). Let s see how to format these special fields now. We ll start with the ZIP code field. 1. To begin to edit the properties, the zipcode text field The Text Field Properties dialog box appears. 2. To begin formatting the field, in the dialog box, The Format tab appears. We will need to select the type of data we want the user to input. 12 Acrobat 9: Forms v2.0.0
3. To set the type of data,, Special We see a list of special types. Let s select the Zip Code type. 4. To select the type, in the Special Options area, Zip Code, NOTE: Acrobat does not do any verification as to whether or not the ZIP code entered is an accurate ZIP code. It only verifies that the entry is five digits long. Obviously, this format would not work for countries outside the United States. We d also like to set up the Phone Number field to be specially formatted. 5. To begin to edit the phone field, the Phone Number field The Text Field Properties dialog box opens. 6. To format the field, if necessary, 7. To format the field as a Phone Number,, Special The list of available Special formats appears. Acrobat 9: Forms v2.0.0 13
8. To select the format, Phone Number, This format will only allow end users to enter 10 digits in the phone number field. When the end user moves to a different field, the phone number will be formatted into the (###)###-#### format. Let s look at another type of form control that we can create. Previewing the Form Many times, it is beneficial to test the form fields we re creating before we have completed all of them. Acrobat allows us to preview the form as an end user would see it. This allows us to test the fields and make sure that they are working the way we expect them to. We can then clear the form so that no extra data is leftover. Let s preview the form now. 1. To preview the form, in the toolbar, The form fields disappear, and we see the form as an end user would see it. 2. To test out the phone number field, in the phone number field, type: 123 An error dialog box appears, telling us the value is not valid. 3. To move past the dialog box, 14 Acrobat 9: Forms v2.0.0
4. To see the formatting correctly, in the Phone Number field, type: Clearing the Form 1234567891 A formatted phone number appears in the field. Now we can clear the form. Once we have tested our form, there is data in many of the fields. This can be distracting, and if we don t remove it, it will appear to the end user when we distribute the form. Let s clear the form. 1. To clear the form, from the Menu bar, Forms, Clear Form The form is now clear. Let s move back to editing mode. 2. To move back to editing mode, in the toolbar, 3. Save the file. Now we will see how to create fields with simple calculations. Working with the Combo Box Field Many times when creating a form, we d like users to be able to choose from a list of values that we can set. This list will help accuracy, as we can ensure that the user won t be able to misspell or accidentally put a different value in the field. This is called a Combo Box. The Combo Box allows us to set up a list of specific values. It is best used for fields which should return a single value from a known list of choices. We will use the list of titles like Mr. and Mrs. in our Combo Box. Acrobat 9: Forms v2.0.0 15
1. To activate the Combo Box tool, in the toolbar, 2. To create the field, a rectangle next to the Title field 3. To see the full properties, in the Quick Name box, Show All Properties The Combo Box Properties dialog box appears. 4. To move to the General field, 5. To name the field, in the Name field, the value, type title We must create the list of items that the user will choose from. However, we must also select the value that will be sent if the item is selected. This can be as simple as a yes value to let our processing script know which value has been sent. We will use the actual names of the titles to send, so that the name of the item and the value associated with it will be the same. 6. To begin building the list, in the dialog box, We see the options section of the dialog box. We must fill in the Item field, and the Export value field at the same time and then click the add button. 7. To add the item, in the Item field, type: Mr. 16 Acrobat 9: Forms v2.0.0
8. To add the value associated with the Mr. value, in the Export Value field, type: mr The item appears in the list. Let s add some more items. 9. Add the following items to the list: Mrs. Ms. Dr. Item Export Value mrs ms doctor Let s add one more item to the list. Adding a Blank Value to a List When creating a list of set values, it is important to choose a blank, or not applicable value. This value can give the user who prefers not to choose an item in the list, a way to fill in the field without selecting a non-applicable value. Let s add this blank value now. 1. To add the blank item, in the Item field, type: 2. To add the value for this item, in the Export Value field, type: none The item is added. To make an item appear as the default value, we need to select it in the dialog box before closing it. Acrobat 9: Forms v2.0.0 17
3. To set the blank item as the default value, in the Item List, the blank item, The combo box is now completed, and we can move on to a new type of form control. Working with Multiple Field Controls On a form, it is common to have a list of choices in which at least one item can be chosen, with a possibility of more. In Acrobat, we have two form controls that perform similar functions. These are the radio buttons and the checkboxes. In web forms, radio buttons are solely used to select a single item from a list of choices, while checkboxes give the user the ability to select multiple items. In Acrobat, we can use either form control to select single items, or multiple items. We ll see how to create both types, using the traditional web form style. NOTE: In Acrobat, the difference between checkboxes and radio buttons is largely a style choice. However, since most end users are used to web forms, we will attempt to mimic their style within our form. We will begin with radio buttons. Radio buttons are used on forms to allow us to select a single item from a list of choices, much like the Combo Box we created earlier. The difference is that we can see all of the choices at once in this method. As we select items, the previously selected button will deselect, and the new choice will then be active. Let s add some radio buttons to the form. 1. To begin adding radio buttons, on the toolbar, The Radio Button tool is now selected. We use the tool by clicking in the location we want the button to appear. 18 Acrobat 9: Forms v2.0.0
2. To place a button on the canvas, to the left of the word Spring NOTE: No matter what shape we draw, the button itself will always appear as a perfect circle. 3. To name the control, in the name field, the value, type: session We now have one field created. We have to create a button for each item that could potentially be selected. Instead of creating each button individually, we can easily make copies and place them in relation to the original. Placing Multiple Fields The Place Multiple Fields item allows us to duplicate a single field several times to facilitate things like checkboxes and radio buttons. Let s duplicate the session field now. 1. To duplicate the session field, µ the session field, Place Multiple Fields... The Create Multiple Copies of Fields dialog box appears: Acrobat 9: Forms v2.0.0 19
Here, we can decide how many fields we want to appear, and whether we want them in rows or columns. We can also control the exact spacing of these items. Let s place our fields now. 2. To choose how many fields to copy in a column, in the Copy selected fields down field, the value, type: 3 3. To choose how many fields to copy in a row, in the Copy selected fields across field, the value, type: 1 These values will give us a column of three buttons that will cover the bullets already in place. We will still need to format the space between each button. 4. To place the buttons correctly, in the Change Height field, the value, type: 1.4 NOTE: Your value might be different, depending on the size of the buttons you created. The buttons appear evenly next to the session names. Setting Up Single Selection Lists In Acrobat, by default, a group of buttons can each have its own value set. In order to set up a list in which only a single item can be selected, all of the buttons must have the same name. In this case, we will want each button to have a different export value, so that the form processor can tell which button was selected. Currently, our three buttons each have a unique name, (session.0, session.1, and session.2). If we were to preview this form now, we would be able to select each button separately. Let s rename the buttons so that all of them have the same name. 20 Acrobat 9: Forms v2.0.0
1. To see the options for the radio button, the Spring radio button The Radio Button Properties dialog box appears. We can see that the name for this item is already session.0. We will make a note to name the other items session.0. Let s change the export value of this item to match the item it is representing. 2. To move to the Options tab, 3. To change the export value, in the Button Value field, the value, type: spring Let s change the names and export values of the other buttons. 4. Use the following table to name the next two buttons: List Item Name Button Value Summer session.0 summer Fall session.0 fall Once we have named all of these items the same thing, Acrobat treats all of these items as a single radio button. So we can change options in one and have them spread out to the other items. Let s make a single item required, which will force the user to select one of these radio buttons before submitting the form. 5. To open the Radio Button Properties dialog box, a radio button 6. To move to the General tab, if necessary, Acrobat 9: Forms v2.0.0 21
7. To make the field required, the Required checkbox, 8. Save the file. Now the user must select a session before submitting the form. Once we have completed these values, we can create our checkbox list. Creating a Multiple Selection List with Checkboxes With a checkbox list, users expect to be able to select multiple items. We can achieve this in our Acrobat form by giving each checkbox a different name. Let s see how to do this now. 1. To activate the Checkbox tool, in the toolbox, The Checkbox tool works exactly like the Radio Button tool we saw previously. 2. To create the first checkbox, next to the Word list item The Checkbox Properties dialog box appears. We ll name each of these list items after the seminar that the participant wants to apply for. 3. To name the checkbox, in the name field, the value, type: word Let s set the export value as well. In this list, we would like the export value to be the amount of money that each seminar will cost. This will give us some additional options later on, and since the name of the checkbox is the name of the seminar, we will be able to tell which items have been selected. 22 Acrobat 9: Forms v2.0.0
4. To open the Properties dialog box, The Properties dialog box appears. Show All Properties 5. To move to the Options tab, in the dialog box, 6. To change the export value, in the Export Value field, the value, type: 250 The first checkbox is created. Let s place the other two with the place multiple values command. 7. To begin multiplying the fields, µ the field, Place Multiple Fields... The Create Multiple Copies of Fields dialog box appears. We will use the same settings as last time. 8. To set the number of rows, in the Copy selected fields down field, the value, type: 3 9. To set the number of columns, in the Copy selected fields across field, the value, type: 1 10. To set the spacing between the three fields, in the Change Height field, the value, type: 1.4 NOTE: Your value might be different, depending on the size of the buttons you created. The three items appear. Let s name them and set their export values. Acrobat 9: Forms v2.0.0 23
11. Use the following table to set the next two checkboxes names and export values: List Item Name Export Value Excel excel 200 Powerpoint powerpoint 175 Word word 250 NOTE: You must rename the Excel and Powerpoint items before renaming Word. Otherwise, Acrobat will show an error, telling you that there is already an item named Word. The values are now set, and we can take a moment to preview our form. Previewing the Form Many times, it is beneficial to test the form fields we re creating before we have completed all of them. Acrobat allows us to preview the form as an end user would see it. This allows us to test the fields and make sure that they are working the way we expect them to. We can then clear the form so that no extra data is leftover. Let s preview the form now. 1. To preview the form, in the toolbar, The form fields disappear, and we see the form as an end user would see it. 2. To test the Combo Box, in the Title field, We see the list we created earlier. 24 Acrobat 9: Forms v2.0.0
3. To select a value, an item in the list The item we selected appears as the selected value in the list. We d also like to test our radio buttons and checkboxes. 4. To test the radio buttons, in the session list, Spring, Summer After clicking one after the other, only Summer should still be selected. 5. To test the checkboxes, in the seminar list, Clearing the Form Excel, Powerpoint After clicking each once, both items should be selected. 6. Continue testing the various fields to ensure that they are acting as expected. Now we can clear the form. Once we have tested our form, there is data in many of the fields. This can be distracting, and if we don t remove it, it will appear to the end user when we distribute the form. Let s clear the form. 1. To clear the form, from the Menu bar, Forms, Clear Form The form is now clear. Let s move back to editing mode. 2. To move back to editing mode, in the toolbar, 3. Save the file. Now we will see how to create fields with simple calculations. Acrobat 9: Forms v2.0.0 25
Calculating Fields We have the ability in Acrobat to fill text fields with values calculated from other fields. This is necessary in some types of forms, such as an order form. We can do simple calculations like multiplication, addition, subtraction, and division, and even more complicated programming problems through the use of JavaScript. In this section, we will create a field that will add together the value of the seminars the end user has selected, to inform the applicant of the cost. Let s see how to do this now. 1. To activate the Text Field tool, in the toolbar, The Text Field tool is activated. 2. To create the text field for the payment amount, a rectangle in the Total Payment Amount field The Quick Name box appears. Let s name the field. 3. To name the field, in the Name field, the value, type: payment We don t want the user to be able to edit this field, so let s set it as read only. 4. To view the Properties, in the Quick Name box, The Properties dialog box appears. Show All Properties 5. To make the field read only, in the Common Properties section, the Read Only checkbox Let s set this value up to display as a currency value. 26 Acrobat 9: Forms v2.0.0
Formatting Currency Values When working with numbers in Acrobat, if we want them to appear as a currency value no matter what number is typed into the field, we need to format the value as a currency value. Let s see how to do that now. 1. To move to the Format tab, in the dialog box, 2. To set the field as a Number field, in the Select format category field,, Number The Number Options appear. We will need to set the currency symbol. 3. To set the currency symbol, in the Currency Symbol field,, Dollar ($) Now we can calculate the field. Understanding Calculating Fields To create a calculated field, Acrobat takes the values from other fields. These values can either be entered into text fields by the user, or can be the result of export values that we set. In our form, the checkbox fields we have already created export numerical values that can be calculated. While they are unchecked, they do not export anything, but once they are checked, the value we have set will be exported to the field, which can be added to the other exported values. Let s test this out now. 1. To move to the Calculate tab, in the dialog box, We can see that currently the field is not calculated. Acrobat 9: Forms v2.0.0 27
2. To set up the field as a calculated field, in the dialog box, the Value is the radio button We see that the sum is selected as the calculation value. Now we need to select the fields that will be used to create the value in the Payment field. 3. To choose the values, in the dialog box, A list of fields in the form appear. We want to check all of the checkbox fields that we created earlier. 4. To select the necessary items, in the list of fields, excel, powerpoint, word, The main items are now selected. However, we notice that in the form, it is mentioned that a $10 application fee is supposed to be added. We will need to add this fee to the payment section, but we will need a separate field to complete this. This is because we can only calculate values contained within fields. However, we don t want to have a separate field that the user has to navigate through, which might be confusing. In this case, we can use hidden fields. 5. To close the dialog box, Using Hidden Fields In web forms, it is common to keep data in a hidden field that can then be passed along to the form processor. We have this same ability in Acrobat. In this case, we will use this field to keep the $10 application fee. This will be visible to us while the form is being created but will be invisible to the end user. In the future, if the application fee changes, we can change the form easily by editing the hidden field. 28 Acrobat 9: Forms v2.0.0
Let s do this now. 1. To activate the Text Field tool, in the toolbar, 2. To create the field, 3. To view the properties, near the payment field Show All Properties The Text Field Properties dialog box appears. 4. To move to the General tab, 5. To name the field, in the Name field, the value, type: app_fee 6. To set the value as hidden, in the Common Properties section, in the Form Field drop down,, Hidden The field will now be hidden from the end user s view. Let s also make sure to place the correct value into the field. 7. To move to the Options tab, Now we ll create the default value. Acrobat 9: Forms v2.0.0 29
8. To add the default value, in the Default Value field, type: 9. To close the dialog box, 10 We will also need to add this field to the payment calculation. 10. To view the properties for the Payment field, 11. To move to the Calculate tab, the payment field 12. To add a value to the fields already selected, 13. To add the application fee hidden field to the calculation, the app_fee checkbox,, The payment field is now complete. Let s test it out. 14. To test the field, in the toolbox, 30 Acrobat 9: Forms v2.0.0
15. To see the Payment field calculate, the word checkbox, the powerpoint checkbox We see the Payment field increase in value with each checkbox we click. 16. To clear the form, from the Menu bar, Forms, Clear Form 17. To switch back to the edit layout view, in the toolbar, 18. Save the file. Now we can see how to use our form fields to perform actions. Performing Actions In addition to the standard uses for our form fields, we can attach additional actions to each form control that will activate when the user selects them. These actions can be used to change the properties of a form field or any menu item. We can also stack these actions, so that a single form field can activate multiple actions. In this section, we will set up the payment section. When the user clicks on a choice off either check or credit, the instructions for completing that choice will appear in the space below. We will have to create both instructions sets as hidden fields, and use actions to show the instructions for the appropriate choice. We re going to use a radio button to allow the user a choice. Let s do this now. 1. To activate the radio button, in the toolbar, Acrobat 9: Forms v2.0.0 31
2. To create the first radio button, a square to the left of Check The Radio Button Properties dialog box appears. 3. To name the radio button, in the Radio Group Name field, the value, type: pay_type We ll also set the export value for this radio button. 4. To set the export value, in the Button Value field, the value, type: check When creating a radio button field, we have the option of creating a group of buttons immediately after creating the first. Let s do this now. 5. To add another button to the group, in the Quick Name box, Add another button to group The Radio Button tool reactivates, and we can create another button. 6. To create the credit button, to the left of Credit Card The button is created, and is automatically named pay_type to match our the current name of our button group. 7. To change the Export value, in the Button Value field, the value, type: credit Now we can create the fields that will explain to the end user how to complete payment. 32 Acrobat 9: Forms v2.0.0
Creating Message Fields We will need to create two text frames each with separate instructions for participants paying with check or credit card. We will make these fields non-editable. One of them will be visible by default, and the second will be visible only when we select the opposing radio button. Let s create our text fields now. 1. To activate the text field tool, in the toolbar, 2. To create the text field, in the Payment Information section, a rectangle covering half the space The Text Field Properties dialog box appears. 3. To change the options, in the Quick Name box, Show All Properties 4. Use the following table to fill in the values: Tab Field Value General Name check_pay General Read Only Checked Options Multi-Line Checked Now, we ll enter the information in the Default Value field. 5. To add the information for the Address field, in the Default Value field, type: Send Full Payment to: University of the Midwest 111 1st St Midwest, USA 11111 Acrobat 9: Forms v2.0.0 33
6. To close the dialog box, Now we will create the message box for users who wish to pay with credit card. 7. To activate the text field tool, in the toolbar, 8. To create the dialog box, a rectangle over the check_pay text field 9. To change the options, in the Quick Name box, Show All Properties 10. Use the following table to set the Text field values: Tab Field Value General Name credit_pay General Form Field Hidden General Read Only Checked Options Multi-Line Checked 11. To add the text message for the user, in the Default Value field, type: Please Call us at (555)555-5555 to pay with a credit card 12. Close the dialog box. Now we will need to set up our radio buttons. Attaching Actions to Buttons Now that we have everything in place, we can use the radio buttons we created earlier to control the visibility of these text frames. 34 Acrobat 9: Forms v2.0.0
1. To being working with the options for the check button, the Check radio button The Radio Button Properties dialog box appears. Let s go to the Actions tab. 2. To activate the Actions tab, Using the Actions Tab To create an action, we must select the trigger, or method by which the action occurs, and the action we wish to perform. Actions in Acrobat are always assigned to the field itself. So if we want a radio button to show a hidden text field, we must open the radio button to create the action. We will accomplish this through the Actions tab. The following table explains the triggers we can set. Trigger Mouse Up Mouse Down Mouse Enter Mouse Exit On Focus On Blur Effect Trigger activates when the mouse button is released after clicking the form field. Trigger activates when the mouse button is depressed over the form field. Trigger activates when the mouse pointer enters the area onscreen containing the form field. Trigger activates when the mouse pointer exits the form field area. Trigger activates when the form field is activated, either through a mouse click, or through tabbing. Trigger activates when the form field is deactivated, after being active, either through tabbing or mouse clicks. Acrobat 9: Forms v2.0.0 35
In normal operations, we will generally use the Mouse Up trigger. If we have a text field that we want to perform an action when a user clicks inside of it, we might use the On Focus trigger. Mouse Enter and Mouse Exit are less used, but we might want to use them for special effects. We will use the Mouse up trigger to display our fields. The action can be many different things. We can have a form field perform any menu item, open a file or web link, or show or hide a field. We will use the Show/hide a field action for our payment fields. Let s add our first action now. 1. To select the type of action, in the Select Action field,, Show/hide a field Now that we have selected the trigger and the action, we can add it to the radio button. 2. To add the action, The Show/Hide Field dialog box appears. Here we can select the field we wish to affect, and whether to show or hide it. Since our fields are hidden by default, we want to show it when the button is pressed. 3. To select the correct field, 4. To set the field to show it, check_pay the Show radio button, The Show/hide a field action appears in the Actions field. 36 Acrobat 9: Forms v2.0.0
Stacking Actions It might appear that we are done, but we must remember that when one text field is shown, another must be hidden. If we don t do this, then the two will overlap and will be unreadable. We can stack many actions into a single form field. Once the action is triggered, these actions will be performed in order from top to bottom. Most of the time, they will be activated so quickly that users will not notice, but some menu items might need confirmation, which would pause the actions. Let s add a hide action to our radio button. 1. To add the action to our list, 2. To select the correct field, credit_pay 3. To set the correct action, if necessary, the Hide radio button, Now we can add the action for the Credit radio button. 4. To close the dialog box, Adding Another Action Adding the action for our Credit radio button will be the same process as before, just slightly different to account for the different needs of this action. Let s add the action now. 1. To view the properties for the Credit radio button, the Credit radio button Acrobat 9: Forms v2.0.0 37
2. To move to the Actions tab, if necessary, 3. To select the type of action, in the Select Action field, if necessary,, Show/hide a field Now that we have selected the trigger and the action, we can add it to the radio button. 4. To add the action, The Show/Hide Field dialog box appears. Here we can select the field we wish to affect, and whether to show or hide it. Since our fields are hidden by default, we want to show the payment information when the button is pressed. 5. To select the correct field, 6. To set the field to show it, credit_pay the Show radio button, The Show/hide a field action appears in the Actions field. 7. To add the action to our list, 8. To select the correct field, check_pay 38 Acrobat 9: Forms v2.0.0
9. To set the correct action, if necessary, the Hide radio button, Now we can add the action for the Credit radio button. 10. To close the dialog box, Testing Actions Now that we have added our actions, let s test them out. Anytime we create a complex action, it is important to test it to make sure it is working before moving on. 1. To change to Preview mode, in the toolbar, 2. To test the radio buttons, the Credit radio button, the Check radio button Notice how the text field changes depending on which radio button is active. 3. To clear the form, from the Menu bar, Forms, Clear Form 4. To return to editing the form, on the toolbar, Let s add one last thing to our form, to help users navigate the form more easily. Acrobat 9: Forms v2.0.0 39
Setting the Tab Order In a form like this, many users are used to pressing the tab key to quickly move their cursor to the next form field. Acrobat sets this tab order automatically in the order in which we created the form fields. However, we did not create our fields in the order most users would expect. We can fix this by setting the tab order. Let s see how to do this now. We can use several automatic methods to create the tab order, or we can use the Fields panel to order them. First of all, let s view the current tab order. 1. To view the numbered tab order, in the Fields panel, Tab Order, Show Tab Numbers 2. To accept the dialog box, We can see the numbers appear next to each of the items. Here is an explanation of each of the tab order options. Menu Item Default Tab Order Order Tabs By Row Order Tabs By Column Order Tabs Manually Result This option sets the tab order in the same order that you created the form fields. This option will attempt to number fields according to rows, so that as the user tabs, the cursor will move to the right before moving down. This option will attempt to number fields according to column, so that the cursor will move down before moving to the right. This option will allow you to manually press and drag fields in the Fields window to order the tabs. 40 Acrobat 9: Forms v2.0.0
Today, we will use the manual option. 3. To order the tabs manually, Tab Order, Order Tabs Manually A dialog box appears, explaining how to order tabs manually. 4. To accept the dialog box, 5. To set your tab order, in the Fields Panel, each field item to set the order for tabs The final order of the list in the Fields panel will be your tab order. 6. To hide the tab numbers, in the Fields panel, Tab Order, Show Tab Numbers Retrieving Data from a Form Creating Buttons Once we have completed our form, it is important to understand how to send this form out to the people we expect to receive data from. In this scenario, we can email the form from within Acrobat to a specific group of recipients, who can fill it out and then return it to us through email. These returned forms must be stored and then imported into a data file. By using Acrobat s built-in distribution method, we create a data file, which we can use to import all of the returned forms into, and then export that data to a format that spreadsheet and database programs can read. Let s see how to do this now. First, we must create a Submit button for the end user. Buttons in Acrobat exist only for us to attach actions to them. Several of our available actions are designed specifically for buttons. Acrobat 9: Forms v2.0.0 41
We will create two buttons in this section and then see how to attach actions necessary to submit them. 1. To activate the Button tool, in the toolbar, The Button tool works by pressing and dragging a rectangle in the shape of the button on the canvas. We can then name it and label it. The label of the button is the text on the button itself that tells the user what clicking the button will accomplish. Traditionally, buttons for submission go at the bottom of a form, so that when the user has seen all of the fields available, they can then submit the form. Let s put our first button at the bottom of the form. 2. To create a button, a rectangle at the bottom of the form 3. To view the Properties, in the Quick Name box, Show All Properties The Button Properties dialog box appears. We ll name the button first. 4. To move to the General tab, 5. To name the button, in the Name field, the value, type: submit_email We ll move to the Options tab to set the label. 6. To move to the Options tab, 42 Acrobat 9: Forms v2.0.0
7. To label the field, in the Label field, the value, type: Submit by Email, 8. If necessary, re-size the button. Let s make this button a submission button. Submitting a Form Through Email Once we have created our buttons, we must attach an action to them, since they have no inherent action included. Let s start with the email button. 1. To change the properties for the email button, the Submit By Email button The Button Properties dialog box appears. 2. To move to the Actions tab, 3. To select the action, in the Select Action field,, Submit a form 4. To add the action, The Submit Form Selections dialog box appears. When sending a PDF form through email, it is best to have users return the entire PDF. This way, we can see everything they typed, since we will likely be working with the document manually. Acrobat 9: Forms v2.0.0 43
5. To select the Export Format, in the Export Format field, the PDF The complete document radio button We will also need to send this to an email address. There is no email address field, but we can set this up the same way we would an email address link on the web. In this case, we will use the email address of an instructional account. To create a link on the web that will send an email, we must use the mailto keyword. By using the mailto keyword, followed by a colon and the email address, Acrobat will send the file as an email to the specified address. 6. To create the link, in the URL field, type: mailto:demo60@exchange.indiana.edu NOTE: If you are completing this project in self-study, you can use a personal email address for testing. 7. To close the Button Properties dialog box, 8. Save the form. Distributing a Form Now we can distribute the form. When distributing a form in Acrobat, we will have two separate files. One of these will be the data file, where all of our returned forms will be stored, much like a database. The other file will be the form file that end users will fill out and return. We can use Acrobat s built-in form distribution to create these two files automatically. Let s see how to do this now. 44 Acrobat 9: Forms v2.0.0
1. To begin distributing the form, in the toolbar, The Form Distribution Options dialog box appears. We want to ensure that our files are returned through email. 2. To retrieve the forms via email,, Manually Collect Responses in my email inbox NOTE: If the only return button in your form is an email button, this response will be automatically selected. We ll save this form for later. 3. To move to the next step, 4. To set the form to be sent later, the Save a Local Copy and Manually Send it Later radio button 5. To locate the file, We will need to create the end user form now. You see the Save As dialog box. We need to specify where to save the file and what to call it. Acrobat 9: Forms v2.0.0 45
Setting the Location and Filename When the dialog box opens, it lists a default location for saving the file. On a PC, this location is displayed in the field near the top-left corner of the dialog box. We want to move to the epclass folder, which is where we will save our file. 1. To move to the desktop, The current location is now set to the desktop. All of our exercise files are contained in the epclass folder, located on the desktop. 2. To open the epclass folder, The epclass folder contents are now visible. We want to save this document in the Acrobat Forms subfolder of the epclass folder. 3. To open the correct subfolder, the Acrobat Forms folder Now that we have specified the Save in location, we need to specify the filename. Let s make sure that the filename is highlighted first. 4. If the filename is not highlighted, 5. To name the file, type: across the default filename userform.pdf 46 Acrobat 9: Forms v2.0.0
6. To move to the next step, We will need to fill out some identity information before we continue. This will ensure that the form is returned to us properly. 7. Use the following table to enter information: Field Email Address Name Value demo60@exchange.indiana.edu Your Name NOTE: Acrobat will use these values for returning the forms, regardless of what email address is used in the Submit Button. 8. To move to the next step, We see a final screen, showing us our delivery method. If we were attempting to email the form immediately, we would see additional options. 9. To complete the task, The two files are now created, and we can distribute the file to the users we wish to gather data from using the distribute button. In this case, we will not distribute our files, but will use precreated files. The Tracker window appears. As we receive responses in our email inbox, we can open the PDF attachments, and Acrobat will prompt us with the location of the data file. Once we locate it, Acrobat will add the data to this centralized file, and update the tracker we saw earlier with the appropriate data. In the tracker, we can also choose to add recipients, or even send a reminder email. Acrobat 9: Forms v2.0.0 47
10. Close the Tracker. We will now see how to put the information into the data file. We will do this using a separate file. Importing Data into an Acrobat Data File We will be using an already created data file, along with several sets of data from forms related to that data file. When we send these forms out to the end users, we will receive them as email. These forms must then be stored and then later imported into the data file. We can import this data in one of two ways. The first way is to simply open the returned form. It will automatically attempt to add its own data to the dataset, if we can locate the data file. The other way is to open the data file, and import our returned forms from a folder on our computer. We have our data file currently saved, which includes some data already. We also have an additional form which we can import directly. Let s open the Data File, and see how it is changed. 1. To open the file, from the Menu bar, 2. To open the data file, File, Open... 3. To close the welcome screen, responses.pdf Get Started The data file opens. We see a simple list of data in spreadsheet form. This is data that has already been added into the responses file. We will import a file we have saved separately. 48 Acrobat 9: Forms v2.0.0
4. To import records, The Add Returned Forms dialog box appears. 5. To begin importing files, Now we can select the files to be imported. 6. To select the files, 7. To import the file, sandra.pdf The list of files appears in the Add Returned Forms window. 8. To complete the process, The files are added, and the listings appear in the table at the top of the screen, along with a message in the upper right corner, indicating a new response has been added. NOTE: The column headings are the names of our fields. This table is set up like a database, with each row representing one record. If you wish to view the filled out form as a form PDF, you must open the original file. Let s see how to export this data into a new format. Acrobat 9: Forms v2.0.0 49
Exporting Data from a Data Set Once we have all of our data gathered, we must decide what to do with it. While it can safely be held in the datafile PDF, it is not especially useful in this format. It would be better to store the data in a file that can be used in multiple applications. In this section, we will create a file that can be opened in Excel or Access, and used as the beginning of a larger database. 1. To begin exporting the data,, Export All... The Select Folder to Save File dialog box appears. 2. To save the file, in the file name field, type: datafile.csv The file appears in the save location. The CSV file type stands for Comma Separated Value. It displays the data as raw text, with each value separated by a comma, or other delimiter. Programs like Access and Excel can interpret these files, and recreate the data in their own native formats. This way, we can use our form data as the basis for a larger database, which can be used to query the data and make reports. 3. Close responses.pdf without saving. Now that we have seen how to retrieve our data through email, let s see how to retrieve it via the web. Submitting a Form via the Web Acrobat gives us many options to submit our form to the organization that needs the information. In our form, we will give the user two options through the form: submission through the web and submission through email. The end user could also save the form after typing in their information and print it out, submitting it through postal mail, or emailing the saved electronic version. 50 Acrobat 9: Forms v2.0.0
Whatever method is chosen, it is important to make it clear to the end user how they are expected to return the form, either in the form itself, or through the distribution of the form. In our form, we will have two buttons that will enable the end user to submit either through the web or through email. Let s create the button now. Acrobat closed our original file after using the Distribute option, so we must reopen it. 1. To open the file, 2. To select the file, File, Open... form.pdf The file is re-opened, and we must enter the form editing section. 3. To enter the Forms interface, in the toolbar,, Add or Edit Fields... 4. To select the Button tool, in the toolbar, Now we can create our new button. 5. To create another button, a rectangle next to the first button 6. To enter the properties window, Show All Properties Acrobat 9: Forms v2.0.0 51
7. Use the following chart to name and label the button: Tab Field Value General Name submit_web Options Label Submit By Web 8. To close the dialog box, Now we will see how to connect these buttons to actions. We ll delete the current button to make room for the new button. It is best to not give your end user multiple submission options. 9. To delete the button, the Submit by Email button, press: ç Submitting a Form Through the Web Acrobat forms work much like web forms, especially in the way we can submit them. In a web form, when users click the submit button, the form data is sent to a processing script, which is used to format the data and send it to either a database to be stored or potentially emailed in a special format to be processed later. Most of the time, the user will be sent to a confirmation page to indicate that their data has been saved. When sending a PDF form through the web, if this confirmation page is returned, Acrobat will download the file and display it as a PDF. Processing scripts see no difference between web forms and Acrobat forms, so it is possible to set up a form that can accept data from web-based forms and PDF-based forms. However, Acrobat forms are not as secure as web forms can be made, so it is not advisable to use Acrobat forms as a method of gathering data from unknown groups. It is better used for local groups, where the originator of the form can control who receives it. This way, they can expect to receive better data. Let s add the information now. 52 Acrobat 9: Forms v2.0.0
1. To work with the button, the Submit By Web button The Button Properties dialog box appears. The Actions tab should be visible, and the Submit a form action should also be set. 2. Activate the Actions tab. 3. To add the action, The Submit Form Selections dialog box appears. The URL that we will place here should be the processing script that will process the data. In this workshop, we will use a Transform script that we will upload later. Transform is a form processing application that is available at Indiana University. It makes writing a form processor much simpler. If you d like to learn more about Transform, please attend Transform: Easy Web Form Processing. 4. To add the URL for the form processor, in the URL box, type: http://www.indiana.edu/~eptst01/transform.cgi? eptst01/www/acrfm.tpl We will also need to set this to send the HTML version of the file. 5. To set the export as HTML, in the Export Value section, the HTML radio button We also don t need to send all of the fields to the form; we will remove several of them that are not essential to the form processing. For instance, the fields that explain to the user how to pay by check or credit are inconsequential to us. We just need to know whether they picked Check or Credit. Acrobat 9: Forms v2.0.0 53
6. To include only specific fields, in the Field Selection area, the Only these... radio button, The Field Selection dialog box appears. We will initially include all the fields, and then remove the items that are not required. 7. To choose to include selected items, the Include Selected radio button 8. To select all of the available options, Select All button 9. Uncheck the following items in the Select Fields to Submit section: 10. To finish, app_fee check_pay credit_pay submit_web,, Now we can view the results of our submission. PDF Form Processing on the Web When we send our form through the web, it must be processed by a script. This script processes the information and can send the information to a database to be stored for later retrieval. These scripts can also email information, or store it in a flat text file. Once this information is stored, another script can be created to retrieve the information. 54 Acrobat 9: Forms v2.0.0
The script we are sending our file to today is a Transform script that will take the information from our form and store it in a flat text file on a web server. It will also send an email to the administrator of the form to let them know that more data has been added. Besides Transform we can use Perl/CGI, PHP, ColdFusion, and several other programming languages to process web forms. If you d like to know more about Perl and CGI, you can attend Perl: The Basics, and CGI: The Basics. Let s see how we can submit this file to the web now. We ll have to switch to Preview mode to test it. 1. To switch to Preview mode, in the toolbar, We are now seeing the form as the end user would view it. 2. Fill in some information in the form. NOTE: Remember that some of this information will be required by the form. 3. To send the form, Submit by Web The instructor will show the results of the submission. 4. Accept any warnings that appear. 5. Close Acrobat. Wrapping Up We ve reached the end of today s workshop. Please follow your workshop instructor s guidance and take a few moments to fill out the workshop evaluation form. Acrobat 9: Forms v2.0.0 55
Also, before leaving, please log off your computer. Thank you for participating in Acrobat: Forms Contributions to These Materials Project Leader Project Developer Editor(s) Andy Hunsucker Andy Hunsucker Sandy Doell Greg Hanek Jennifer Oakes Carol Rhodes 56 Acrobat 9: Forms v2.0.0
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