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7.2. LincDoc Markup - PDF Source Files
Using a PDF as a source document provides some advantages over the use of a Word document, including the ability to set source level constraints on the layout of the document, utilize certified digital signatures, and more. However, the use of a PDF source document is not without a unique set of challenges. This topic provides information about setting up a PDF document, the challenges that you may encounter, and possible solutions.
About Supported PDF Software
You can use any tool that produces valid PDF AcroForms to create PDF form files for use in LincDoc. The two most common tools are Adobe Acrobat and Foxit Phantom PDF.
About PDF Optimization
Before adding fields to a new PDF, please optimize the size of the document by following the provided recommendations.
About PDF Limitations
A PDF document's fields cannot be modified by LincDoc during the execution of the data entry process. Therefore, if the amount of data being input into a field exceeds the available space provided by the PDF field in the source document, data will be lost from the final, generated document.
Note: The full data is still captured in the LincDoc database repository.
To resolve this issue, the following two options can be enabled inside of Acrobat which will allow text fields to adapt to the amount of data being entered:
- Multiline. Allows a text field to contain multiple lines of input. Depending on the font size, these multiple lines can lead to two or three times the amount of data being displayed.
- Automatic font sizing. Allows the PDF software to resize the font depending on the amount of data being entered (down to a minimum size). As the amount of data increases, the font size is reduced.
To maximize the amount of data displayed (and simulate a text area), you should enable both of these options. However, this combination must be evaluated for its effect on the readability of generated documents.
Creating a Field (Adobe Acrobat)
To create a field in a PDF source document, follow the steps described below.
Note: These steps assume that you are using Adobe Acrobat. If you are using different software, please consult that software's documentation for instructions.
- Create a source document.
- Open the document in Adobe Acrobat.
- From the Forms menu, click Add or Edit Fields.
- Right-click the document near where you want to add the field.
- Select the type of field you want to add.
The currently supported field types are: text fields, check boxes, barcodes, and digital signatures. - Place the field in the appropriate location in your source document.
- Type a name for the field. Check boxes must be named with a group name prefix, followed by an underscore, followed by the check box item name.
Note: Field names in LincDoc may contain letters, numbers, and underscores.
Using Signatures in PDF Files
PDF files (source documents) provide enhanced methods for securing data via digital signatures. For more information, see Signatures.
Using LiveCycle (XFA Forms)
Adobe LiveCycle forms are created using LiveCycle Designer, a product which is included with Adobe Acrobat (since version 7). Refer to the following web site for more information (including background and a general history) on using XFA forms.
LiveCycle forms (also known as XFA forms) can be used as LincDoc source documents only if they are static PDF documents. LincDoc will basically handle these types of forms in the same way as traditional AcroForms (Adobe's original interactive form technology). LiveCycle has two formats, dynamic and static. If a LiveCycle form is added to LincDoc in the dynamic format, LincDoc will not be able to parse the fields and nothing will appear in the fields/section. You can find the format by editing the PDF in the LiveCycle designer and viewing the form's properties.
If the form is dynamic, you will need to execute a "Save As" operation, and save it using the Static PDF Form type.
Note: All fields must have a title, otherwise the LincDoc parsing engine will not detect the field when it is imported into LincDoc.