According to Harvard Business Review, 80% of analysts’ time is spent simply discovering and preparing data.
Are you currently spending way too much time downloading PDFs, correctly inputting information, and sending them to customers or clients? How many PDFs do you generate on a daily, weekly or monthly basis? Luckily for you, Kohezion's online database platform has a mail merge PDF tool that allows you to create PDF templates and instantly generate them using your data.
What is a Fillable PDF?
A fillable PDF is a type of PDF (Portable Document Format) file that allows users to input data or information directly into designated fields within the PDF document. These fields can be text boxes, checkboxes, dropdown menus, and other types of interactive elements that can be filled with text, numbers, or other data.
Fillable PDFs often require users to input information in a structured manner. Once the user fills out the form or inputs the necessary data, the PDF can be printed or emailed with the inputted information intact, making it a convenient way to collect, share, and manage data electronically.
Watch Kohezion's video on how to generate mail merge PDFs using your data
Who Uses Fillable PDFs?
Anyone who is looking to be more efficient when it comes to generating and sharing professional documents can benefit from using fillable PDFs. This includes the following sectors:
HIPAA compliant
Businesses
Non-profits
Academic research
Here are some examples of document templates that can be generated as fillable PDFs:
Cheques
Government forms
Applications & proposals
Insurance policies & renewals
How Does a Fillable PDF Work?
The goal is to merge the PDF based on the desired data points and create an output that can be printed or emailed. Let’s break down creating a fillable PDF into 5 simple steps with Kohezion.
1. Identify the form you need, download it, and save it to your desktop
- Open the file in Acrobat Reader and click on “prepare form”
- This allows you to see the data placeholders that will be merged with your data
As an example of a fillable PDF, we’ll be using the Florida Department of Highway Safety and Motor Vehicles eye examination report
2. Tell Kohezion where you want the data to go
- Click on the field property in Acrobat and input Kohezion’s data identifiers
- Simply do this for all the fields you want auto-generated with your data, feel free to leave out the fields that aren’t relevant to you
3. Go to Kohezion’s reports module
- Create a new report and name it
- Remember to make the report shared and printable
4. Upload your saved template and select finish
- Your PDF template will be saved and populated with data from your records
- Batch generations are also possible with Kohezion’s reports function
5. Email or print your PDF directly from within Kohezion
- Simply select your record, and identify the PDF you would like to populate your data with (remember you can save multiple PDF templates)
- Input your email recipient and follow the wizard (subject, to, from, message)
- The PDF will be emailed as an attachment
- There is also the option to print your fillable PDF for scanning and faxing purposes
Conclusion
A fillable PDF eliminates manual document generation, allowing you to instantly populate fields with your data in real time. What business initiatives would you prioritize if you had twice as much time in your work week?
