Fields matched by name
Turn on Populate PDF Form Fields in the File Output settings, and every text field on the form takes the value of the index field with the same name.
PDF form filling, one filled form for every record.
SimpleIndex fills existing fillable PDF forms from your data, in bulk: each record becomes its own completed PDF, named and filed like any other document. It can also read the fields of forms that come back filled in. It doesn't create fillable forms; build those once in Acrobat or any PDF editor. Filling forms is part of SimpleIndex Professional, runs on your own Windows PC, and is licensed once.
01
How the filling works
The form decides the layout; your data decides what goes in it.
XML and JSON records
A data file that shares its name with the PDF form supplies the values. Turn on Split XML/JSON Data Files and name the record node, and a file holding many records is split into one data file, and one copy of the form, per record.
Database lookups
Values can come from SQL Server, Access or any ODBC source, such as an Excel workbook, matched on a key already on the document, like an ID read from a barcode.
Read filled forms
Forms that come back filled in are read one text field at a time into index values, using a Fixed index field with the template %PDF FieldName%, then saved to a database or to a CSV index log you can open in Excel. Checkboxes and radio buttons are not read this way.
Field 02 data_to_filled_forms
From a data file to filled forms.
Prepare the form once
A fillable PDF whose field names match your index fields.
Drop the data in
Put the XML or JSON file next to the form in the job's input folder; with Split XML/JSON Data Files on, a file with many records is split per record.
Run the job
SimpleIndex makes one filled copy of the form for each record.
File the results
Each PDF is named from its values and saved to your folders, database or document system.
03
Where it fits
Survey responses that arrive as data but need a human-readable form on file. Applications and certificates generated from a database. Forms filled in on a web portal that need indexing and filing alongside the paper ones.
When the whole process also means logging in to websites or other applications to fetch data or upload the finished forms, SimpleIndex works alongside RPA tools: it handles the forms, the robot handles the clicking.
Before you fill your forms.
Can it make a PDF fillable?
No. SimpleIndex fills forms that are already fillable. Make the form once in Acrobat or another PDF editor, then let SimpleIndex fill as many copies as you have records.
Can it fill a form for every row of an Excel sheet?
The simplest route is to export the rows as XML or JSON: with Split XML/JSON Data Files turned on, a file with many records is split into one record, and one copy of the form, each. Values can also be looked up in a database or an ODBC source such as an Excel workbook, using a key already on each document.
How are values matched to form fields?
By name: each text field on the form takes the value of the index field with the same name.
Can it read data from filled-in forms?
Yes. Each text field on the form can be read into an index value with a Fixed index field set to %PDF FieldName%, then exported to a database or a CSV file. Checkboxes and radio buttons are not read.
Do I need RPA?
Not for filling forms. RPA only helps when data has to be fetched from, or finished forms uploaded to, websites or applications with no other way in.
Which edition do I need?
Filling PDF forms is part of SimpleIndex Professional. Reading the fields of forms that come back filled in also works in Standard.
Can it fill forms automatically as new data arrives?
Yes, with the Server add-on. It watches the input folder and runs the job on a timer, every five minutes by default, so new data files become filled, named forms without anyone starting a batch.
Try it on your own forms.
The free trial runs the full software with your forms and your data, and our team in Knoxville can help you set up the first job.
