Filling a PDF form on a laptop, and why I flatten the copy I send
A lot of forms still arrive as PDFs with a note that says "print, fill, scan, and send back". Most of the time you don't need the printer. Here's how to tell what kind of form you have, fill it with free tools, and decide whether the copy you send should still be editable. Three things that look like a form An AcroForm. The PDF stores a list of named fields (text boxes, checkboxes, radio groups,…
Many forms arrive as PDFs, instructing recipients to print, fill out, scan, and return the completed document. However, this process can be avoided by filling out the form digitally. There are three types of PDF forms: AcroForm, XFA, and flat scans or exports. AcroForm is the most commonly encountered type, containing fields like text boxes, checkboxes, radio groups, and dropdowns, which can be easily filled using free tools in browsers like Chrome, Edge, Firefox, and macOS Preview.
XFA forms, an older Adobe format, may not be visible in viewers outside Adobe's apps. Flat scans or exports have no fields at all. To determine the type of form, use the 'pdfinfo' command, which will display either "AcroForm," "XFA," or "none."
When filling out an AcroForm, various free tools are available. Open the PDF file, click into the field, type the information, and save the file. The saved copy remains a form, allowing anyone who opens it to change the filled-in information. If the form type is "none," there are no fields to fill, and you can only add text on top of the page using a viewer's text or annotation tool. For frequent form filling, a short Python script using the pypdf library can help list field names and fill values.
Flattening the filled copy is recommended to prevent accidental or intentional editing. Flattening draws each field's appearance into the page content and removes the fields. The result is still viewable, with answers visible as page content. Tools like qpdf can flatten a filled PDF, making the form non-editable while preserving the filled-in content.
However, retain an unflattened copy of the form for future editing needs. Be cautious when flattening a form requested by the recipient, as some offices may require the field data for processing.
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