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PDFs that can be edited by client

Community Beginner ,
Nov 11, 2020

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I have a client who wants a document template (15 or so pages) done in Acrobat that can be edited by them. I did the overall design and text in InDesign 2020, output it as a PDF and sent that to them. On their end they open it in Acrobat (full version) and highlight the placeholder text and type in their updated text for the latest proposal. Seemed easy but...sometimes the fonts default and sometimes they are fine. We are all using the same fonts (Avenir LT Pro 35 light, Avenir LT Pro 45 book, Avenir LT Pro 55 roman, Avenir LT Pro 65 medium) . Sometimes the font window goes wonkey or breaks into multiple text boxes and overlaps or distorts. They are PC and I am Mac. They don't use InDesign (they are not designers) and originally wanted it done in Word...but that also had issues with the design and text on their end. When researching this methond I was told it was fine if they were PC and I am Mac. So what are we doing that is causing problems? Is this not possible to use Acrobat this way? We are all using  2020 versions of Acrobat.

Adobe Community Professional
Correct answer by JR Boulay | Adobe Community Professional

In the PDF you should place editable texts in form fields, with the RTF option enabled.

This works fine (unlike Acrobat's edit tools, not made for this purpose).

 

In this form made with InDesign and converted to PDF, all blue areas are editable text fields (using a corporate font) or (import) image fields. Customers are very satisfied:

 

gvvar8EkGi.png

 

evleUMSlx3.png

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Create PDFs, Edit and convert PDFs, Print and prepress

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PDFs that can be edited by client

Community Beginner ,
Nov 11, 2020

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I have a client who wants a document template (15 or so pages) done in Acrobat that can be edited by them. I did the overall design and text in InDesign 2020, output it as a PDF and sent that to them. On their end they open it in Acrobat (full version) and highlight the placeholder text and type in their updated text for the latest proposal. Seemed easy but...sometimes the fonts default and sometimes they are fine. We are all using the same fonts (Avenir LT Pro 35 light, Avenir LT Pro 45 book, Avenir LT Pro 55 roman, Avenir LT Pro 65 medium) . Sometimes the font window goes wonkey or breaks into multiple text boxes and overlaps or distorts. They are PC and I am Mac. They don't use InDesign (they are not designers) and originally wanted it done in Word...but that also had issues with the design and text on their end. When researching this methond I was told it was fine if they were PC and I am Mac. So what are we doing that is causing problems? Is this not possible to use Acrobat this way? We are all using  2020 versions of Acrobat.

Adobe Community Professional
Correct answer by JR Boulay | Adobe Community Professional

In the PDF you should place editable texts in form fields, with the RTF option enabled.

This works fine (unlike Acrobat's edit tools, not made for this purpose).

 

In this form made with InDesign and converted to PDF, all blue areas are editable text fields (using a corporate font) or (import) image fields. Customers are very satisfied:

 

gvvar8EkGi.png

 

evleUMSlx3.png

TOPICS
Create PDFs, Edit and convert PDFs, Print and prepress

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141

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Nov 11, 2020 0
Adobe Community Professional ,
Nov 11, 2020

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Acrobat is not a editor like InDesign or Word.

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Nov 11, 2020 0
Community Beginner ,
Nov 12, 2020

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Yes, I am aware of that. Thanks.

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Nov 12, 2020 0
Most Valuable Participant ,
Nov 12, 2020

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Many people want to split work in this way, between two people who want to use different apps for their part of the work. Often PDF is seen as a kind of bridge. Sorry, no. This is doomed, disastrously so.
"When researching this methond I was told it was fine if they were PC and I am Mac. " Someone told you nonsense. Can you edit? Yes. Can you create a reliable workflow that satisfies you both? Not a chance.

Find an app you can BOTH work in, probably Microsoft Word and deliver your designs in that format, though if it is page layout based maybe MS Publisher. Solve the issues in that app - there will be many but they are probably solvable. Mainly it will be document reflow, both of you need to work within the constraints of Word's love of reflowing text.

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Nov 12, 2020 0
Community Beginner ,
Nov 12, 2020

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Yes, I understand. I advised against it ...But it was a client request so I had to try.

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Nov 12, 2020 0
Adobe Community Professional ,
Nov 12, 2020

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In the PDF you should place editable texts in form fields, with the RTF option enabled.

This works fine (unlike Acrobat's edit tools, not made for this purpose).

 

In this form made with InDesign and converted to PDF, all blue areas are editable text fields (using a corporate font) or (import) image fields. Customers are very satisfied:

 

gvvar8EkGi.png

 

evleUMSlx3.png

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Nov 12, 2020 0
Community Beginner ,
Nov 12, 2020

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THANK YOU so much JR. I will learn about this and try it out. I truely appreciate this advise and update how it goes.

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Nov 12, 2020 1
Community Beginner ,
Nov 14, 2020

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Hi Again JR -- I've been playing around with the form fields and I wanted to ask a few questions. 1) I want to confirm that if there is any text formatting difference then the text has to be in it's own text box so if a word needs to be bolded or italicized within a paragraph (like a title), it is not possible. Same with formatting a word in a different color. I think the answer is 'no' but hoping you might know a work around. 2) I 'export' the file as an "Interactive PDF"... but you mention to select "RTF enabled" option...where do I find that option?

 

I think your form field method would work except... my client has italics and bolded text within paragraphs making it a stumbling block. This a proposal template that uses the name of thier product throughout the documents. Sigh, lol

 

Thanks in advance for any insights 🙂

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Nov 14, 2020 0
Community Beginner ,
Nov 14, 2020

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Hi Again JR -- I've been playing around with the form fields and I wanted to ask a few questions. 1) I want to confirm that if there is any text formatting difference then the text has to be in it's own text box so if a word needs to be bolded or italicized within a paragraph (like a title), it is not possible. Same with formatting a word in a different color. I think the answer is 'no' but hoping you might know a work around. 2) I 'export' the file as an "Interactive PDF"... but you mention to select "RTF enabled" option...where do I find that option?

 

I think your form field method would work except... my client has italics and bolded text within paragraphs making it a stumbling block. This a proposal template that uses the name of thier product throughout the documents. Sigh, lol

 

Thanks in advance for any insights 🙂

(oops, I posted this first under my comment so...reposted under yours.)

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Nov 14, 2020 0
Adobe Community Professional ,
Nov 15, 2020

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See the sample field in this PDF: https://documentcloud.adobe.com/link/track?uri=urn:aaid:scds:US:f7b4d42e-c692-40ce-b088-dcbae895b470

 

You need Acrobat Pro, not InDesign:

 

Form maker side:

RTF1.png

 

 

User side, Paragraph options are under the "More…" button:

RTF2.png

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Nov 15, 2020 0
Community Beginner ,
Nov 16, 2020

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That WORKED!

JR Boulay is my "favorite person of the day" ( nice that it rhymes too)

All fun aside, thank you so much and my client thanks you too.

 

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Nov 16, 2020 1