Check Fillable Fields in a PDF Template

When working with a fillable PDF, you can choose to create HotDocs fields that overlay and link to the PDF’s fillable fields. You can then attach variables to these linked fields and answers entered during the interview will be merged in the assembled document.

One benefit of using fillable fields as the basis for HotDocs fields is the fillable fields often include properties that indicate exactly where data must be entered in order for the completed PDF to be filed with a court or agency. For example, you may download a court form that requires answers to appear using a certain font and size, and the answer must be placed in an exact position in the field. When you save the assembled document as a fillable PDF, HotDocs honors the fillable field properties over any HotDocs-specific properties you may assign to fields. This ensures the completed PDF will meet the court's specifications.

Another benefit of using fillable fields is that saving an assembled document as a fillable PDF allows you to edit answers while viewing the document in Adobe Acrobat or Reader.

Finally, you can use fillable fields as a "blueprint" for where HotDocs fields should be placed in the template, especially if you delete or move fields, or if you accidentally edit field properties as you work in the template.

You can assign custom properties to fillable fields while editing the template in HotDocs Automator. However, these properties will only be honored if the assembled document is saved as a regular (or static) PDF or HotDocs PDF document (.HPD).

To help you make sure the linked fields match exactly the fillable fields, you can use the Check Fillable Fields tool, which scans through the template and, on a field-by-field basis, allows you to compare the properties of a HotDocs field to its corresponding fillable field. If there are discrepancies, you can adjust the HotDocs field to match the fillable field. Specific properties this tool examines include size, position, field type, font properties, and text alignment within the field, just to name a few.

If no HotDocs field is associated with a fillable field, HotDocs prompts you to create the HotDocs field and link it to the fillable field.

There are two ways you can tell whether a HotDocs field is linked to a fillable field. First, linked fields appear using a light blue color. Second, HotDocs displays the fillable field name at the Field Properties dialog box. (To view this name, click the Additional tab of the Field Properties dialog box. The Field name drop-down list in the Linked Acrobat fillable field group shows the name.)

You can view where the underlying PDF fillable fields are in the template by choosing Show Fillable Fields from the View menu.

To check fillable fields in the template

  1. Edit a form template that uses fillable fields. (See Edit a Form Template.)
  2. Choose Check Fillable Fields (Tools menu). The Check Fillable Fields Options dialog box appears.
  3. Select the field properties you want to compare between the HotDocs fields and the fillable fields. (For example, if you want to compare only the fonts assigned to the fields, select Font and clear all other options.)
  4. Click OK. If there are discrepancies between the HotDocs fields and the fillable fields, the Check Fillable Fields dialog box appears.

This dialog box shows a table that lists the differences between the two fields it is comparing. The Field Property column of the table shows the property name, while the HotDocs Field column shows the values currently assigned to the HotDocs field. The Fillable Field column shows the properties assigned to the fillable field.

  1. In the Change column, select which HotDocs properties you want to change so they match the fillable field.
  2. Proceed by choosing one of the following commands:
    • Click Change to change the selected properties for the current HotDocs field only. HotDocs makes the change and then displays the next field comparison.
    • Click Change All to change the selected properties for all HotDocs fields that have different properties from the fillable fields.
    • Click Ignore to ignore the suggested changes for the current field.
    • Click Ignore All to ignore all suggested changes for all HotDocs fields that have different properties from the fillable fields.

As you are checking fillable fields in a template, if a fillable field exists, but does not have a HotDocs field linked to it, HotDocs prompts you to create a linked field. To create the current field being suggested, click Yes. To create all fields that are missing, click Yes to All. To ignore the suggestion to create fields, click either No or No to All.

If you are showing fillable fields, you can double-click on a gray fillable field and HotDocs will create a linked field. (To view fillable fields, choose Show Fillable Fields (View menu).)