Check Form Fields for Answer Overflow
HotDocs can compare the size of a field and the length of the answer. If an answer uses more space than is available in that field, HotDocs warns you and lets you resolve the overflow. Your options for resolving the overflow include reducing the answer's font size, sending answers to the addendum, editing the answer, resizing the field in which the answer is merged, and overriding the field to enter a differently formatted answer.
After you complete an interview, you can manually check for answer overflow. Also, when you direct-fill assemble a form document, HotDocs automatically checks each field when you move to another field. Finally, when you print a document, HotDocs checks for any unresolved answer overflows.
To manually check for field overflow
- At the HotDocs library window, select a form template and begin assembling the document. (See Assemble a Text or Form Document.)
- After answering the questions in each dialog, click the Form Document tab to view the assembled document.
- Click Check for Overflow (Tools menu). HotDocs begins comparing the size of each field and answer.
- If an answer is too long, HotDocs selects the field and displays the Overflow Status dialog box. Information about the status of any answers that overflow is displayed at the top of the dialog box.
- Make adjustments as explained in the following table:
| To | Do This |
| Reduce the answer's font size to the minimum size allowed for the field | Select Shrink the answer to fit in the field. The answer's font size is reduced to a smaller point size. If the answer still doesn't fit in the answer field, you must choose another option for resolving the overflow. |
| Send the answer to the addendum and insert cross-reference text in the answer field | Select Send the answer to the addendum. The answer is moved to the addendum. HotDocs then merges text in the field that indicates the answer can be found in the addendum.
Select Split answer if you want only the part of the answer that doesn't fit in the field to be sent to the addendum. |
| Change the text of the answer, such as reduce the number of words in the answer | Click Edit. HotDocs highlights the field that contains the answer so you can edit the text.
Once you edit your answer, click back on the Overflow Status dialog box to have HotDocs the overflow. |
| Make the answer field larger | Click Resize. HotDocs selects the field so you can click one of its handles to resize it.
Once you resize the answer field, click back on the Overflow Status dialog box to have HotDocs recheck the overflow. |
| Override any settings or formats of the field and enter any text in the field | Click Override and enter the text you choose in the field.
Overriding a field does not change the original answer. In fact, HotDocs continues to use the original answer in any calculations or scripts that require it. It also saves the original answer to the answer file. Choosing to override a field simply allows you to define only the text that needs to appear on the form. Once you override the answer field, click back on the Overflow Status dialog box to have HotDocs recheck the overflow. |
| Resolve the overflow at a later time | Click Ignore. The Overflow Status dialog box is closed and you are able to work with other answer fields in the document. If you click on the overflowing answer field again, or if you check for answer overflow, you will be asked to resolve the overflow again |
| Resolve the overflow on your own | Choose Close. HotDocs highlights the overflowing field so you can change the answer in whatever way you choose |
Once you resolve the overflow, you can click Close to close the dialog box. Any other fields that overflow will display a similar dialog box.
You can prevent HotDocs from checking for field overflow during assembly. See Set Rules for Handling Answer Overflow for details.
Fillable PDFs do not support the creation of an addendum when a field overflows. This means that if a field in an assembled fillable PDF template overflows, the answer in the saved PDF document will simply appear cut off. Template users should always review and modify any answers that may potentially overflow before saving the assembled document as a fillable PDF.