Tip #166 - How To Create PDF Fillable Templates

You generally can create templates using PDF fillable forms and have those templates merge pretty much the same way as you would using Document Templates in Word. There are a few limitations to bear in mind, however, as not all pdf fillable forms can be made into templates.

Because of their design, some pdf fillable forms will not allow you to save the data entered in the form (those forms are generally intended to be filled out and printed, rather than being saved). Also, some pdf form designers prohibit the “modification” of certain forms and the forms are coded in such a way that you would not be able to make them into templates. The good news is that most “regular” pdf fillable forms can generally be made into templates.

1. Start by saving the PDF fillable form to a known location on your computer.

2. Next, go to Admin > Document Templates in SmartAdvocate.

3. On the Document Templates screen, select Upload PDF Template.

A dialog box will appear for you to locate the PDF fillable form that you saved in Step 1.

4. Use Windows File Explorer to locate and open the form or drag and drop it to the PDF Documents window (see screenshot above).

Once you “open” the form in Windows File Explorer (or drag and drop it on the dialog box above), another dialog box will open for you to give the template a name and to supply the Category and Sub-Category that will be applied to the document.

5. Once you click the “Save” button, the original PDF document will be downloaded to your computer. Depending on your browser setting, the file name will be seen on the bottom left corner of your screen and a new page will open in SmartAdvocate with numbered template fields on the left side and a directory of merge codes on the right side.

6. With the “Edit PDF Template Fields” page displayed on your screen, open the PDF file downloaded to your computer/desktop (and probably visible in the bottom left corner of your screen).

The PDF document will now open, and the fillable fields will be numbered. Important: Pay close attention to the field numbering, because the numbers may not necessarily be in order. The fields will be numbered in sequential order on the “Edit PDF Template Fields” Form, but they may not necessarily be in numerical order on the original PDF fillable form. It is important that you match the numbered fields on the “Edit PDF Template Form” with the same numbered fields in the original PDF Form as you complete your template. For Example: A field for Incident Date may be number 5 on the “Edit PDF Template Fields” Form but the same number 5 for Incident Date may be located on a different page of the original PDF fillable form and may be stuck between fields 30 and 35. For Good Measure: Always keep both the original PDF fillable form and the “Edit PDF Template Fields” form open at the same time, so you can verify the filed numbers as you work.

You are now ready to insert your merge codes in the appropriate fields.

• Click an appropriate field on the “Edit PDF Template Fields” form.

• Locate the appropriate merge code from the list on the right.

• Click the merge code name.

• Click the “Insert Merge Code” button Important: Do NOT click the “Update” button until you are finished with your template.

• Continue entering merge codes as appropriate, keeping in mind that you may need to go back-and-forth to verify that the field number listed on the original PDF form is the field you are working with on the “Edit PDF Template Fields” form.

• Once you have entered all your merge codes and any other data, go ahead and click the “Update” button on the bottom right corner of the template to save the template in SmartAdvocate.

The PDF template can now be used just like any other templates to generate a completed document.