Convert Answers on the Form to Bar Code Format

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.)

To create a bar code using predefined text

  1. Edit a form template. (See Edit a Saved Form Document.)
  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.

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.