1
Step-By-Step Guide To Cost
Effectively Deploying
Intelligent PDF Forms With
Adobe® Reader® Extensions
Abstract
PDF forms have emerged to be the standard in
government and business. To take full advantage of PDF
forms, an understanding of how they are used today and
the hidden features that can be turned on inside them is a
necessity. Included is a case study of OppenheimerFunds
Inc. taking advantage of intelligent PDF forms.
Step-By-Step Guide To Cost Effectively Deploying Intelligent PDF Forms
2
Overview
It has been estimated that US businesses spend about $1B a year
designing and printing forms. Despite the proliferation of the Internet,
many organizations are just beginning to make the transition from paper
forms to Internet hosted forms.
Many companies, organizations, and government agencies use Adobe®
Acrobat® to convert their paper forms to PDF (Portable Document
Format) forms, which can be accessed over the Internet or via e-mail. If a
PDF form includes form fields (for example, text fields, buttons, list
boxes), you can fill the form on-screen with an Adobe product (such as
Adobe® Reader®, Acrobat® Professional, or Acrobat® Standard).
Each of these Adobe® PDF products are capable of different levels of
form functionality. When you need to offer intelligent forms to the general
public, who may only have the Free Adobe Reader, Reader Extensions
become the best option.
LiveCycle™ Reader® Extensions allow organizations to unlock advanced
forms-processing features within the free and ubiquitous Adobe®
Reader® software at no extra cost to end-users. When a rights-enabled
PDF document is opened, users can access advanced features such as
digital signatures, and offline save. Once the document is submitted or
closed, these special rights are disabled until the user receives another
rights-enabled PDF file.
(Additional functionality turned on in Adobe Reader by LiveCycle Reader Extensions.)
You can use Adobe LiveCycle Reader Extensions to create a rightsenabled PDF form that enables Adobe Reader users to comment on, fill,
save, distribute, submit, and add digital signatures to the form. When the
user open a rights-enabled PDF form in Adobe Reader, a dialog box
appears outlining the extended capabilities of the PDF file.
Step-By-Step Guide To Cost Effectively Deploying Intelligent PDF Forms
3
Why Add Adobe LiveCycle Reader Extensions to Your
PDF Documents?
By design, selected features and functions, normally used in Acrobat
Professional and Acrobat Standard are disabled within the free Adobe
Reader. Unfortunately, not everyone has the full Adobe Acrobat software
however; over 800 million people have a copy of Adobe Reader.
Therefore, the ability to distribute PDF documents that activate Adobe
Acrobat like functionality in the free Adobe Reader is of great value.
How Adobe LiveCycle Reader Extensions works?
The Adobe LiveCycle Reader Extensions solution consists of two
components: the server software and the Adobe Reader universal client.
The LiveCycle Reader Extensions server software is one of the Adobe
intelligent document services that enables organizations to create and
integrate intelligent documents with their enterprise applications and
business processes. The server software assigns usage rights to
electronic documents created by PDF authoring programs such as Adobe
Acrobat or Adobe Form Designer. The Adobe Reader universal client
detects usage rights embedded in PDF documents and activates
whatever hidden functionality is authorized by the embedded rights.
Organizations can assign usage rights to PDF documents with a Web
browser interface or through a programmable API. The Web browser
interface is ideal for manually assigning rights to a small number of
documents or forms one at a time. The Web browser interface can be
accessible from anywhere in the organization, so any authorized user of
Reader Extensions can assign usage rights, with no special technical
expertise required. For advanced users, a programmable API enables
assigning rights to a large number of documents in an automated batch
process.
Either through the Web interface or API, authorized users can also
customize a message that will appear on screen when the end user
opens the rights-enabled Adobe PDF document. Authorized users with
administrator authority also can manage the accounts of other users,
reset the forms counter, and set the link that takes respondents to a page
where they can download the latest version of Adobe Reader.
As an alternative to acquiring, installing and maintaining the LiveCycle
Reader Extensions server, Adobe has licensed North Carolina based
FormRouter Inc, to activate usage rights in PDF documents and forms as
a for-fee customer service. FormRouter’s subscription services allows
individuals with no technical experience to deploy PDF documents as
secure, Internet hosted forms, in minutes, with no programming and no
hardware installation.
Step-By-Step Guide To Cost Effectively Deploying Intelligent PDF Forms
4
Where did Adobe LiveCycle™ Reader® Extensions
come from?
The IRS is a major distributor of PDF printable forms. When they decided
to add fill-able fields to these forms, they collaborated with Adobe to offer
local save functionality for users who only had access to the free Adobe
Reader®. This need to deliver more functionality to users of the free
Adobe Reader® lead to the development of
the Adobe LiveCycle™ Reader® Extensions
Server.
Although you cannot electronically submit
filled PDF forms to the IRS, the IRS now
provides rights-enabled PDF forms so you
can save filled form information using the free
Adobe Reader®.
What specific functions can Adobe LiveCycle
Reader Extensions enable?
External users who access a rights-enabled Adobe PDF document can
save the file to their local hard drive, fill out form fields onscreen, and
share the document with others to review using intuitive mark-up tools like
electronic sticky notes, highlights, and text strikethroughs.
Users can enhance security in their communications by signing, certifying,
and authenticating their documents using industry-standard technologies
from Geotrust®, VeriSign®, Entrust®, and other public key infrastructures
(PKIs). They can then submit the completed file electronically with
confidence.
The special rights we will review in more detail include:
1. Allow completed forms to be saved locally (with form data).
2. Allow users to sign documents with a digital signature.
3. Allow completed PDF forms to be sent via E-Mail.
4. Take advantage of file attachments and media clips.
5. Capture 2-D barcodes without Adobe encryption.
6. Add and delete fields with JavaScript.
7. Create new pages via templates.
8. Utilize Web services (SOAP calls).
9. Export and import form data.
10. Add comments and field data at the same time.
11. Submit entire forms to a server.
Step-By-Step Guide To Cost Effectively Deploying Intelligent PDF Forms
5
1) Allow files to be saved locally (with form data)
This is the most popular reason for Reader Extensions. Local save allows
a form to be completed in an online, offline or mobile environment. The
ability to save a form to the user’s hard disk (with form data) allows long
forms to be filled out over time.
The Adobe End User License Agreement (EULA) for Adobe
Reader specifically prohibits users from saving documents to a
local hard drive unless Reader Extensions have been added.
Specific reference regarding the use of the Adobe Reader, for
the purpose of saving data to a local drive can be found in
Paragraph 2.5:
You are not authorized to integrate or use the Software with any (a) plug-in software not
developed in accordance with the Adobe Integration Key License Agreement or (b) other
software or enhancement to programmatically interface with the Software for the
purpose of (i) saving data locally (on the same Computer), except when allowed through
the use of Document Feature(s) that have been activated using enabling technology from
Adobe, (ii) creating a file that contains data (e.g., an XML or comments file), or (iii)
saving modifications to a PDF file.
A number of products may be found on the Internet that claims to allow
users to fill and save PDF forms using the free Adobe Reader. The
deployment of documents using this technology may place the person
filling the form in violation of the Adobe Reader EULA. A copy of the
Adobe Reader® EULA may be found at:
http://www.Adobe.com/products/acrobat/acrreula.html
2) Allow users to sign documents with a digital
signature.
People have traditionally used hand written signatures as a means of
informing others that the individual signing the document has read,
understood and agreed to the terms set forth in the document. Adobe®
LiveCycle Reader Extensions supports the application and use of digital
signatures by individuals using the free Adobe Reader.
An Acrobat signature in a document is bound to
that document in such a way that altering the
signed document or moving the signature to a
different document invalidates the signature. This
security eliminates the need for paper copies of
documents and can speed the processes
involving documents that require signatures.
Step-By-Step Guide To Cost Effectively Deploying Intelligent PDF Forms
6
3) Allow completed PDF forms to be sent via E-Mail.
For simple workflows, e-mailing PDF forms is an easy-to-deploy solution.
Unfortunately, the free Adobe Reader will only e-mail the data (FDF
format) – not the completed PDF form. When Reader Extensions are
added to the document, your users can e-mail the completed PDF form.
While e-mail is often the most convenient and
simple way to pass completed PDF documents, the
approach has certain limitations regarding security
and reliability. Documents passed through e-mail
are not secure and should not include credit card
information, social security numbers or other
sensitive information.
In addition to security risks, using e-mail (as
apposed to a secure CGI script or form routing services) exposes the
document to delivery interruptions from well-intentioned SPAM filters.
SPAM filters scan inbound e-mail (and their attachments) searching for
words and word patterns that might identify know or suspected SPAM
traffic. The choice or combination of words your users’ type into the form
could predestine your inbound form to end up in the SPAM trashcan.
4) Take advantage of file attachments and media
clips.
File attachments are actually files embedded within the PDF file, similar to
attachments in e-mail messages. File attachments are normally used
during the authoring or mark-up and review process to attach auxiliary
files to a PDF and package them up with the PDF for easy distribution.
This makes PDF documents a transport container for other files.
If you open a PDF document that has files attached, the
Attachment icon appears in the status bar at the bottom of the
Adobe Reader window. Attached files are listed in the
Attachments tab in the navigation pane. You can open these
files for viewing, edit the file attachments and save your
changes to the file attachment.
If a PDF document has been assigned additional usage rights,
Adobe Reader users can attach files, edit attached files, and
save your edits. A description of each attached file appears in
the Attachments tab of the navigation pane.
Step-By-Step Guide To Cost Effectively Deploying Intelligent PDF Forms
7
5) Capture 2-D barcodes without Adobe encryption.
Adobe LiveCycle Bar-coded forms help bridge the paper-to-digital divide
by providing an evolutionary path to electronic form processing. Using
this solution, form designers can create one interactive Adobe PDF form,
which end users can fill online and electronically submit or print,
complete, and return by mail or fax. As end users complete the PDF
form, the Adobe Reader dynamically updates the 2D barcode with usersupplied information. Form end users can then return the completed form
electronically, by fax, or by mail.
The Adobe solution employs the industry-standard Portable Data File 417
barcode format, which is a widely accepted 2D barcode format within
government, financial services, and other forms intensive markets.
When a user uses Adobe Reader to fill in an Adobe Bar-coded form, the
data within the bar-code is encrypted. The Adobe Bar-coded Paper
Forms Decoder is required to extract the user-supplied information from
the form.
Adobe LiveCycle Reader Extensions allows form designers to assign a
2D barcode usage right, enabling bar-coded forms to be processed using
third-party bar-code solutions (the embedded data is no longer
encrypted).
A separate Adobe LiveCycle Reader Extensions license is required to
apply 2D barcoded usage rights.
Step-By-Step Guide To Cost Effectively Deploying Intelligent PDF Forms
8
6) Add and delete fields with JavaScript.
One of the easiest and most powerful ways to customize PDF files is by
using JavaScript. JavaScript can be used to implement objects, methods,
and properties that enable you to manipulate PDF files, produce
database-driven PDF files, modify the appearance of PDF files, and much
more. JavaScript can tie code to a specific PDF document, a page, field,
or button within that document, or a field or button within the PDF file, and
even to a user action.
LiveCycle Reader Extensions sets permissions within a PDF document
that would otherwise be disabled. JavaScript actions enabled by Reader
Extensions include:
• Form: fill-in and document full-save
• Form: import and export
• Form: add and delete
• Form: submit standalone
• Form: spawn template
• Signature: modify
• Annotation: create, delete, modify, and copy
• Annotation: import and export
• Form: barcode plain text
• Annotation: online
• Form: online
• Embedded File: create, delete, modify, copy, and import
For rights-enabled documents, certain editing features normally available
within the Acrobat Standard and Professional products will be disabled.
This will ensure that the user does not inadvertently invalidate the
additional usage rights in a document under managed review before
passing the document to an Adobe Reader user for further commenting.
Additional documentation regarding JavaScript support can be found in
the JavaScript Guides and JavaScript Specifications available from
Adobe.
Acrobat JavaScript Scripting Reference (Acrobat 7.0) (PDF: 4.86M)
Acrobat JavaScript Scripting Guide (Acrobat 7.0) (PDF: 1.95M)
Acrobat JavaScript Scripting Reference (Acrobat 6.0) (PDF: 2.28M)
Acrobat JavaScript Scripting Guide (Acrobat 6.0) (PDF: 1.06M)
The documents can be found at:
http://partners.Adobe.com/public/developer/pdf/topic_js.html
Step-By-Step Guide To Cost Effectively Deploying Intelligent PDF Forms
9
7) Create new pages via templates.
Acrobat JavaScript defines a template object that supports interactive
form architectures. In this context, a template is a named page within a
PDF document that provides a convenient format within which to
automatically generate and manipulate a large number of form fields.
These pages contain visibility settings, and can be used to spawn new
pages containing identical sets of form controls to those defined within the
template.
Using Acrobat, form designers can identify a page in the
document as a template, which can then be used to dynamically
generate a new form or duplicate pages on the fly. Templates
are not supported in Adobe Reader unless the document has
had Reader Extensions enabled.
With Reader Extensions enabled, users can build a form that
dynamically creates another form. Templates allow the user to
fill out as many form pages as needed.
Reader Extensions only works for spawned pages. Spawning page
overlays are not supported.
8) Utilize Web services (SOAP calls).
The SOAP object can be used to make remote procedure calls to a server
and invoke Web Services described by the Web Services Description
Language (WSDL), and supports both SOAP 1.1 and 1.2 encoding. Its
methods are available from Acrobat Professional, Acrobat Standard, and
for documents with Form export rights open in Adobe Reader 6.0 or later.
The SOAP object makes it possible to share comments remotely and to
invoke Web Services in form field events. It provides support for rich text
responses and queries, HTTP authentication and WS-Security, SOAP
headers, error handling, sending or converting file attachments,
exchanging compressed binary data, document literal encoding, object
serialization, XML streams, evaluating XPath expressions, performing
XSLT conversions on XML documents, and applying DNS service
discovery to find collaborative repositories on an Intranet. Web Services
allow programs to send data and retrieve results through the web.
Step-By-Step Guide To Cost Effectively Deploying Intelligent PDF Forms
10
9) Export and import form data.
PDF forms have always been able to import and export form field data
using Acrobat. Adobe Reader users cannot access the export or import
menus unless the PDF document has
had the LiveCycle™ Reader Extension
usage rights assigned.
If the PDF document has enabled
usage rights, Adobe Reader users can
export the form data as a tabseparated text file, Forms Data Format
(FDF), or in XFDF (XML-based FDF
files).
The formatted files can be used to
import data from the original PDF document into another form if that form
has fields with the same names.
You can also import file data from a text file. Each row in the text file must
be tab-delimited to create columns, as in a table. When a row of data is
imported, each cell becomes the value of the form field that corresponds
to the column name.
10) Add comments and field data at the same time.
A comment refers to a note, highlighting, stamps, and any other markup
that you've added to an Adobe PDF document using the commenting
tools. A note is the most commonly used comment. In Adobe Reader,
you can add comments only if additional usage rights that
enable commenting are added to the PDF document.
Acrobat 7 Professional allows document creators to enable
commenting tools and features in the free Adobe Reader® 7.
This allows colleagues and clients to participate in document
reviews even if they don't have the full Acrobat software. If
comments are enabled with Acrobat 7 Professional, the form
fields will become deactivated.
Adobe Reader® 6 users can highlight text, add stamps, and
attach files and sticky notes if the document has had Reader
extensions enabled. Adobe Reader users can enable comments and fillable fields in the same Reader Extended document.
Step-By-Step Guide To Cost Effectively Deploying Intelligent PDF Forms
11
11) Submit entire forms to a server.
The Submit Form action can be assigned to an Acrobat button to send
form data to a Web server by specifying a Uniform Resource Locator
(URL). The HTML export format is the only Submit Form action available
unless the document has had Reader Extensions enabled.
If you use file attachments and digital signatures
you will need to submit the entire PDF forms to a
server. Reader Extensions are required to submit
entire forms to server.
If you want to use an Adobe PDF form to collect
information over the Web, you need to have a
Common Gateway Interface (CGI) application on a
Web server to route data to a database. Setting up
a CGI application on a Web server is usually done
by a network administrator.
Alternatively, FormRouter’s subscription services
allows individuals with no technical experience to
deploy PDF documents as secure, Internet hosted
forms, in minutes, with no programming and no
hardware installation.
How does an organization license Adobe LiveCycle
Reader Extensions?
Adobe LiveCycle is a server platform that automates document
processes. The software is built on a common server architecture based
on Java 2 Enterprise Edition and XML, allowing for easy integration into
enterprise infrastructures by providing Java APIs and support for Web
services protocols.
Adobe LiveCycle software supports market leading operating systems,
and can be deployed on IBM® WebSphere® , BEA® WebLogic® , and
JBoss application servers. For platform-support and system requirements
visit: www.Adobe.com/products/server/readerextensions/main.html.
The Adobe LiveCycle Reader Extensions functionality may be licensed
directly from Adobe systems. Licensing options for enterprises are
available per product bundle, per user, and per CPU. To contact an
Adobe sales representative call 1-800-861-9428 (North America), or
submit a request at:
http://www.Adobe.com/enterprise/contactus.html
Step-By-Step Guide To Cost Effectively Deploying Intelligent PDF Forms
12
Can Adobe LiveCycle Reader Extensions be acquired
as a service - without buying a server?
As an alternative to acquiring, installing and maintaining server software,
Adobe has licensed North Carolina based FormRouter Inc, to activate
usage rights in PDF documents and forms as a for-fee customer service.
The Adobe Reader Extensions (ARES) service is the only subscription
option licensed by Adobe within North America. Version 6 and Version 7
ARES servers are available and the service is fully compliant with the
Adobe End User License (EULA) governing the use of Adobe Reader.
FormRouter's Adobe LiveCycle Reader
Extensions Service (ARES) allows
organizations to unlock advanced formsprocessing features within the free and
ubiquitous Acrobat Reader software
without investing in hardware, software.
"Through our partnership with FormRouter, we see
more small and medium-sized businesses able to
take advantage of the powerful forms capabilities that
Adobe PDF solutions offer."
Brian Wick,
Group Product Manager
Adobe
ARES Service – Unrestricted License option
For applications where unrestricted PDF usage is needed, the ARES
functionality is available on a per-form basis (single form unlimited users)
or a per-user basis (named user unlimited forms). The license fee for the
per-form option is $10,000 (plus $2,500 maintenance after first year); the
license fee for the per-user option is $80 per seat (plus $16 maintenance)
plus $100 service fee (per ARES activation). While the per-form license
cost difference is considerable, there are some significant benefits that
may help justify the increased cost. These include:
· the form has no monitoring.
· the form can be opened an unlimited number of times per day.
· the form works with older versions of Adobe Reader (5.1 - 7).
· the form can be reprocessed if changes are required (subject to Adobe
guidelines).
The annual maintenance fee preserves the option for changes to be
made to the form as well as form retirement/substitution options. The
maintenance is optional after the first year. The per-form and per-user
license options are only available to FormRouter subscribers.
Step-By-Step Guide To Cost Effectively Deploying Intelligent PDF Forms
13
Steps to cost effectively creating intelligent PDF
forms with ARES
1. Create a base document (Adobe® InDesign® or other program)
2. Convert the document to PDF (Adobe® Acrobat® Pro)
3. Add fillable form fields (Adobe Acrobat Pro)
4. Add validation and interactivity (JavaScript for PDF)
5. Reader Extend the PDF form (FormRouter service)
6. Place form on a web server
7. User downloads form
8. User enters data
9. User can save local copy or digitally sign the form
10. User submits data online
11. Data is captured electronically (FormRouter Account or custom code)
Conclusion
With Adobe LiveCycle Reader Extensions software, you can easily share
interactive, intelligent Adobe PDF documents with external parties without
requiring them to invest in costly software. By extending your documentbased processes to the farthest reaches of your business, Adobe
LiveCycle Reader Extensions helps your organization cut costs, improve
customer satisfaction, speed time to market, and enhance your
investment in existing enterprise applications.
Eugene Lee, vice president of product marketing, Intelligent Document
Business Unit at Adobe summarized the new options for Adobe form
designers using LiveCycle Reader Extensions:
“By deploying solutions based on the Adobe Intelligent Document
Platform, enterprise organizations have been able to experience
increased return on IT investments through extending document-based
processes outside the organization. FormRouter’s ASP service and their
new subscription based pricing should create opportunities for non-profits
and small to medium sized businesses to experience these same benefits
by deploying intelligent PDF documents and forms.”
Step-By-Step Guide To Cost Effectively Deploying Intelligent PDF Forms
14
Success Story
A more accurate enrollment
process for
OppenheimerFunds saves
time and money.
Neal Zamore, V.P. E-commerce
OppenheimerFunds Inc, (OFI)
OppenheimerFunds Enrollment Forms
Founded in 1960, OppenheimerFunds, Inc. (OFI), is one of the nation's
largest and most respected mutual fund managers in the United States.
As of December 31, 2004, the company and its subsidiaries managed
assets of more than $170 billion, including those in more than 65 mutual
funds with over 7 million shareholder accounts. OFI is a member of the
MassMutual Financial Group.
Challenge
Mutual fund companies, like OppenheimerFunds, rely heavily on thirdparty financial advisors to provide new business. Traditionally, the
enrollment process uses a paper-based processing workflow. Inaccurate
and incomplete forms are a main reason for processing delays.
To improve service and reduce cost, OppenheimerFunds wanted to
integrate pre-filled electronic PDF forms that could be passed between
OppenheimerFunds, advisors and clients. Enhancing the advisor/client
experience is of major concern to the e-commerce group at OFI.
Pre-fill PDF enrollment forms
OppenheimerFunds offers a secure portal for financial advisors.
Once on this portal, advisors can select from a library of
enrollment forms. To save time and increase the accuracy of
forms, it was a requirement to pre-fill the enrollment applications
with advisor data from the OppenheimerFunds database.
Deliver a PDF form that could be edited and saved by
agents and clients
Once an enrollment form is downloaded from the
OppenheimerFunds portal, it needs to be freely edited and
saved -- without costly client side software. After editing, forms
need to be shared with clients possibly going back and forth a
few times before completion.
Step-By-Step Guide To Cost Effectively Deploying Intelligent PDF Forms
15
Solution
Java programming to pre-fill PDF forms on the
OppenheimerFunds portal
FormRouter worked with the engineering team at
OppenheimerFunds to write some code that would automatically
pre-fill PDF enrollment forms with advisor data. This saves the
advisor time and guarantees consistency of contact data prefilled into the form.
Reader Extend the PDF enrollment forms
By using FormRouter’s Reader Extensions Service,
OppenheimerFunds PDF enrollment forms can now be filled out
and saved locally using Adobe’s free Reader. This enables
financial advisors and their clients to fill out, save and share PDF
documents without the need to install software.
Benefits
FormRouter’s Reader Extensions Service enables usage rights within PDF
files that “turn on” functionality within the ubiquitous Adobe Reader. When
a user launches a rights-enabled PDF document in Adobe Reader, they
are able to take advantage of added capabilities such as saving the form
offline, digital signatures and 2-D bar codes.
With over 800 million copies installed worldwide, PDF forms opened with
the free Adobe Reader was the best choice.
Summary
Integrating an easy-to-use, more accurate enrollment process for
OppenheimerFunds saves time and money. It also creates a strategic
advantage over competitors with inefficient paper-based workflows.
In addition, the Reader Extended PDF enrollment forms are capable of
accepting digital signatures and 2D barcodes, which leave future form
enhancement opportunities open.
Step-By-Step Guide To Cost Effectively Deploying Intelligent PDF Forms
16
About FormRouter Inc.
FormRouter is redefining how large and small
organizations deploy electronic forms.
We offer intuitive tools to create, host and retrieve web
forms and responses.
FormRouter’s hosted service slashes the cost, reduces the
time and simplifies the task of collecting data through
e-forms.
FormRouter is the everyday tool for e-form data collection.
FormRouter Inc.
11000 Regency Parkway
Cary, NC 27511
Phone: 919-469-1984
Fax: 866-289-0926
www.FormRouter.com
Step-By-Step Guide To Cost Effectively Deploying Intelligent PDF Forms