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One of the features of Adobe
Acrobat is the ability to add form elements to a document for the input of
information. In many cases the intention may be for users to print the
document, fill in the details manually and return the completed form as a
hard copy. This need not be the case though, as information can be
entered into an Acrobat document on the screen and returned via email,
using the Form Definition File (FDF) format. Users need only have the
Acrobat Reader software installed.
An author prepares an Acrobat document that contains form elements
and retains a master copy.
The form is distributed to users electronically, either by email or
through a Web site.
Users complete the form information on the screen, using the Acrobat
Reader software.
When the data update is completed, the user clicks a Submit button
which generates an email message.
The information entered into the form is stored in an FDF file which
is attached to the email message.
When the email message is returned to the originator, the FDF file
is opened and the information is displayed in the originator’s version
of the original Acrobat document.
The Acrobat document containing the returned information is saved to
disk for future reference.
Setting up FDF in Acrobat
- Create the base document using a word processor or desktop
publishing application such as Word or Publisher.
- Generate the PDF file in the usual manner.
- Open the PDF file in Adobe Acrobat and use the Forms tools to add
text boxes, drop-down lists or option buttons.
- Assign a unique name to each of the form elements by
right-clicking
on the element and selecting Properties from the shortcut menu.
- Add a Submit button to the document.
- Right click on the submit button and display its Actions properties.
- Set the Select Trigger to Mouse Up.
- Set the Select Action option to Submit a form.
- Click the Add… button.
- Enter the recipient email address, prefixed by mailto: into the
field at the top of the screen.
- Check that the FDF Include option is selected and make other
changes as required.
- Click OK.
- Save the changes to the document.
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