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Create fillable forms

ONLYOFFICE Document Editor allows you to effortlessly create fillable forms in your documents, e.g. agreement drafts or surveys.

Form Template is DOCXF format that offers a range of tools to create a fillable form. Save the resulting form as a DOCXF file, and you will have a form template you can still edit, revise or collaborate on. To make a Form template fillable and to restrict file editing by other users, save it as a PDF file. Please refer to form filling instructions for further details.

DOCXF is a new ONLYOFFICE format that allows to create form templates and fill out forms. Use ONLYOFFICE Document Editor either online or desktop to make full use of form-associated elements and options.

You can also save any existing DOCX file as a DOCXF to use it as a Form template. Go to the File tab, click the Download as... or Save as... option on the left side menu and choose the DOCXF icon. Now you can use all the available form editing functions to create a form.

It is not only the form fields that you can edit in a DOCXF file, you can still add, edit and format text or use other Document Editor functions.

Creating fillable forms is enabled through user-editable objects that ensure overall consistency of the resulting documents and allow for advanced form interaction experience.

Currently, you can insert editable plain text fields, combo boxes, dropdown lists, checkboxes, radio buttons, assign designated areas for images, as well as create email address, phone number, date and time, zip code, credit card and complex fields. Access these features on the Forms tab that is available for DOCXF files only.

There are tips for each form field to facilitate creating a fillable form.

Creating a new Plain Text Field

Text fields are user-editable plain text form fields; no other objects can be added.

To insert a text field,
  1. place the insertion point within a line of the text where you want the field to be added,
  2. switch to the Forms tab of the top toolbar,
  3. click the
    Text Field icon

    or

    click the arrow next to the Text Field icon and choose whether you want to insert an inline text field or a fixed text field. To learn more about fixed field, please read the Fixed size field paragraph of this section below.

text field inserted

The form field will appear at the insertion point within the existing text line. The Form Settings menu will open to the right.

text field settings
  • Who needs to fill this out?: choose the role via the dropdown list to set the group of users with access to this field. To learn more about assigning roles, please read the Managing Roles section of this guide.
  • Key: a key to group fields to fill out simultaneously. To create a new key, enter its name in the field and press Enter, then assign the required key to each text field using the dropdown list. A message Fields connected: 2/3/... will be displayed. To disconnect the fields, click the Disconnect button.
  • Placeholder: type in the text to be displayed in the inserted text field; “Your text here” is set by default.
  • Tag: type in the text to be used as a tag for internal use, i.e., displayed only for co-editors.
  • Tip: type in the text to be displayed as a tip when a user hovers their mouse pointer over the text field.
    tip inserted
  • Default value: enter the value displayed in the field by default.
  • Format: choose the content format of the text field, i.e., only the chosen character format will be allowed: None, Digits, Letters, Arbitrary Mask (the text shall correspond with the custom mask, e.g., (999) 999 99 99), Regular Expression (the text shall correspond with the custom expression).

    When you choose an Arbitrary Mask or a Regular Expression format, an additional field below the Format field appears.

  • Allowed Symbols: type in the symbols that are allowed in the text field.
  • Fixed size field: check this box to create a field with a fixed size. When this option is enabled, you can also use the AutoFit and/or Multiline field settings.
    A fixed size field looks like an autoshape. You can set a wrapping style for it as well as adjust its position.
  • AutoFit: this option can be enabled when the Fixed size field setting is selected, check it to automatically fit the font size to the field size.
  • Multiline field: this option can be enabled when the Fixed size field setting is selected, check it to create a form field with multiple lines, otherwise, the text will occupy a single line.
  • Characters limit: no limits by default; check this box to set the maximum characters number in the field to the right.
  • Comb of characters: spread the text evenly within the inserted text field and configure its general appearance. Leave the box unchecked to preserve the default settings, or check it to set the following parameters:
    • Cell width: choose whether the width value should be Auto (width is calculated automatically), At least (width is no less than the value given manually), or Exactly (width corresponds to the value given manually). The text within will be justified accordingly.
  • Border color: click the icon
    to set the color for the borders of the inserted text field. Choose the preferred border color from the palette. You can add a new custom color if necessary.
  • Background color: click the icon
    to apply a background color to the inserted text field. Choose the preferred color out of Theme ColorsStandard Colors, or add a new custom color if necessary.
  • Required: check this box to make the text field a necessary one to fill in.

comb of characters

Click within the inserted text field and adjust the font type, size, color, apply decoration styles and formatting presets. Formatting will be applied to all the text inside the field.

Creating a new Combo box

Combo boxes contain a dropdown list with a set of choices that can be edited by users.

To insert a combo box,
  1. place the insertion point within a line of the text where you want the field to be added,
  2. switch to the Forms tab of the top toolbar,
  3. click the
    Combo box icon.

combo box inserted

The form field will appear at the insertion point within the existing text line. The Form Settings menu will open to the right.

combo box settings
  • Who needs to fill this out?: choose the role via the dropdown list to set the group of users with access to this field. To learn more about assigning roles, please read the Managing Roles section of this guide.
  • Key: a key to group combo boxes to fill out simultaneously. To create a new key, enter its name in the field and press Enter, then assign the required key to each combo box using the dropdown list. A message Fields connected: 2/3/... will be displayed. To disconnect the fields, click the Disconnect button.
  • Placeholder: type in the text to be displayed in the inserted combo box; “Choose an item” is set by default.
  • Tag: type in the text to be used as a tag for internal use, i.e., displayed only for co-editors.
  • Tip: type in the text to be displayed as a tip when a user hovers their mouse pointer over the form field.
    tip inserted
  • Default value: enter the value displayed in the field by default.
  • Value Options: add
    new values, delete
    them, or move them up
    and
    down in the list.
  • Fixed size field: check this box to create a field with a fixed size.
    A fixed size field looks like an autoshape. You can set a wrapping style for it as well as adjust its position.
  • Border color: click the icon
    to set the color for the borders of the inserted combo box. Choose the preferred border color from the palette. You can add a new custom color if necessary.
  • Background color: click the icon
    to apply a background color to the inserted combo box. Choose the preferred color out of Theme ColorsStandard Colors, or add a new custom color if necessary.
  • Required: check this box to make the combo box field a necessary one to fill in.

You can click the arrow button in the right part of the added Combo box to open the item list and choose the necessary one. Once the necessary item is selected, you can edit the displayed text entirely or partially by replacing it with yours.

combo box opened

You can change font decoration, color, and size. Click within the inserted combo box and proceed according to the instructions. Formatting will be applied to all the text inside the field.

Dropdown lists contain a list with a set of choices that cannot be edited by the users.

To insert a dropdown list,
  1. place the insertion point within a line of the text where you want the field to be added,
  2. switch to the Forms tab of the top toolbar,
  3. click the
    Dropdown icon.

dropdown list inserted

The form field will appear at the insertion point within the existing text line. The Form Settings menu will open to the right.

You can click the arrow button in the right part of the added Dropdown list form field to open the item list and choose the necessary one.

dropdown list opened

Creating a new Checkbox

Checkboxes are used to provide users with a variety of options, any number of which can be selected. Checkboxes operate individually, so they can be checked or unchecked independently.

To insert a checkbox,
  1. place the insertion point within a line of the text where you want the field to be added,
  2. switch to the Forms tab of the top toolbar,
  3. click the
    Checkbox icon.

The form field will appear at the insertion point within the existing text line. The Form Settings menu will open to the right.

checkbox settings
  • Who needs to fill this out?: choose the role via the dropdown list to set the group of users with access to this field. To learn more about assigning roles, please read the Managing Roles section of this guide.
  • Key: a key to group checkboxes to fill out simultaneously. To create a new key, enter its name in the field and press Enter, then assign the required key to each form field using the dropdown list. A message Fields connected: 2/3/... will be displayed. To disconnect the fields, click the Disconnect button.
  • Tag: type in the text to be used as a tag for internal use, i.e., displayed only for co-editors.
  • Tip: type in the text to be displayed as a tip when a user hovers their mouse pointer over the checkbox.
    tip inserted
  • Checkbox is checked by default: check this box so that the checkbox field is activated by default.
  • Fixed size field: check this box to create a field with a fixed size.
    A fixed size field looks like an autoshape. You can set a wrapping style for it as well as adjust its position.
  • Border color: click the icon
    to set the color for the borders of the inserted checkbox. Choose the preferred border color from the palette. You can add a new custom color if necessary.
  • Background color: click the icon
    to apply a background color to the inserted checkbox. Choose the preferred color out of Theme ColorsStandard Colors, or add a new custom color if necessary.
  • Required: check this box to make the checkbox field a necessary one to fill in.

To check the box, click it once.

Creating a new Radio Button

Radio buttons are used to provide users with a variety of options, only one of which can be selected. Radio buttons can be grouped so that there is no selecting several buttons within one group.

To insert a radio button,
  1. place the insertion point within a line of the text where you want the field to be added,
  2. switch to the Forms tab of the top toolbar,
  3. click the
    Radio Button icon.

The form field will appear at the insertion point within the existing text line. The Form Settings menu will open to the right.

radio button settings
  • Who needs to fill this out?: choose the role via the dropdown list to set the group of users with access to this field. To learn more about assigning roles, please read the Managing Roles section of this guide.
  • Group key: to create a new group of radio buttons, enter the name of the group in the field and press Enter, then assign the required group to each radio button.
  • Tag: type in the text to be used as a tag for internal use, i.e., displayed only for co-editors.
  • Tip: type in the text to be displayed as a tip when a user hovers their mouse pointer over the radio button.
    tip inserted
  • Radio button choice: type in the text used as a name for the element.
  • Button is checked by default: check this box so that the radio button field is activated by default.
  • Fixed size field: check this box to create a field with a fixed size.
    A fixed size field looks like an autoshape. You can set a wrapping style for it as well as adjust its position.
  • Border color: click the icon
    to set the color for the borders of the inserted radio button. Choose the preferred border color from the palette. You can add a new custom color if necessary.
  • Background color: click the icon
    to apply a background color to the inserted radio button. Choose the preferred color out of Theme ColorsStandard Colors, or add a new custom color if necessary.
  • Required: check this box to make the radio button field a necessary one to fill in.

To check the radio button, click it once.

Creating a new Image field

Images are form fields which are used to enable inserting an image with the limitations you set, i.e. the location of the image or its size.

To insert an image form field,
  1. place the insertion point within a line of the text where you want the field to be added,
  2. switch to the Forms tab of the top toolbar,
  3. click the
    Image icon.

The form field will appear at the insertion point within the existing text line. The Form Settings menu will open to the right.

image form settings
  • Who needs to fill this out?: choose the role via the dropdown list to set the group of users with access to this field. To learn more about assigning roles, please read the Managing Roles section of this guide.
  • Key: a key to group images to fill out simultaneously. To create a new key, enter its name in the field and press Enter, then assign the required key to each form field using the dropdown list. A message Fields connected: 2/3/... will be displayed. To disconnect the fields, click the Disconnect button.
  • Placeholder: type in the text to be displayed in the inserted image form field; “Click to load image” is set by default.
  • Tag: type in the text to be used as a tag for internal use, i.e., displayed only for co-editors.
  • Tip: type in the text to be displayed as a tip when a user hovers their mouse pointer over the bottom border of the image.
  • When to scale: click the drop-down menu and select an appropriate image sizing option: Always, Never, when the Image is Too Big, or when the Image is Too Small. The selected image will scale inside the field correspondingly.
  • Lock aspect ratio: check this box to maintain the image aspect ratio without distortion. When the box is checked, use the vertical and the horizontal slider to position the image inside the inserted field. The positioning sliders are inactive when the box is unchecked.
  • Select Image: click this button to upload an image either From File, From URL, or From Storage.
  • Border color: click the icon
    to set the color for the borders of the inserted image field. Choose the preferred border color from the palette. You can add a new custom color if necessary.
  • Background color: click the icon
    to apply a background color to the inserted image field. Choose the preferred color out of Theme ColorsStandard Colors, or add a new custom color if necessary.
  • Required: check this box to make the image field a necessary one to fill in.

To replace the image, click the  image icon above the form field border and select another one.

To adjust the image settings, open the Image Settings tab on the right toolbar. To learn more, please read the guide on image settings.

Creating a new Email Address field

Email Address field is used to type in an email address corresponding to a regular expression \S+@\S+\.\S+.

To insert an email address field,
  1. place the insertion point within a line of the text where you want the field to be added,
  2. switch to the Forms tab of the top toolbar,
  3. click the
    Email Address icon.

The form field will appear at the insertion point within the existing text line. The Form Settings menu will open to the right.

email address settings
  • Who needs to fill this out?: choose the role via the dropdown list to set the group of users with access to this field. To learn more about assigning roles, please read the Managing Roles section of this guide.
  • Key: to create a new group of email addresses, enter the name of the group in the field and press Enter, then assign the required group to each email address field.
  • Placeholder: type in the text to be displayed in the inserted email address form field; “user_name@email.com” is set by default.
  • Tag: type in the text to be used as a tag for internal use, i.e., displayed only for co-editors.
  • Tip: type in the text to be displayed as a tip when a user hovers their mouse pointer over the email address field.
    tip inserted
  • Default value: enter the value displayed in the field by default.
  • Format: choose the content format of the field, i.e., None, Digits, Letters, Arbitrary Mask or Regular Expression. The field is set to Regular Expression by default to preserve the email address format \S+@\S+\.\S+.
  • Allowed Symbols: type in the symbols that are allowed in the email address field.
  • Fixed size field: check this box to create a field with a fixed size. When this option is enabled, you can also use the Autofit and/or Multiline field settings.
    A fixed size field looks like an autoshape. You can set a wrapping style for it as well as adjust its position.
  • AutoFit: this option can be enabled when the Fixed size field setting is selected, check it to automatically fit the font size to the field size.
  • Multiline field: this option can be enabled when the Fixed size field setting is selected, check it to create a form field with multiple lines, otherwise, the text will occupy a single line.
  • Characters limit: no limits by default; check this box to set the maximum characters number in the field to the right.
  • Comb of characters: spread the text evenly within the inserted email address field and configure its general appearance. Leave the box unchecked to preserve the default settings, or check it to set the following parameters:
    • Cell width: choose whether the width value should be Auto (width is calculated automatically), At least (width is no less than the value given manually), or Exactly (width corresponds to the value given manually). The text within will be justified accordingly.
  • Border color: click the icon
    to set the color for the borders of the inserted email address field. Choose the preferred border color from the palette. You can add a new custom color if necessary.
  • Background color: click the icon
    to apply a background color to the inserted email address field. Choose the preferred color out of Theme ColorsStandard Colors, or add a new custom color if necessary.
  • Required: check this box to make the email address field a necessary one to fill in.

Creating a new Phone Number field

Phone Number field is used to type in a phone number corresponding to an arbitrary mask given by the form creator. It is set to (999)999-9999 by default.

To insert a phone number field,
  1. place the insertion point within a line of the text where you want the field to be added,
  2. switch to the Forms tab of the top toolbar,
  3. click the
    Phone Number icon.

The form field will appear at the insertion point within the existing text line. The Form Settings menu will open to the right.

phone number settings
  • Who needs to fill this out?: choose the role via the dropdown list to set the group of users with access to this field. To learn more about assigning roles, please read the Managing Roles section of this guide.
  • Key: to create a new group of phone numbers, enter the name of the group in the field and press Enter, then assign the required group to each phone number.
  • Placeholder: type in the text to be displayed in the inserted phone number form field; “(999)999-9999” is set by default.
  • Tag: type in the text to be used as a tag for internal use, i.e., displayed only for co-editors.
  • Tip: type in the text to be displayed as a tip when a user hovers their mouse pointer over the phone number field.
    tip inserted
  • Default value: enter the value displayed in the field by default.
  • Format: choose the content format of the field, i.e., None, Digits, Letters, Arbitrary Mask or Regular Expression. The field is set to Arbitrary Mask by default. To change its format, type in the required mask into the field below.
  • Allowed Symbols: type in the symbols that are allowed in the phone number field.
  • Fixed size field: check this box to create a field with a fixed size. When this option is enabled, you can also use the AutoFit and/or Multiline field settings.
    A fixed size field looks like an autoshape. You can set a wrapping style for it as well as adjust its position.
  • AutoFit: this option can be enabled when the Fixed size field setting is selected, check it to automatically fit the font size to the field size.
  • Multiline field: this option can be enabled when the Fixed size field setting is selected, check it to create a form field with multiple lines, otherwise, the text will occupy a single line.
  • Characters limit: no limits by default; check this box to set the maximum characters number in the field to the right.
  • Comb of characters: spread the text evenly within the inserted phone number field and configure its general appearance. Leave the box unchecked to preserve the default settings, or check it to set the following parameters:
    • Cell width: choose whether the width value should be Auto (width is calculated automatically), At least (width is no less than the value given manually), or Exactly (width corresponds to the value given manually). The text within will be justified accordingly.
  • Border color: click the icon
    to set the color for the borders of the inserted phone number field. Choose the preferred border color from the palette. You can add a new custom color if necessary.
  • Background color: click the icon
    to apply a background color to the inserted phone number field. Choose the preferred color out of Theme ColorsStandard Colors, or add a new custom color if necessary.
  • Required: check this box to make the phone number field a necessary one to fill in.

Creating a new Date and Time field

Date and Time field is used to insert a date. The date is set to DD/MM/YYYY by default.

To insert a date and time field,
  1. place the insertion point within a line of the text where you want the field to be added,
  2. switch to the Forms tab of the top toolbar,
  3. click the
    Date and Time icon.

The form field will appear at the insertion point within the existing text line. To enter a date, click the dropdown arrow within the field and choose the required date via the calendar. The Form Settings menu will open to the right.

date and time settings
  • Who needs to fill this out?: choose the role via the dropdown list to set the group of users with access to this field. To learn more about assigning roles, please read the Managing Roles section of this guide.
  • Key: to create a new group of date and time fields, enter the name of the group in the field and press Enter, then assign the required group to each date and time field.
  • Placeholder: type in the text to be displayed in the inserted date and time form field; by default, today's date is displayed.
  • Tag: type in the text to be used as a tag for internal use, i.e., displayed only for co-editors.
  • Tip: type in the text to be displayed as a tip when a user hovers their mouse pointer over the date and time field.
    tip inserted
  • Default value: enter the value displayed in the field by default.
  • Display the date like this: choose the format of the field, e.g., MM/DD/YYYY, Monday, MM DD, YYYY, etc. The date is set to DD/MM/YYYY by default.
  • Language: choose the required language for displaying the date and time.
  • Fixed size field: check this box to create a field with a fixed size.
    A fixed size field looks like an autoshape. You can set a wrapping style for it as well as adjust its position.
  • Border color: click the icon
    to set the color for the borders of the inserted date and time field. Choose the preferred border color from the palette. You can add a new custom color if necessary.
  • Background color: click the icon
    to apply a background color to the inserted date and time field. Choose the preferred color out of Theme ColorsStandard Colors, or add a new custom color if necessary.
  • Required: check this box to make the date and time field a necessary one to fill in.

Creating a new Zip Code field

Zip Code field is used to enter a zip code corresponding to an arbitrary mask given by the form creator. It is set to 99999-9999 by default.

To insert a zip code field,
  1. place the insertion point within a line of the text where you want the field to be added,
  2. switch to the Forms tab of the top toolbar,
  3. click the
    Zip Code icon.

The form field will appear at the insertion point within the existing text line. The Form Settings menu will open to the right.

zip code settings
  • Who needs to fill this out?: choose the role via the dropdown list to set the group of users with access to this field. To learn more about assigning roles, please read the Managing roles section of this guide.
  • Key: to create a new group of zip codes, enter the name of the group in the field and press Enter, then assign the required group to each zip code.
  • Placeholder: type in the text to be displayed in the inserted zip code form field; “99999-9999” is set by default.
  • Tag: type in the text to be used as a tag for internal use, i.e., displayed only for co-editors.
  • Tip: type in the text to be displayed as a tip when a user hovers their mouse pointer over the zip code field.
    tip inserted
  • Default value: enter the value displayed in the field by default.
  • Format: choose the content format of the field, i.e., None, Digits, Letters, Arbitrary Mask or Regular Expression. The field is set to Arbitrary Mask by default. To change its format, type in the required mask into the field below.
  • Allowed Symbols: type in the symbols that are allowed in the zip code field.
  • Fixed size field: check this box to create a field with a fixed size. When this option is enabled, you can also use the AutoFit and/or Multiline field settings.
    A fixed size field looks like an autoshape. You can set a wrapping style for it as well as adjust its position.
  • AutoFit: this option can be enabled when the Fixed size field setting is selected, check it to automatically fit the font size to the field size.
  • Multiline field: this option can be enabled when the Fixed size field setting is selected, check it to create a form field with multiple lines, otherwise, the text will occupy a single line.
  • Characters limit: no limits by default; check this box to set the maximum characters number in the field to the right.
  • Comb of characters: spread the text evenly within the inserted zip code field and configure its general appearance. Leave the box unchecked to preserve the default settings, or check it to set the following parameters:
    • Cell width: choose whether the width value should be Auto (width is calculated automatically), At least (width is no less than the value given manually), or Exactly (width corresponds to the value given manually). The text within will be justified accordingly.
  • Border color: click the icon
    to set the color for the borders of the inserted zip code field. Choose the preferred border color from the palette. You can add a new custom color if necessary.
  • Background color: click the icon
    to apply a background color to the inserted zip code field. Choose the preferred color out of Theme ColorsStandard Colors, or add a new custom color if necessary.
  • Required: check this box to make the zip code field a necessary one to fill in.

Creating a new Credit Card field

Credit Card field is used to enter a credit card number corresponding to an arbitrary mask given by the form creator. It is set to 9999-9999-9999-9999 by default.

To insert a credit card field,
  1. place the insertion point within a line of the text where you want the field to be added,
  2. switch to the Forms tab of the top toolbar,
  3. click the
    Credit Card icon.

The form field will appear at the insertion point within the existing text line. The Form Settings menu will open to the right.

credit card settings
  • Who needs to fill this out?: choose the role via the dropdown list to set the group of users with access to this field. To learn more about assigning roles, please read the Managing Roles section of this guide.
  • Key: to create a new group of credit card numbers, enter the name of the group in the field and press Enter, then assign the required group to each credit card field.
  • Placeholder: type in the text to be displayed in the inserted credit card form field; “9999-9999-9999-9999” is set by default.
  • Tag: type in the text to be used as a tag for internal use, i.e., displayed only for co-editors.
  • Tip: type in the text to be displayed as a tip when a user hovers their mouse pointer over the credit card field.
    tip inserted
  • Default value: enter the value displayed in the field by default.
  • Format: choose the content format of the field, i.e., None, Digits, Letters, Arbitrary Mask or Regular Expression. The field is set to Arbitrary Mask by default. To change its format, type in the required mask into the field below.
  • Allowed Symbols: type in the symbols that are allowed in the credit card field.
  • Fixed size field: check this box to create a field with a fixed size. When this option is enabled, you can also use the AutoFit and/or Multiline field settings.
    A fixed size field looks like an autoshape. You can set a wrapping style for it as well as adjust its position.
  • AutoFit: this option can be enabled when the Fixed size field setting is selected, check it to automatically fit the font size to the field size.
  • Multiline field: this option can be enabled when the Fixed size field setting is selected, check it to create a form field with multiple lines, otherwise, the text will occupy a single line.
  • Characters limit: no limits by default; check this box to set the maximum characters number in the field to the right.
  • Comb of characters: spread the text evenly within the inserted credit card field and configure its general appearance. Leave the box unchecked to preserve the default settings, or check it to set the following parameters:
    • Cell width: choose whether the width value should be Auto (width is calculated automatically), At least (width is no less than the value given manually), or Exactly (width corresponds to the value given manually). The text within will be justified accordingly.
  • Border color: click the icon
    to set the color for the borders of the inserted credit card field. Choose the preferred border color from the palette. You can add a new custom color if necessary.
  • Background color: click the icon
    to apply a background color to the inserted credit card field. Choose the preferred color out of Theme ColorsStandard Colors, or add a new custom color if necessary.
  • Required: check this box to make the credit card field a necessary one to fill in.

Creating a new Complex Field

Complex Field combines several field types, e.g., text field and a drop-down list. You can combine fields however you need.

To insert a complex field,
  1. place the insertion point within a line of the text where you want the field to be added,
  2. switch to the Forms tab of the top toolbar,
  3. click the
    Complex Field icon.

complex field inserted

The form field will appear at the insertion point within the existing text line. The Form Settings menu will open to the right.

complex field settings
  • Who needs to fill this out?: choose the role via the dropdown list to set the group of users with access to this field. To learn more about assigning roles, please read the Managing Roles section of this guide.
  • Key: to create a new group of complex fields, enter the name of the group in the field and press Enter, then assign the required group to each complex field.
  • Placeholder: type in the text to be displayed in the inserted complex field; “Your text here” is set by default.
  • Tag: type in the text to be used as a tag for internal use, i.e., displayed only for co-editors.
  • Tip: type in the text to be displayed as a tip when a user hovers their mouse pointer over the complex field.
    tip inserted
  • Fixed size field: check this box to create a field with a fixed size.
    A fixed size field looks like an autoshape. You can set a wrapping style for it as well as adjust its position.
  • Border color: click the icon
    to set the color for the borders of the inserted complex field. Choose the preferred border color from the palette. You can add a new custom color if necessary.
  • Background color: click the icon
    to apply a background color to the inserted complex field. Choose the preferred color out of Theme ColorsStandard Colors, or add a new custom color if necessary.
  • Required: check this box to make the complex field a necessary one to fill in.

To insert various form fields in a complex field, click within it and choose the required field at the top toolbar in the Forms tab, then configure it to your liking. To learn more about each field type, read the corresponding sections above.

Please note that you cannot use Image form field within complex fields.

Managing Roles

You can create new roles that will determine who can fill in certain form fields.

To manage roles,
managing roles
  • go to the Forms tab in the top toolbar,
  • click the
    Managing Roles icon,
  • click the New button to create a new role,

    new role

  • type in the role name and choose its color if necessary. You can also create a custom color by clicking the corresponding menu item,
  • click OK to create a new role,
  • set the order in which the fillers receive and sign the document using the
    and
    buttons,
  • use the Edit or Delete buttons to change the roles or delete them,
  • click Close to go back to form editing.

When saving the form as .pdf file, you can view all roles created for the form.

Enabling the View form

Note: Once you have entered the View form mode, all editing options will become unavailable.

Click the View Form button on the Forms tab of the top toolbar to see how all the inserted forms will be displayed in your document.

view form active

You can view the form from the point of view of each created role. To do that, click the arrow under the View Form button and choose the required role.

view form role

Navigate through the form fields using the Previous field and Next field buttons at the top toolbar.

fill form panel

To clear all fields and reset the form, click the Clear fields button at the top toolbar.

To exit the viewing mode, click the same icon again.

Moving form fields

Form fields can be moved to another place in the document: click the button on the left of the control border to select the field and drag it without releasing the mouse button to another position in the text.

moving form fields

You can also copy and paste form fields: select the necessary field and use the Ctrl+C/Ctrl+V key combinations.

Creating required fields

To make a field obligatory, check the Required option. The mandatory fields will be marked with red stroke.

Locking form fields

To prevent further editing of the inserted form field, click the Lock icon. Filling the fields remains available.

Saving a Form

When you are finished, click the Save as pdf button at the top toolbar to save the form as a PDF file ready to be filled out. You can save as many PDF files as you need.

Removing form fields

To remove a form field and leave all its contents, select it and click the Delete icon (make sure the field is not locked) or press the Delete key on the keyboard.

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