Attach Variables to Fillable Fields

With HotDocs, you can automate a fillable PDF document. As you attach variables to each linked field in the template, HotDocs attempts to use field names and other properties from the underlying PDF field to create the variable. This includes assigning any formats specified in Adobe to the HotDocs field. For example, if the Adobe document uses a field named Signature Date and this field is formatted to appear in the mm/dd/yyyy format, HotDocs can attach a Date variable with the same name to the linked field and assign as its format mm/dd/yyyy.

As you create these variable fields, you can accept the suggested Adobe defaults, or you can set your own field properties. For best results, accept the suggested field formats when possible. If you save the assembled document as a fillable PDF, Adobe Acrobat or Adobe Reader tries to format the answer to fit the field. If the answer has text or properties Adobe does not expect, the field text may appear incorrectly.

When attaching variables to linked fields in a fillable PDF template, be aware of the following rules:

  • To determine what type of variable to create, HotDocs looks at the different formats assigned to the underlying fillable field. If the field has no formats, HotDocs suggests a Text variable. If the field uses formats, HotDocs tries to match the assigned format to its equivalent in HotDocs. For example, if the Adobe field uses a Number format, HotDocs suggests Number as the variable type. If the Adobe field has a telephone number format assigned to it, HotDocs suggests a Text variable with a telephone number pattern.
  • HotDocs requires users to follow a set of rules for naming variables. If a name assigned to an Adobe field breaks a rule, HotDocs will change the name to a valid one.
  • If an Adobe field is required or has a default answer assigned to it, HotDocs notes this in the Notes tab of the Variable Editor. (When HotDocs adds a note to the tab, it marks the tab using an asterisk (*) character.)
  • If an Adobe field has a Tooltip, HotDocs uses the Tooltip text as a variable prompt.
  • Adobe supports time fields that include seconds. It also supports date fields that include hours and minutes. Since HotDocs does not work with either of these types of formats, HotDocs creates a Text variable for the field and includes a prompt to instruct the user on how to enter the answer.
  • Calculated fields in a PDF file use a JavaScript expression to compute the actual value. When this field is converted to a HotDocs field, HotDocs places a commented-out copy of the expression in the Script field of the Computation Editor. You can use this expression as a guide for writing a HotDocs script that calculates the same value.

To attach variables to fillable fields using a wizard

  1. Edit a form template that uses fillable fields.
  2. Choose one of the following tasks for attaching a variable to a field:
    • Choose Create Variables from the Tools menu. HotDocs opens the Variable Field dialog box for the first field in the template that does not have a variable attached to it.
    • Select a field and click the Variable Field button. The Variable Field dialog box appears.
  3. Review the suggested variable type and name, and make any necessary changes.
  4. Click the Edit Component button. The Variable Editor appears.
  5. Review the properties assigned to the variable, including its format, prompt, and any other patterns, limits, or other options.
  6. Optionally, if the Notes tab shows an asterisk (*) in its label, click it to view any additional fillable field requirements.
  7. Click OK to close the Variable Editor,
  8. Click OK to close the Variable Field dialog box. The variable is created and attached to the field, and HotDocs moves to the next empty field on the form.
  9. Repeat this process for each field in the template.

To skip a field and not create a variable for it, click the Skip button on the Variable Field dialog box.