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PDF, importing data from Excel and Filling Out Form

Forum Index > Forms: Acrobat > PDF, importing data from Excel and Filling Out Form
2009-01-26 06:12:21
wddthompson
Registered: Jan 26 2009
Posts: 2

I know this is very elementary, but I've never done this in combination and need advice.

I need to use an Excel spreadsheet to import information into a PDF (and the user not be able to manipulate the information). I've done this in Word and saved as a PDF. Will this be the same process if I’m doing the next step?

What is different for me this time is that I also need to allow the user to fill in (type) in select fields but not the ones I will automatically populate with the Excel fields. I also need them to be able to save the file with their information typed in so they can send in an e-mail.

Do I do the initial work in Word? How do I allow users to type in the select fields? Do I need to buy Acrobat to do everything?

Any advice is greatly appreciated.

Thank you!
-Whitney

My Product Information:
Acrobat Standard 9.0, Windows
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2009-01-26 10:44:32
#1
thomp
Expert
Registered: Feb 15 2006
Posts: 4411
Actually, it's not elementary. What you are talking about here is a Data Workflow. There are in fact several different ways to approach this. How it's actually implimented depends on the exact sequence of events you want to happen, your capabilities, and your budget.

For example, if you had deep pockets you could do it all server side, pre-populate the form from a database, send it to the user, and then comsume the data submitted back from the form. There's all kinds of server side products for doing just this.

But, it seems that you would probably be more comfortable with a client side process that is closer to what you are already doing?

The complete process is beyound the scope of this forum. This is something you should probably hire a consultant for, or spend some time learning about PDF data processes. But if you keed it simple there are some things you can easily do.

So here are some ideas:
1) The form fields are in two categories, Ones you fill in and ones the user fills in. Make all the fields you fill in ReadOnly. If you wanted you could even go one step further by flattening the form after pre-populating the fields, and then importing (replace pages) this flattened PDF into a PDF that has the user fields on it. There are other ways to go about doing the same thing and if you really wanted to get into programming Acrobat JavaScript you could automate all or most of this process.

2)Data can be imported into the PDF using an automation script to access the excel file through ODBC. This can be very efficient, but you have to have the programming chops, or hire someone.

An easier (but longer) way is to use the "Forms > Manage Form Data > Import data..." menu item. The data will have to be saved out of Excel into a (tab delimited) text file.3) The only way for the user to be able to save the form and/or email it back to you is if the form is "Rights Enabled" for Reader. This is a menu option on Acrobat Standard 9. I'm not sure exactly where it's at.

But rather than having the user save the PDF to thier system and then manually sending you and email, you can put an email button on the form. This makes it much easier for the user.

Acrobat Pro, I'm not sure about Standard, has forms distribution and data collection capabilities built into it. Using this will make a large part of the process much easier for you. You'll find tutorial on it on this site.

Thom Parker
The source for PDF Scripting Info
[url=http://www.pdfScripting.com]pdfscripting.com[/url]

The Acrobat JavaScript Reference, Use it Early and Often
[url=http://www.adobe.com/devnet/acrobat/javascript.php]http://www.adobe.com/devnet/acrobat/javascript.php[/url]

Thom Parker
The source for PDF Scripting Info
www.pdfscripting.com
Very Important - How to Debug Your Script

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