Convert Answers on the Form to Bar Code Format

These instructions can also be used to enter bar code text both at the Form Document tab of the assembly window and in HotDocs Filler.

You can create a two-dimensional bar code field that displays a single answer or group of answers. This may be useful if the organization to which you submit your documents requires certain data in the document be in bar code format. This allows the organization to scan the information and save it in some data retrieval system, such as a database.

For example, say you must submit a form to the court. When the court files the form, rather than manually entering case information (such as party names, case numbers, etc.), it can simply scan the bar code and have the information automatically entered in the system.

Typically, bar codes display data in a pattern of lines and formats, which should be readable by most hand-held laser scanners or charge-coupled device (CCD) scanners. The scanner should be able to read the size of the bars, which is 0.01 inch.

Use the following tips when working with bar codes:

  • The format HotDocs uses for bar codes is PDF417, or Portable Data File 417. It is one of several recognized 2-D bar code formats.
  • Bar codes in HotDocs can store about 1,500 characters, including numbers and other standard text symbols.
  • Printing a form that has a bar code requires a high-density printer, such as a laser printer.
  • Bar code fields can overflow, but all overflow properties assigned to the field are ignored. When too much text is entered for a bar code, no bar code appears. If you are having trouble getting the bar code to fit in the field, you can enlarge the field or reduce the field margins. (See Resize Form Fields or Change the Borders and Margins of a Field.)

There are two methods for creating a bar code:

  • Create a bar code using a variable: When the answers you want to convert to a bar code must be supplied by the user, you can create a variable, such as a Computation variable, which will then merge the answers in the field and convert them to bar code format.

  • Create a bar code using predefined text: If the bar code text is always the same, regardless of who is completing the document, you can enter that text at the Field Properties dialog box.

To create a bar code using a variable

  1. Edit a form template. (See Edit a Form Template.)

  2. Create a field and attach a variable to it, such as a Computation variable. (See Attach a Variable to a Field.)

  3. If using a Computation variable, create a script that will create a text string that includes all the answers you want encoded. Separate each answer by using a delimiter character, such as a tilde (~) or a vertical bar ( | ). (See Customize a Computation Variable and Introduction: Instruction and Expression Models.)

For example, Court Branch or District + "|" + Court Mailing Address + "|" + Court City + "|" + Court Zip Code.

  1. Click OK at both the variable editor and the Variable Field dialog box. The template appears again.

  2. With the field still selected, click the Field PropertiesField Properties button. The Field Properties dialog box appears.

  3. At the Type tab, select Bar code as the Display type.

  4. Optionally, click the Bar Code tab and adjust any of the bar code settings. (See Understand Bar Code Settings.)

When the user assembles the document, the answer will be encoded as a two-dimensional bar code.

To create a bar code using predefined text

  1. Edit a form template. (See Edit a Form Template .)
  2. Create a field. (See Create a Form Field.)
  3. Click the Field PropertiesField Properties button. The Field Properties dialog box appears.
  4. At the Type tab, select Bar code.
  5. Type the data you want encoded in the Bar code text box. As you type the text, HotDocs displays the bar code in the underlying form field. (You may need to click the Show VariablesShow Variables button in the Automator toolbar to hide variable names.) (If you are entering a group of answers that must be interpreted by the bar code scanner as individual answers, you must separate each answer with some sort of delimiting character, such as a tilde (~) or vertical bar (|).)

For example, Superior Court of Ada County|12 N. Elm Street|Boise|99999.

If you are automating a fillable PDF template and you plan to save the assembled document as a fillable PDF, you cannot assign a bar code to a linked field. Instead, use a regular HotDocs field.

For information on changing the bar code specifications, see Understand Bar Code Settings.

To access the Field Properties dialog box, you can also right-click and select Field Properties from the shortcut menu.