Why PDFs Matter: An Introduction to the Portable Document Format
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PDFs and PDF forms: what they are and why they matter

PDFs: why they are essentials

PDF (Portable Document Format) is a file format developed by Adobe in 1991 to enable reliable digital document sharing and viewing.

The key benefits of PDFs are:

  • Preserve original formatting and layout across devices
  • Include text, images, links and other content
  • View and access on any operating system or web browser

Before PDFs, transferring documents digitally was problematic - formatting and content could easily become distorted. PDFs solved this by ensuring a completely consistent experience regardless of the viewing environment.

As Bob Wulff, Adobe’s Senior VP, stated, “PDF allows the user to precisely view a file - down to the pixel, of what the author intended.”

This reliability and fidelity made the portable document format wildly popular. PDFs revolutionized digital documentation and remain a universal standard for document sharing today.

PDFs stay relevant in the Metaverse Age

Today, PDFs are a common file format in our digital world, found in smart offices, remote healthcare, virtual classrooms, and metaverse businesses. This widespread use began in 2008 when Adobe revolutionized digital documents by enabling free creation and secure sharing.

PDFs are widely used across industries, from sharing company memos and e-magazines to virtual sales presentations. While most people know how to use and open them, we often overlook the potential to explore this familiar file format in depth.

In the Metaverse Age, PDFs can store not only static information but also integrate multimedia content, IoT data, and AI analysis to provide immersive experiences. Through smart contracts, PDFs can enable encrypted content transactions and copyright protection. As extended reality and digital twin technologies evolve, PDFs are transforming into innovative information carriers, offering new opportunities across sectors.

Pro Tip: Tools like PlatoForms can transform your static PDFs into interactive online forms. With features to add fields, pages, and data, you can easily enhance your original PDFs for a more dynamic online experience.

PDF power: the top advantages

PDF is one of the most used and well-known file formats because of its numerous features you cannot find in other file formats—so, what are these unique advantages?

Compact and space-saving

PDFs make file sharing and data management a breeze by compressing loads of information into a small file size. They save space on your device and are easy to share online and offline.

Secured

PDFs offer robust security features, including password protection, ensuring your files remain private and protected from data leakage.

Convenient

PDFs maintain their formatting across all devices, so you don’t have to worry about compatibility issues. They can be opened easily on any browser, smart device, or computer.

Versatile

PDFs can contain text, images, links, videos, and more in a single file. They’re perfect for sharing forms, presentations, magazines, portfolios, and other documents.

Accessible

PDFs are easy to share via links or downloads, making them accessible on any device, including smartphones.

Small file size

Despite their ability to include high-quality graphics and multiple pages, PDFs maintain a small file size, making them easy to upload, download, and share.

Continuously improving

PDF technology has evolved over the years, allowing for more features and functionalities, with even more advancements expected in the future.

Widely known

Most people are familiar with PDFs, so there’s no need to train others on how to use, share, or open them. They are a universally recognized and user-friendly format.

The downsides of PDFs

Since PDF was launched in the early 1990s, it has helped many organizations manage data and go paperless. With its accessibility, versatility, and convenience, PDFs undoubtedly offer comfort and ease. However, like any other software tool and file format, PDFs have their drawbacks.

Not editable

One major disadvantage of PDFs is that they are not originally editable. To modify a PDF file, you need a PDF editor, which often comes with a cost. Additionally, not all PDF editors are user-friendly and may require time to learn.

Costly editors and converters

Editing and converting PDFs can be expensive. While there are many tools available, finding an affordable one can be challenging.

Limited compatibility with Linux and UNIX

PDFs are primarily compatible with Mac and Windows operating systems. Linux and UNIX users may need additional tools to open, create, and read PDF files. Some PDF tools for Linux include:

  • Okular
  • Foxit Reader
  • XPDF
  • GNU GV
  • Mupdf

Navigation issues

PDFs with small fonts can be difficult to navigate. Users may need to zoom in and out frequently to read or search for specific data, especially on smaller screens like smartphones. This can make viewing the entire page challenging.

Despite these disadvantages, PDFs remain one of the most used and favored file formats among computer users today. The decision to use this file format ultimately depends on your needs and preferences.

The birth of PDF forms: ending the paper trail

Imagine an office in the 1990s, drowning in paperwork. Every little task - vacation requests, project bids, you name it - required printing out forms, filling them in by hand, then passing them around or mailing them off. What a slow, error-prone, paper-wasting headache!

In this environment, Adobe introduced PDF forms, a significant innovation. PDF forms allowed users to fill out and complete all kinds of forms digitally within the PDF file itself. No more printing, no more handwriting - just type it right in. Genius!

PDF forms had some major advantages:

  • Fillable - Users could type text, check boxes, make selections right in the document.
  • Smart Fields - Forms could have read-only fields, calculations, validations to ensure accuracy.
  • Eco-Friendly - No printing or repeated processes meant saving tons of paper.
  • Secure - PDFs provided various security protections for safe info transfer and storage.
  • Compatible - Any device with a PDF reader could quickly fill out and process the forms.

From that point on, PDF forms spread like wildfire as a crucial digital transformation tool. They solved countless paper headaches across every industry, saving organizations and individuals immeasurable time and resources.

Today, PDF form capabilities integrate with cloud, mobile, e-signatures and more - continuing to innovate the paper-free revolution that Adobe started years ago. What began as a solution to clunky paper processes ended up signaling the demise of the paper era altogether, ushering in a new age of streamlined, intelligent, digital workflows.

Should your business/organization use PDF forms?

From big corporations to humble non-profits, PDF forms swoop in to save the day for organizations across countless industries. Here are some businesses where these document superheroes work their magic:

  1. Financial fortresses
    Banks, insurers, investment giants - these financial fortresses handle tons of sensitive data. PDFs are their trusty sidekicks for secure account openings, claims, and contracts.

  2. Healthcare heroes
    Hospitals, clinics, doctor’s offices - the healthcare heroes wield PDF powers for patient intakes, medical histories and ensuring HIPAA-compliant record keeping.

  3. Government guardians
    These civic crusaders at federal, state and local levels rely on PDF forms to brave the paperwork storms of applications, permits and licenses.

  4. Legally binding Forces
    The legal eagles at law firms can’t fight their documentary battles without the PDF form backup for client onboarding, contracts and court filings.

  5. Educational excellences
    Schools, colleges, universities - these educational excellences use the PDF form utility belt for student applications, financial aid, registrations and more.

  6. Real estate rangers
    Finding the perfect home needs PDF form power! Real estate rangers use them for listings, leases and all kinds of property pioneering paperwork.

  7. Corporate commanders
    The HR heroes across companies big and small depend on mighty PDF forms for hiring, onboarding, benefits - the foundation of organizational order!

  8. Charitable champions
    The compassionate non-profit and charity champions leverage PDF donation forms, volunteer registrations and event sign-ups to spread goodwill.

  9. Shipping superheroes
    Those packing and delivering our precious parcels - the logistics and transportation superheroes - wield PDF powers for shipment docs, customs forms and more!

  10. Industrial titans
    The manufacturing and construction titans building our cities use PDF forms as part of their operational armor for orders, safety checks and more.

So whether you’re a bank, hospital, government body or any other established entity, PDF forms are the document superheroes ready to support your mission! Embrace their powers for a smoother workflow.

The drawbacks of traditional PDF form creators

Complexity and high costs

Premium PDF form tools like Adobe Acrobat are often complex beasts to tame, with steep learning curves for non-technical users. Their advanced features also come at a premium price, with licenses potentially running into the hundreds per user.

Limited customization

While you can add pre-built form fields, the ability to fully customize the look and behavior of forms down to the pixel level is restricted. This limitation can hamper brands seeking truly unique, on-brand form experiences.

Lack of integration
As stand-alone desktop tools, traditional PDF form creators lack deep integration with other business software and cloud platforms. Automating form workflows and transferring data becomes an uphill task.

Poor mobile experience
Though viewable on mobile, PDF forms generally provide subpar experiences on smaller touchscreens. Users have to do tedious pinching, zooming, and cumbersome input methods.

No live data flows

Static PDF forms cannot dynamically integrate live data from external sources like web services or databases. All form data Entry has to be manual.

Limited analysis capabilities

While form submissions can be exported to spreadsheets, these PDF tools miss built-in analysis features to easily visualize data and gain insights from response patterns.

As customer needs evolve, the drawbacks of traditional PDF form builders are becoming glaringly apparent. Many organizations are making the shift to more modern, code-free form solutions to overcome these limitations.

An online form tool/builder/creator is a web-based application that allows users to create, customize, and manage digital forms that can be filled out online. These tools often include features such as drag-and-drop form fields, templates, and integration with other software and services for data collection and analysis.

Online form builders vs. traditional PDF forms: key differences

Discover how online form builders differ from traditional PDF forms and why they might be the better choice for your needs.

Accessibility

  • Online form builders: Forms are accessible from any device with internet access. Users can fill out and submit forms directly through a web browser, on their PC or mobile phone.
  • PDF form creators: Users may need to download and open PDF files using specific software, such as Adobe Acrobat Reader.

Ease of use

  • Online form builders: Often designed with user-friendly interfaces, allowing for easy drag-and-drop form creation without requiring extensive technical skills.
  • PDF form creators: May require more technical knowledge to create and manage forms, especially for advanced features.

Interactivity

  • Online form builders: Can include interactive elements like conditional logic, which changes the form dynamically based on user input.
  • PDF form creators: Limited interactivity, typically restricted to basic form fields and static content.

Integration

  • Online form builders: Easily integrate with other online services such as databases, CRM systems, email marketing tools, and payment processors.
  • PDF form creators: Integration with other services is more complex and often requires additional software or manual processes.

Real-time collaboration

  • Online form builders: Multiple users can collaborate on form creation and editing from a centralized online platform.
  • PDF form creators: Collaboration is less seamless and often requires sharing and merging multiple versions of the PDF.

Data collection and analysis

  • Online form builders: Automatically collect and store form responses in a centralized platform, enabling downloading submissions from the dashboard and integration with other applications to transfer data.
  • PDF form creators: Data collection usually involves manually extracting and processing responses from returned PDFs.

Updates and maintenance

  • Online form builders: Updates are handled by the service provider, ensuring the tool is always up-to-date with new features and security patches.
  • PDF form creators: Users must manually install updates and ensure compatibility with their systems.

Cost

  • Online form builders: Often available through subscription models with various pricing tiers based on features and usage.
  • PDF form creators: Typically require a one-time purchase or subscription for software like Adobe Acrobat.

Overall, online form tools offer more flexibility, ease of use, and integration capabilities compared to traditional PDF form creators like Adobe Acrobat.

How to maximize the use of PDFs with PlatoForms

PlatoForms makes converting PDFs into interactive forms easy. Just drag and drop your PDF, and it will automatically create editable fields. You can add or modify fields as needed. Plus, our form editor lets you create online PDF forms or web forms from scratch.

We provide a list of tips to help you make the most of your PDF files.

Now, let’s explore some key highlights of PlatoForms.

Convert PDFs to online forms

Many companies start with Google Forms and Adobe for their form needs, but they quickly hit limitations. Google Forms lacks customization for professional branding, while Adobe is often too complex and expensive.

Imagine XYZ Corp, relying on PDFs for their forms. They need their forms to look professional and integrate seamlessly with tools like Slack and Google Drive. Google Forms can’t provide the needed customization, and Adobe is overkill.

That’s where PlatoForms comes in. XYZ Corp discovered that with PlatoForms, they could easily convert their PDFs into online forms while preserving the original design and layout. This meant their forms looked professional and consistent with their brand image.

PlatoForms offered advanced features like automated workflows, data validation, e-signatures, and more, making the forms more efficient and user-friendly. Security was also top-notch with encryption, password protection, and two-factor authentication (2FA).

In the end, switching to PlatoForms improved the usability of their forms, saved time and resources, and provided seamless integration with other business tools, transforming their workflow into a more efficient and professional process.

In summary: PlatoForms is a powerful online tool that effortlessly converts PDFs into interactive web forms. Just upload your PDF, and PlatoForms does the rest, turning it into a user-friendly web form to streamline your workflow.

Streamline data entry with Master Forms

Master Forms in PlatoForms transform how you handle data entry. By creating a single Master Form with all essential fields and linking it to multiple PDFs, you streamline the process—one form submission automatically fills out all related documents. This eliminates repetitive tasks and reduces errors, significantly boosting efficiency.

Unlike traditional form tools, which often require manual re-entry and multiple steps, Master Forms offer a macro-level improvement by consolidating data handling into one seamless process. This innovation not only saves time but also enhances accuracy and simplifies management. For more information, see our user guide.

Multi-person collaboration with Workflows

PlatoForms simplifies multi-person form-filling by breaking a long form into manageable steps. Each person fills out their part, and data automatically merges into a single form. For instance, in a car sale process, the customer, salesperson, and manager each complete their sections in sequence.

Customize your workflow to fit your needs—choose fresh starts or data overlaps between steps, and mix web and PDF forms. Track all workflow submissions and receive notifications through the Submissions page.

In summary, PlatoForms makes multi-person collaboration easy and organized. For details, check out our user guide on collaborating with workflows.

Create pre-filled invitation PDF forms

Filling out forms can be tedious, but you can make it easier and faster with pre-filled invitation forms. This feature automatically populates certain fields with data, saving users time and reducing errors. Imagine your users receiving a form where their details are already filled in— all they need to do is review and click “Submit”.

To implement this, start by converting your PDFs into fillable online forms using a tool with pre-filling capabilities. This will not only make the form completion process smoother but also boost completion rates. Whether for orders, applications, or reservations, pre-filled forms simplify tasks and enhance user experience. For more details, check out our video tutorial.

Streamline worklfow with integrations

Integrating online forms with third-party tools like Slack, Google Drive, and Stripe can significantly streamline your workflow.

By connecting your online forms to these applications, you can automate notifications, securely store data, and process payments more efficiently.

For instance, you can set up Slack notifications to alert you whenever a user submits a form, or use Google Drive to automatically save responses.

This integration not only saves time but also helps establish a more organized and standardized process, making your operations smoother and more efficient. For more information on how to connect your PDF forms to various tools, check out this guide.

Maximize efficiency with PlatoForms APIs

PlatoForms offers various APIs to make your workflow smoother and more efficient. These APIs help automate tasks, reducing the need for manual data entry and cutting down on errors.

You can easily connect your forms with other software, like CRM systems and email marketing tools, for a seamless workflow. Real-time data sync keeps your information accurate and up-to-date.

The flexibility of APIs allows you to customize forms to fit your business needs. As your business grows, API integration helps you manage more data and complex tasks effortlessly.

By automating processes and connecting with existing systems, APIs enhance the experience for both you and your users. With PlatoForms’ multiple APIs, integrating your forms with various applications has never been easier.

Simplify form invites with email template

Using email templates for online forms streamlines your process and enhances efficiency. Templates ensure consistent, professional communication, saving time and reducing repetitive tasks.

Customization makes emails more relevant and engaging, while tracking and analytics help you monitor performance. Automation handles invitations and reminders, minimizing manual follow-ups.

With PlatoForms, you can set up email templates once and automatically send personalized invites to new leads, making your communication effortless and effective.

Collect sensitive info with HIPAA-compliant forms

Keeping personal information secure is crucial, especially in healthcare and insurance. That’s why PlatoForms offers HIPAA-compliant online forms. Collect sensitive data without compliance worries for your team.

All your forms will meet strict HIPAA standards. We also provide full legal coverage by signing a Business Associate Agreement (BAA). Creating a HIPAA-compliant form is easy with our user-friendly builder—simply upload your PDF documents, and you’re all set.

Automatically save your forms

Have you ever experienced designing your forms and your computer suddenly crashed? To make it even worse, you also forgot to save your online form. Meaning you have to restart building your PDF forms from scratch. What a waste of time, isn’t it?

Thankfully, you can now create and design online PDF forms without worrying if you saved them or not. Innovation brought us form creators that don’t need you to click the save button. They automatically save every change you make, so you can convert your forms to online PDFs or create your PDF forms without fear of losing what you started.

Manage form availability and expiry

With PlatoForms, you can schedule your online forms to be available only during specific dates and times, and automatically expire after a set duration. For instance, if you have forms for events or special dates, you can control their accessibility and duration.

Imagine you create a form for a seven-day giveaway campaign. To prevent entries after the campaign ends, set the form to expire automatically after seven days. This ensures your forms are only usable within your desired timeframe. PlatoForms makes it easy to manage the availability and expiration of your online forms efficiently.

Read more: How to manage form availablity and expiration.

Forget about needing Adobe or complex tools to create online forms. With PlatoForms, you can effortlessly convert PDFs into editable forms, set notifications, and automate the form-filling process.

Start making the most of your PDFs with PlatoForms. Easily create and convert PDF forms into fillable online forms, design master data forms, and create workflows.

Embrace the future of document management and boost your business efficiency with PlatoForms!

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