Best way to collect data from pdf form

[DigitalChickster]

Hi all! I've created many fillable forms using InDesign and Acrobat. But... I've never known how a client can take that form and collect data from the responses. I have a new client who wants to do this. There won't be a huge amount of responses... maybe 200. What is the most efficient way for her to be able to take the responses from the forms and collect the data in them?

Let me know if I left out some vital information that will help me get my question answered.

Thanks so much.

julie

[George_Johnson]

It depends on whether your client has Acrobat, as opposed to Reader, and how the forms will be returned by the users to your client. It also depends on what the users will be using to fill-in and save the forms. If you have any more information about any of this, it will be helpful in discussing the various options.

[DigitalChickster]

I will find out.. .thanks!

[DigitalChickster]

OK, so everyone filling in the forms will be using Reader.

I believe my client has access to Acrobat (the paid version). I am confirming that.

They want to have the forms emailed back to them directly... then (somehow) get the data from the forms into an Excel file.

Is this possible without buying special software (other than Acrobat)?

Let me know if I need to ask  more questions. Thanks.

[George_Johnson]

Acrobat has a feature (Merge Data Files into Spreadsheet) that will export the form data from a collection of filled-in forms to a data file that can be opened in a spreadsheet. The format it uses is comma separated values (CSV).

If you want a more flexible approach, you can use a script to do the same. You;ll be able to exclude any fields that aren't needed, output the fields in a particular order, and do any needed data manipulation (e.g., convert "Off" values of check boxes to blank). You can also output to tab-delimited format, which is easy to generate, particularly because text field normally won't include tab characters. It's also easily imported into a spreadsheet, whereas CSV files seem to be more problematic when imported.

[DigitalChickster]

Thanks, George. How would I find out more about creating a script?

[DigitalChickster]

I'm thinking a script might over complicate things. I've been playing around with the "Export PDF" function in Acrobat, and I think that will work. Is there a way to export ONLY the data collected... not everything in the pdf? Right now it's exporting everything from the form... the data and the text originally on the form.

[George_Johnson]

That isn't the method that I mentioned. The exact steps depend on what version of Acrobat you're using, but in Acrobat DC you'd select: Tools > Prepare Form

and then in the right hand panel, select: More > Merge Data Files into Spreadsheet

and you will be prompted to select one or more PDFs.

[DigitalChickster]

Thanks! I actually figured that out by trial and error. It does exactly what we need it to do. Thanks for your help!

julie