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\uD83D\uDCD8 Instructions
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Step 3:
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When you optimize a source document for accessibility and convert it to tagged PDF, you are using a type of automated tagging. Because you've already applied accessibility features in the source document, they will carry over during conversion. This type of automatic tagging is good and will make your life easier.
To save your Word Document as a Tagged PDF,
Click on the File Tab and click Save as Adobe PDF.
In the Save As box, go to the Options Box at the bottom.
In the Acrobat PDFMaker, check Enable Accessibility and Reflow with tagged Adobe PDF and Convert Word Headings to Bookmarks.
If you want to tag the objects in the Tags Pane yourself, click on the Tags Root and click Delete Tags.
Section 8.4: Automatically Adding Form Fields
After your document has been imported into Acrobat, we need to create the form fields. Form fields are like text boxes and allow you to enter your information. There are two ways to add your forms, automatically and manually. To add your form fields automatically, you need to get the Prepare Form Tool. To activate this tool,
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Go to the Tool Tab.
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Go to the Forms & Signatures Section and find the Prepare Form Tool.
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Adding Form Fields
Now that we are in Acrobat with our file, we need to create our form fields for each of the line. Acrobat can create these fields for you and place them on the lines. To add the form fields,
Go to the All Tools pane on the left side of the screen and click on the Prepare a Form Tool.
The Choose an Option to Create a Form page will open. Be sure that you are on the Select a File option. Select your untagged PDF, and leave the option for This Document Requires Signatures unchecked. We will add a signature line ourselves later on.
The option for Form Field Auto Detection should be left as on.
Click the blue Create Form button.
Now your tool has added form fields to your entire PDF document. Field Names and Tooltips are also added, but you should check those to be sure they are accurate.
This tool will automatically add form fields to your document and your PDF will be open in Form Editing Mode. One thing to keep in mind is that the tool will only create text box form fields. If you only use form fields for typing in text, that is okay, but if you need to create check boxes, or dates, or other complex form fields, you will need to make those manually. To add your form fields,
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Click the Prepare Form Tool.
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Select your untagged PDF. Leave the option for This Document Requires Signatures unchecked. We will add a signature line ourselves later on.
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The option for Form Field Auto Detection should be left as on.
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Click Start
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. Field Names and Tooltips are also added automatically, but you
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may want to edit them.
Step 4: Replacing Form Fields
Now that your form fields have been created, you need to check them all. Some fields could have been made that are not meant for their space. Others spaces may need different types of fields. A few could also have the wrong names. Be sure you check each one carefully and change them accordingly. The Prepare Form Tool gives you 10 different form types to create. These includeAll of our form fields are text fields. This means that you can type in letters and numbers in the boxes. The issue is that a text field is not necessary for every field. On the left side of the screen, the Prepare a Form Tool is open, there are 10 different form field options including,
Text Box
Check Box
Radio Buttons
List of Choices
Dropdown List
Action Button
Image Field
Date Field
Signature Field
Barcode Field
Many of these fields can be used in accessible ways for your project. In our example, we are going to use some of these form fields to make our application accessible. First, we are going to delete the forms that were automatically created for us that we do not need. In this case, the Date field is a text field, but we want it to be a Date Field.
To delete a form field,
Click on the form field you want deleted.
Press the Delete key.
OR
Right click on the form field you want deleted.
In the dropdown menu click Delete.
To add a new form field,
Go to the Tool Bar at the top of the screen. Click the type of form you want created. In this example we will click the calendar icon to create a Date Field.
The field is created on your cursor. Click the location where you want the field. Then scale the box to fit the location.
Now double click on the new field. The Text Field Properties box will open. Give the field a new meaningful name.
Unique Field Names
All field names need to be unique. If you do not have unique field names, Acrobat will duplicate any tool tips you made to all of the fields that share the same name. This can cause a lot of confusion if you use a similar name frequently in the document. For example, if you have a field name called Date, you cannot have another field name used in the PDF. If you do, the readers may not know what information to put down. The field many need today’s date or a different date. Keep this in mind when naming your fields.
Tooltips
When the screen reader reads the form field, the name will be read first, followed by the tooltip. Tooltips should be written like instructions telling the reader what to do for filling out the form field. When you have created a tooltip, you can hover your mouse over the form field and a small yellow box will appear with a tool tip inside. Keep in mind that tool tips should never include word for the type of field. An example could be “Check box Yes”. This is because screen readers will announce that information automatically.
To add a Tool Tip,
Double click on your form field.
In the Text Field Properties box, go to the General Tab. Type in your tooltip in the Tooltip box.
Marking Fields as Required
If you make fields required, you need two indicators for the readers to see.
Required Field Marker Indicator 1 Example:
Double Click on your form field.
In the Text Field Properties box, go to the General tab and check the Required Box.
Required Field Marker Indicator 2 Example:
You can place a notice at the top of your document. This is good for when you have a document where everything is required to be filled out.
If only certain fields are required, mark them with an asterisk or the work required in parentheses within the visible field label. Include an explanatory note in the form instructions, such as: "All fields with an asterisk are required." Then, for screen reader users, you would include the word (Required) in the tooltip.
Text Field
Text fields allow users to type in text like addresses, phone number, and names.
In our example, we will use the full name form field. When you create the form fields automatically, the name will be automatically generated. Sometimes it is accurate, but they should be checked. Tooltips are not made automatically and need to be added manually.
Check Boxes and Radio Buttons
Both check boxes and radio buttons can be made in Adobe Acrobat. However, it is not recommended to make them because there are more accessible ways to give people options. Typically, check boxes and radio buttons take several steps to access. Instead of using them, create dropdown lists with the options inside. If you want users to give you more than one answer, create a text box form field and let them type in one answer or multiple answers.
Dropdown List
A dropdown list allows a user to select a single option from a dropdown list of options.
To create a dropdown list,
Delete the form field you want replaced.
Go to the Tool Bar at the top of the screen. Select the Dropdown Menu button.
Click and drag your dropdown menu form field to create the form field in its location.
Double click the field to open the Dropdown Properties box. Include a name and tooltip.
Next, go to the Options Tab. In the Item box, type in your item and click on the Add button to add it to your item list.
Test your dropdown menu by clicking the Preview button and clicking on your dropdown menu.
Buttons
Buttons can be used to make a change on computers. You can use them to clear forms, submit forms, or open files. For our example, we will make a button to clear a form.
To make a clear form button,
Go to the Tool Bar on the top of the screen and click the Button Tool.
Click and drag to create the button on your line. In this case, the clear form line.
Go to the General Tab in the Properties box. Give the button a name and a tooltip.
Go to the Appearance Tab and set the font size to 14 and the font to Times New Roman.
Go to the Options Tab. Change Behavior to Push. Then set the Label to Clear Form.
Go to the Actions Tab and in the Select Trigger dropdown menu and choose Mouse Up. In the Select Action Dropdown menu, choose Run a JavaScript. Click Add Button. Copy and Paste the JavaScript below.
Test your new button. You should get a warning asking you to proceed. This means your script works.
Digital Signatures
A signature field allow users to sign a document with a digital signature. When you create your form fields automatically, the signature form field is made for you. When you double click on the Signature form field and go to the General tab, the name and tooltip is also made for you. Users can use their existing Digital ID or make a new one.
Field Actions
You can assign many different actions to fields by using built-in actions within Acrobat or custom JavaScript. They can be executed by mouse entry, mouse exit, mouse up, mouse down, on focus, and on blur. Examples include:
Execute a menu item
Import form data
Play a sound
Play media
Run a custom JavaScript
And more
In the Properties dialog, go to the Actions tab. There, you can either select from a list of built-in actions or enter JavaScript to perform a custom action.
Whatever actions you assign to form fields, follow these important guidelines for accessibility:
Do not include actions that rely only on mouse use. Everything must be keyboard accessible.
"On focus" actions are triggered when a field receives focus. "On blur" actions are triggered when a field loses focus. They should be avoided or used carefully.
If you assign an "on focus" action, ensure that it does not move the focus to another field, unless that field is not to be used.
Do not trap the keyboard focus in any fields. Users must be able to easily move in and out of form fields throughout the entire form using only a keyboard.
Validations and Error Prevention
When a person fills out your form, you need to be sure they have filled out the form correctly. To help the reader, we can create error messages for them to see if they place the wrong information in your form boxes.
You need to create your own Validation Script. You can do this by going to the Text Field Properties Box.
Go to the Validate Tab, check Run Custom Validation Script, then click the Edit Button.
In the JavaScript Editor, type in your JavaScript.
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When you are looking at your form fields, ask yourself: Does it make sense to have this type of form field for this question? In our example, Full Name has a text field, this makes sense. However, Position Applied For also has a text field. While you could use a text field for this, it is better to use a dropdown menu field. This is because having a dropdown menu can allow you give people options of different positions to choose from instead of users typing in a job that is not available.
You can delete your form field by right clicking on the field and clicking the Delete button in the expansion menu.
To replace your field, click on the Dropdown List button. Then click by your line to create your box.
Finally, click and drag your field to make the box go from one end of the line to the other.
Repeat this process for the rest of the fields you want replaced. In our example, the following forms were changed.
Form Field Name | New Type of Form Field |
|---|---|
Position Applied For | Drop-down List |
Are you a US Citizen? | Drop-down List |
If no, are you authorized to work in the US? | Drop-down List |
Have you ever been convicted of a felony? | Drop-down List |
Did you graduate? (High School) | Drop-down List |
Diploma (High School) | Drop-down List |
Did you graduate? (College) | Drop-down List |
Degree (College) | Drop-down List |
May we contact your prior supervisor at Company 1? | Drop-down List |
May we contact your prior supervisor at Company 2? | Drop-down List |
Signature | Signature |
Clear Form | Button |
| Info |
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Note from the author: In our example, there are also many form fields that could be replaced with a date field. I would not recommend using this type of field because it is easier to type in a date in a text field. You will ability to specify the format of the dates in the text field, which we will cover later. If you use a date field, you will have to use a screen reader to access a calendar then go through the calendar one day at a time to find the correct day. This is much more time consuming and not recommended. |
Step 5: Editing Form Fields
Now that our example has all of the correct form fields, we need to edit the form fields to have the attributes we want in them. You can change the form attributes by double clicking on each field. After double clicking, the Field Properties box appears. In our example, we want to make changes to the Name of the Field and the Tool Tip, which are found in the General Tab. The Format, in the Format Tab, and the Options, found in the Options tab. Most fields have different needs so you may not need to edit all of those attributes. However, you must make sure that all fields have different names, and a tooltip.
Below is a table showing all of the form fields and information on their Names, Tooltips, Type of Field, and Format used. Keep in mind that all fields in our example have the fonts set to Times New Roman size 14.
Name of the Field | Tool Tip | Type of Field | Format | Options |
|---|---|---|---|---|
Full Name | Type in your full name | Text Field | None | None |
Date | Enter Today’s Date | Text Field | Date | None |
Address | Type in your street address | Text Field | None | None |
City | Type in the name of your city | Text Field | None | None |
State | Type in the name of your state | Text Field | None | None |
Zip Code | Enter your 5 digit zip code | Text Field | Special, Zip Code | None |
Social Security Number (SSN) | Type in your 9 digit Social Security Number | Text Field | Special, Social Security Number | None |
Phone | Type in your phone number | Text Field | Special, Phone Number | None |
Position Applied For | Choose the position you are applying for | Drop-down List | None | Please select an option, Concierge, Front Desk, and Housekeeping |
Are you a US Citizen? | Choose your citizenship status | Drop-down List | None | Please select an option, Yes, No |
If no, are you authorized to work in the US? | If no, are you authorized to work in the US? | Drop-down List | None | Please select an option, Yes, No |
Have you ever been convicted of a felony? | Have you ever been convicted of a felony? | Drop-down List | None | Please select an option, Yes, No |
If yes please explain | If you have been convicted of a felony, please explain | Drop-down List | None | None |
High School | Type in the name of your high school | Text Field | None | None |
City/State High School | Type in the City and State you went to High School in. | Text Field | None | None |
Attended From High School | High School Starting Year | Text Field | None | None |
To High School | High School Ending Year | Text Field | None | None |
Did you graduate High School? | Choose graduation status | Drop-down List | None | Please select an option, Yes, No |
Diploma Earned | Choose the diploma you earned. | Drop-down List | None | Please select an option, Regents Diploma, Advanced Regents Diploma |
College | Type in the name of your college | Text Field | None | None |
City/State College | Type in the City and State you went to college in. | Text Field | None | None |
Attended From College | College Starting Year | Text Field | None | None |
To College | College Ending Year | Text Field | None | None |
Did you graduate college? | Choose your graduation status | Drop-down List | None | Please select an option, Yes, No |
Degree Earned | Choose the college degree earned | Drop-down List | None | Please select an option, Associates, Bachelors, Masters, PHD/MD/Doctorate |
Previous Employment Company 1 Name | Type in the name of company 1. | Text Field | None | None |
City/State Previous Company 1 | Type in the city and state Company 1 is located | Text Field | None | None |
Phone Number Company 1 | Type in the phone number of Company 1 | Text Field | None | None |
Supervisor Name Company 1 | Type in the name of your supervisor at Company 1 | Text Field | None | None |
Start Date Company 1 | Type in the date you started working at Company 1 | Text Field | None | None |
End Date Company 1 | Type in the date that was your last day of work at Company 1 | Text Field | None | None |
Job Title Company 1 | What was your job title at Company 1? | Text Field | None | None |
Responsibilities Company 1 | Type in your responsibilities at Company 1 | Text Field | None | None |
Starting Pay Company 1 | Type in your starting pay at Company 1 | Text Field | None | None |
Ending Pay Company 1 | Type in your ending pay at Company 1 | Text Field | None | None |
May we contact your prior supervisor at Company 1? | Choose if we can contact your supervisor | Drop-down List | None | Please select an option, Yes, No |
Previous Employment Company 2 Name | Type in the name of company 2 | Text Field | None | None |
City/State Previous Company 2 | Type in the city and state Company 2 is located | Text Field | None | None |
Phone Number Company 2 | Type in the phone number of Company 2 | Text Field | None | None |
Supervisor Name Company 2 | Type in the name of your supervisor at Company 2 | Text Field | None | None |
Start Date Company 2 | Type in the date you started working at Company 2 | Text Field | None | None |
End Date Company 2 | Type in the date that was your last day of work at Company 2 | Text Field | None | None |
Job Title Company 2 | What was your job title at Company 2? | Text Field | None | None |
Responsibilities Company 2 | Type in your responsibilities at Company 2 | Text Field | None | None |
Starting Pay Company 2 | Type in your starting pay at Company 2 | Text Field | None | None |
Ending Pay Company 2 | Type in your ending pay at Company 2 | Text Field | None | None |
May we contact your prior supervisor at Company 2? | Choose if we can contact your supervisor | Text Field | None | None |
Reference 1 Name | Type in the name of your first reference. | Text Field | None | None |
Relationship Reference 1 | Type in the relationship between you and your first reference. | Text Field | None | None |
Company Reference 1 | Type in the name of the company your first reference works for. | Text Field | None | None |
Title Reference 1 | Type in your first references title. | Text Field | None | None |
Email Reference 1 | Type in the email of your first reference. | Text Field | None | None |
Phone Number Reference 1 | Type in the phone number for your first reference. | Text Field | Special, Phone Number | None |
Reference 2 Name | Type in the name of your second reference. | Text Field | None | None |
Relationship Reference 2 | Type in the relationship between you and your second reference. | Text Field | None | None |
Company Reference 2 | Type in the name of the company your second reference works for. | Text Field | None | None |
Title Reference 2 | Type in your second references title. | Text Field | None | None |
Email Reference 2 | Type in the email of your second reference. | Text Field | None | None |
Phone Number Reference 2 | Type in the phone number for your second reference. | Text Field | Special, Phone Number | None |
Signature | Enter your signature | Signature | None | None |
Date | Enter Today’s Date | Text Field | Date | None |
Print Name | Enter your name | Text Field | None | None |
Clear Form | Click to clear the form | Button | None | None |
Next, we want all of our form fields to be required. Acrobat does have an option to make each individual field required. However to save time, we can edit our PDF to just have the text “All fields are required” between Employment/Job Application and Personal Information. To do that:
Stay in the Prepare Form Tool, and click on the text at the top of the page.
Press the Enter button to create a new line, and type in “All fields are required”.
Finally, shrink the text make the full text block align with your content. In our example, the new text is set at Times New Roman size 12.
Step 6: Tab Order
Now that all of your form fields have been completed, you need to test the tab order of your PDF. A user may not be able to use the mouse to click from one form field to another. A good alternative to access the form fields is by using the Tab Key. To test your PDF, click the Preview Button and hit the Tab Key several times. What should happen is that the first form field at the top of the PDF should be highlighted first. Then by clicking the Tab Key again, the form next to or underneath the first form field will be highlighted. If a form field is skipped, that means the Tab Order is out of order. To fix the Tab Order,
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Go into the Prepare Form Tool Edit Mode.
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On the right side of the screen, go to the Fields Section.
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The Fields Section contains all of your form fields and gives you the ability to rearrange the order of the form fields. To move the form field order, click and drag the field you want into a new position.
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Go back to Preview Mode and press the Tab Key to test the new location of your form fields.
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