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Page 151

Adding Form Fields & Submit Buttons to PDF Files

Using a command line argument, you can instruct Visual CUT to look for invisible tags inside

the pdf file (Crystal formulas with font color set to background color) and to replace them with

form fields such as Text, Checkboxes, Drop-Downs, and even Submit Buttons (to send form data

as XML via email or URL). This means that you can use Crystal Reports to design pdf forms,

and Visual CUT to generate and distribute these forms.

Here's an example of the command line argument structure:

…

"PDF_Form_Tags:c:\temp\Sales in {@Year_Parameter}.pdf"

The Crystal formulas act as tags for controlling the location, size, and content of these form

fields. So Visual CUT exports the report to pdf and automatically adds the form fields and any

required JavaScript code. Users can then enter information into the pdf file, submit (via email or

url), print, or save the completed form.

Sample PDF File with Form Fields & Submit Buttons

You can download a sample of such a pdf export with form fields at:

www.milletsoftware.com/Download/Visual_CUT_PDF_Export_with_Form_Fields.pdf

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Page 152

Sample Crystal Report with Formulas as Form Field Tags

You can download a sample report demonstrating the technique from:

www.milletsoftware.com/Download/Visual_CUT_9_PDF_Form_Tag.rpt

The sample report uses several formulas:

PDF_Form_Field_Product_Comment (GF2) provides short text area for each Product

PDF_Form_Field_Product_Checkbox (GF2) provides a checkbox to indicate if performance is OK

PDF_Form_Field_Product_Type_Comment (GF1) provide multi-line text area for each Product Type.

PDF_Form_Field_Product_Type_DropDown (GF1) provides a DropDown to indicate required Action

PDF_Form_Field_Submit_Button_Email_XML (RF) Button to submit form data as XML via email

PDF_Form_Field_Submit_Button_URL_XML (RF) Button to submit form data as XML via url

PDF_Form_Field_Text_Secret (RH) provides a hidden form field (to include in XML)

PDF_Form_Field_Text_URL (RH) provides a visible but uneditable form field

Setting Up a Crystal Report with pdf field tags

There are no restrictions on the number or names of the formulas you can use. However, each rendered

instance must provide a unique form field title (avoid dots). The formula text must be rendered all within

the formula boundaries in a single line. Use very small font sizes: 2 or even 1 to achieve this.

Use non-proportional font for the tag formula (avoid Calibri and Bold/Italic).

Obviously, you may not want to show the formula text on the resulting pdf file. You can turn the font

color to White (or same as section background) to make the formula invisible. Better yet, if you keep the

PDF_Tags_Delete_Default option in DataLink_Viewer.ini as True, Visual CUT removes the tag text

after processing it. In order to allow Visual CUT to remove the tag text after it has been processed, be

sure to replace any double quotes or parentheses in the tag text with single quote or square brackets.

Each formula instance (Group Footer/Header as well as Page Header/Footer formulas may have many

instances) can trigger the creation of a pdf form field. The location (top left corner) of each rendered

formula instance controls the location of the pdf form field. The width and height of the form field is

controlled internally -- not by the formula field size.

Note: to allow recipients of the pdf file to save the completed form, I recommend the following

free pdf viewer: http://www.tracker-software.com/product/pdf-xchange-viewer

Formula Example from the Sample Report

The following page demonstrates and comments the structure of the required formula text for one of the

formulas in the sample report. You can open the sample report to see the fully-commented syntax for the

other form field types..

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Page 153

Here is the {@

PDF_Form_Field} formula from the sample report at:

www.milletsoftware.com/Download/Visual_CUT_9_PDF_Form_Tag.rpt

// Make the font size small (even 1 point). Text must stay in formula boundaries in SINGLE line!

// Turn the font color to White to make the formula invisible. Or, if PDF_Tags_Delete_Default in

// DataLink_Viewer.ini is True, tag text is removed automatically after processing.

// Location (top left corner) of the rendered formula instance control location of pdf form field.

// The formula always starts with "#Form_Tag::" and ends with "#"

"#Form_Tag::" +

"350;50" + "||" + // field boundaries in points: width;height (or shift_x;shift_y;width;height)

{Product_Type.Product Type Name} + "_Comments" + "||" + // UNIQUE title of form field

"TEXT" + "||" + // type of form field: TEXT/DropDown/CheckBox/Submit_Button

"0" + "||" + // max number of allowed characters. Set to "0" if no restriction.

"NotComb" + "||" + // "Comb" or "NotComb" field (if Comb, specify max number of characters

// above to create an equally spaced "comb" field effect)

"Left" + "||" +

// alignment: "Left", "Center" or "Right"

"1;Inset;0;0" + "||" + // Field Border: line width;style (Solid, Dashed, Beveled, or Inset);

// length of dash;length of dash space

"230;230;230" + "||" +

// Border color using RGB (0;0;128 = Navy Blue)

"255;255;255" + "||" + // Background Color ("255;248;220" = cornsilk1, "255;255;255" = White)

"0;0;0" + "||" +

// Text Color ((0;0;0 = Black)

// Possible font types

: Courier, CourierBold, CourierBoldItalic, CourierItalic

// Helvetica, HelveticaBold, HelveticaBoldItalic, HelveticaItalic

// TimesRoman, TimesBold, TimesItalic, TimesBoldItalic

"CourierBold;10" + "||" + // Font type and size

// Initial Field Text Value (Use "" to specify an empty field)

iif({Product_Type.Product Type Name} in ["Saddles", "Locks"], "", "Comments on the

information for " + {Product_Type.Product Type Name} + ": ") + "||" +

"NoScroll" + "||" + // Scroll or NoScroll

"MultiLine" + "||" + // SingleLine or MultiLine

"SpellCheck" + "||" + // SpellCheck or NoSpellCheck

// --- new options in 6.2002: ---

// tool tip shown when hovering over field. Use "Same_As_Text" to display Field Text value

"Product Type Comments [Mandatory if Action is 'Meeting' or 'Conference Call']" + "||" +

"False" + "||" + // Read Only status. If True, user can see but not change the value

"False" + // Hide Field? Useful when user should not see a submitted value

"#" // The formula always ends with "#"



VC removes pdf processing tags from the pdf file (after processing) if PDF_Tags_Delete_Default

under the [Options] section of DataLink_Viewer.ini is left as True. To ensure all tags are removed,

use Replace() to change double quotes into single. For example, the form field title can be:

Replace({Product_Type.Product Type Name},"""","'") + "_Comments"



To accommodate more text in the tag, you may embed references to fields/formulas in it.



To specify child form fields, specify a title of Parent_Field_title.Child_Field_Title.

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Page 154

Populating Form Field Text or Description via ODBC Query

When dealing with multiline text form fields, you may need to populate the text of the field with

very long text that might cause the tag content to spill over more than 1 line. To address that

scenario you may embed a directive to execute a SQL Query via ODBC inside the options for

Initial Text or Field Description (tooltip) and Visual CUT would replace the directive with its

dynamic result.

Here is an example of what the Crystal formula may look like:

"#Form_Tag::" + "350;50" + "||" + {Product_Type.Product Type Name} + "_Comments" + "||"

+ "TEXT" + "||" + "0" + "||" + "NotComb" + "||" + "Left" + "||" + "1;Inset;0;0" + "||" +

"230;230;230" + "||" + "255;255;255" + "||" + "0;0;0" + "||" + "CourierBold;10" + "||" +

// Initial Field Text Value (populated via SQL Query

"{ODBC:Customers:: :: ::SELECT [Name] FROM [CUST] WHERE [Cust_ID] = 6}" + "||" +

"Scroll" + "||" + "MultiLine" + "||" + "SpellCheck" + "||" +

"Product Type Comments [Mandatory if Action is 'Meeting' or 'Conference Call']" + "||" +

"False" + "||" + "False" + "#"

The expression starts with

{ODBC:

followed by 4 elements separated by

:: and

ends with }

ODBC DSN

(Note: could be different from the DSN used for the Crystal report)

User ID

(use a single space if not needed, as shown above)

Password

(use a single space if not needed, as shown above)

SQL Statement

MS Access Example:

{ODBC:Customers::User_ID::Password::SELECT [email] FROM [Contacts] WHERE

[Customer_ID] = '301'

}

SQL Server Example:

{ODBC:CONTACTS::sa::xxxxx::SELECT AHD.ctct.Comments FROM

AHD.ctct where AHD.ctct.Comments IS NOT NULL}

Notes:



If the SQL statement returns multiple rows, Visual CUT takes care of concatenating the

text from all the rows to a single string with carriage return and line feed as the delimiter.



The SQL statement syntax depends on your database. For example, as shown in the

samples above, MS Access uses [ ] around field/table names but SQL Server doesn't.



You would typically build the expression while using some field/formula values (not

names) to control the WHERE clause.

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Page 155

Filling PDF Forms

Using a command line argument, you can instruct Visual CUT to fill the fields in a given PDF

Form and save the result into a new PDF file. Here's an example of the command line argument

structure:

…

"PDF_FORM:c:\temp\MyForm.pdf>False"

The parameters (after the "PDF_FORM:") are separated by a ">" and are as follows:

1. The path & name of the PDF form file (used as a template).

2. Flatten form fields (True or False)? If True, as field values get substituted by formula values

from the Crystal report, Visual CUT turns the form field into a static portion of the PDF file.

This means the field will no longer act as a field in the new pdf file. It will simply behave as a

static portion of the new PDF file.

Setting Up a Crystal Report to Act as a PDF Form Filler

Each field in a PDF form has a name ("title" in pdf lingo). In order to fill (or substitute) the

value of such a field, your Crystal report should have a string formula with the same name as the

PDF form field. For example, if you desire to fill a PDF form field called "f1-1", you should

create a Crystal formula called "f1-1" providing the desired value for that field. In order to

supply a value for a checkbox field (as shown below), use "Yes" as the value for checked and

"No" for the value for unchecked.

The Crystal formulas should be placed in the report header/footer if the value is the same for all

records in the report. It should be placed in Group Level 1 Header/Footer if the value changes

for each Level 1 group and you are bursting (generating a different PDF file for each Level 1

Group). As usual, you may suppress the formulas.

Setting Up the Report in Visual CUT

In Visual CUT, simply set the report to export to PDF and specify the export file name. As usual,

you may make the export file path and/or name dynamic (reflecting field/formula values from

the report. Note that if you use the PDF_FORM command line argument, Visual CUT will not

export the report to PDF. Instead, Visual CUT would substitute the form fields in the Form File

(specified in the command line argument) and then save the result to the specified export file

name.

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Page 156

Setting PDF Document Properties after Export (Automatic)

After PDF exports, Visual CUT sets the PDF document summary information according to the

summary information set for the report in Crystal.

This functionality, as well as the PDF Bookmarks functionality described in the previous section,

are enabled by default. To turn it off, use the Options dialog and uncheck the option of "PDF

Exports include Document Properties and Bookmark Processing."

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Page 157

Flatten PDF Files

You can flatten form fields and annotations in pdf files via the command line argument of

PDF_Flatten. Here's an example of the command line argument structure:

…

"PDF_Flatten:c:\Before\*.pdf>>MyPassword>>c:\After\"

or (for a case with no password):

…

"PDF_Flatten:c:\Before\*.pdf>>>>c:\After\"

or (for a case without target folder:

…

"PDF_Flatten:c:\Before\*.pdf>>MyPassword>>"

or (for a case without password and no target folder:

…

"PDF_Flatten:c:\Before\*.pdf>>>>"

The parameters (after the "PDF_Flatten:") are separated by a ">>" and are as follows:

1. PDF file(s): comma separated list. Can use wild cards!

2. Password (leave blank if the pdf files are not password protected)

3. Target Folder (leave blank if the flattened pdf files should replace the original files)

Page 158

Setting PDF Document Properties

You can specify the pdf document properties via the command line argument of

PDF_Properties. Here's an example of the command line argument structure:

…

"PDF_Properties:c:\test.pdf>Ido>{@Invoice_N}>Invoice>Invoice>Ido>Millet Software"

The parameters (after the "PDF_Properties:") are separated by a ">" and are as follows:

1. PDF file(s): comma separated list. Can use wild cards!

2. Author of the PDF file

3. Title

4. Subject

5. Keywords

6. Creator

7. Producer

----------------------------------------------------------------------

8. Page Mode: Normal (or blank)/Outlines/Thumbnails/FullScreen/OCG/Attachments

9. Open Page (1 is default)

10. Zoom

(75 for 75%, 0 for default, -1 for fit in window, -2 for fit width)

----------------------------------------------------------------------

11. Custom Properties (Name1::Value1||Name2::Value2)

For example, "

…>

Case Type::Abduction||Case Manager::Officer Krupke"

Any number of pairs delimited by || with a :: separating Key Name from Key Value.

Notes:



To target multiple files, specify a list separated by commas.



You can use wild cards to target multiple files (e.g. c:\temp\test.pdf,c:\temp\Inv*.pdf)



Specify the first 7 elements, or all 10 elements, or all 11 elements



As usual, any of these elements can contain references to fields or formulas and Visual

CUT would dynamically replace the reference with the value in the report.



Page Mode controls what panels are visible when the pdf file is initially opened.

Outlines: Show the bookmarks pane

Thumbnails: Show the thumbnails pane

FullScreen: Show the pdf in full screen mode

OCG: shows the Optional content group pane

Attachments: shows the attachments pane



If you wish to avoid setting/overriding any of these properties, just leave them blank.

For example, to set just the author and the subject, the command line may look like this:

…

"PDF_Properties:c:\Inv\*.pdf,c:\test.pdf>Ido>>{@Invoice_N}>>>>Outlines>1>100"



Specifying Custom Properties is the same as manually specifying them in Acrobat Pro

using File, Properties, Custom Tab. These properties show up in the list of document

properties and can be useful for users and for document management systems.

Page 159

Building an Index PDF Documents

You can build a full-text index for multiple pdf files via the command line argument of

PDF_Build_Index. Here's an example of the command line argument structure:

…

"PDF_Build_Index:c:\temp\dir1||c:\temp\dir2>c:\temp\Index.pdx>"

The parameters (after the "PDF_Build_Index:") are separated by a ">" and are as follows:

1. List of folders (separated by "||") containing pdf files to be indexed

Notes:

a. All pdf files found in these folders and all subfolder (recursive) will be indexed.

b. Do not include a backslash at the end of each folder path.

2. Index (.pdx) file path and name

Notes:

a. The pdx file will be deleted, if it already exists, when the process starts

b. If an "Index" folder exists under the folder destination for the pdx file, that folder

is deleted when the process starts because this folder needs to be created from

scratch by the indexing process.

3. Options: leave blank. Reserved for future needs such as specifying maximum amount of

time the process should require. The default is 2 hours.

Notes:

On the Visual CUT machine, Acrobat Pro must be installed and the build index button must be

located on the toolbar like this:

As usual, any of these arguments can contain references to fields or formulas and Visual CUT

would dynamically replace the reference with the value in the report. For example:

…

"PDF_Build_Index:{@Folders}>c:\temp\Index.pdx>"

Page 160

Adding an Index File to a PDF Document

You can add an index (.pdx file) reference to a pdf document via the command line argument of

PDF_Add_Index. Here's an example of the command line argument structure:

…

"PDF_Add_Index:c:\test.pdf>c:\textMyIndex.pdx>PDX"

The parameters (after the "PDF_Add_Index:") are separated by a ">" and are as follows:

1. PDF file path & name

2. Index (.pdx) file path and name (on the machine where the pdf file will be used)

3. Index Label (must always be "PDX" - Other values would be converted to "PDX")

Note: Index file path can be specified as relative to the PDF file location.

For example: ..\Index.pdx

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