9 Replies Latest reply: Jun 21, 2012 12:11 PM by Rob2Smith RSS

    Form for National Quote Template for Sales Staff

    Rob2Smith Community Member

      Guys/Gals,

      My thought is to make a PDF quote form that our sales guys can use. Here are the reasons:

       

      • Consistency
      • They frequently need to combine quotes with pdf brochures
      • Branding Protection

       

      Here are my questions:

       

      1. Once completed, can my sales guy save it as static to deliver to customer?
      2. Do form fields allow bullets?
      3. What is possible with distribute?
      4. What is possible with submit?
        • 1. Re: Form for National Quote Template for Sales Staff
          George_Johnson ACP/MVPs

          What PDF viewer (e.g., Reader vs. Acrobat) and on what OS (e.g., Windows vs. iOS) will your salespeople be using?

           

          1. Depends on your answer to above question. Acrobat can flatten a form and apply security. Reader can set fields to read-only and lock a document with a digital signature.

           

          2. Not automatic bulleting, but the user can always enter a bullet character. It might help to enable rich text formatting for the field to it can be a different color/size than the rest of the text.

           

          3 & 4: You need to clarify what you're looking for here.

          • 2. Re: Form for National Quote Template for Sales Staff
            Rob2Smith Community Member

            I think I can control that. They are all on Windows due to IT specifications and I could likely spec out a version of Acrobat Reader or Acrobat Pro if I had to.

             

            1a. What does flattened look like? Do the field highlights dissapear? How do you flatten one?

            1b. It might be cool to have it hosted on our intranet and done online. If so, I imagine it would mirror a standard reader experience. When locked to read only, what does that look like?

             

            1a&b. Perhaps if I understood how to do those two things... flatten and lock with signature, I could evaluate that for myself. I DO know how to sign a document.

             

            2. ok thanks and I did find the formatted text option

             

            3. Better question, what happens when you ditribute? Are you sending as a form to a list of people and emails?

             

            4. Better question, is this like a typical php form with an email action associated with submit?

             

             

            Thanks for the quick reply

            • 3. Re: Form for National Quote Template for Sales Staff
              George_Johnson ACP/MVPs

              When a form is flattened with Acrobat, the form field appearances are made part of the regular page contents and the interactive fields are removed. It looks just like it did before it was flattened, but the user is no longer able to interact with any form fields. You can flatten in Acrobat using PDF Optimizer, Preflight, or JavaScript. Here's a link to a JavaScript-based utility that you can install and test: http://www.uvsar.com/projects/acrobat/flattener/

               

              If you set the fields to read-only, it will look just like it did before. It would be easier for someone to change the field contents, which often makes this approach less desirable than flattening.

               

              When the last digital signature field in a document is signed, the user has the option of locking the document. You can also preconfigure a digital signature field so that it will lock the document when signed, it just involves a bit of JavaScript.

               

              When you distribute a form, the idea is that it gets send to a number of recipients, usually by email, so they can complete the form and submit/email the form back to you. You don't have to do this unless you want to use the data collection mechanism that's built into Acrobat (Tracker).

               

              A form can be set up to submit just the form data to a web server, and one of the data format options is "HTML", so the data is sent in the same way that an HTML form does.

              • 4. Re: Form for National Quote Template for Sales Staff
                Rob2Smith Community Member

                Thaks George. So, I will skip any distribution or submission processes.

                 

                Tell me if I caught this correctly:

                In the reader's process of securing the form, the sales person would sigitally sign the document which would lock the fields.  They will be printable and viewable by the customer they send the final file to. In addition, the customer could digitally sign the document as well as a form of acceptance. Question: When digitally signed, is that signature printable?

                 

                It seems the Acrobat pro process is cleaner and the best solution. That could be a fall back if they don't like the reader process.

                • 5. Re: Form for National Quote Template for Sales Staff
                  George_Johnson ACP/MVPs

                  The only signature field that can lock the document is the last one in the document. Once the file is locked, no further changes are allowed, so that would preclude the acceptance signature that you propose.

                   

                  Whether a signature appearance is printable is up to you since you can configure it to be printable or not.

                   

                  Also, note that Acrobat Standard is an option for you if you want to flatten the form. It doesn't not include Preflight or PDF Optimizer, but the JavaScript method will work. It is a bit less expensive than Acrobat Pro.

                  • 7. Re: Form for National Quote Template for Sales Staff
                    Rob2Smith Community Member

                    hmmm....

                     

                    Does any option of flatten allow you to pick and choose specific fields... not just types of form data?

                    • 8. Re: Form for National Quote Template for Sales Staff
                      George_Johnson ACP/MVPs

                      Yes, there are two ways. The first way is to flatten only certain pages. Field that aren't on those pages won't get flattened. The other way is to use the option of flattening only fields that are set to be printed. This capability is what makes the UVSAR Selective Flattener utility possible. A script can set the fields that you don't want to be flattened to non-printing, flatten the pages using the option to leave non-printing annotations (which includes form fields, links, comments, etc.) alone, and then set the fields back to the way they were in the first place.

                      • 9. Re: Form for National Quote Template for Sales Staff
                        Rob2Smith Community Member

                        I just saw that the script is free. Thanks for the help. It was invaluable.