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Fill in Documents Online Fast. Easy. Secure. Easy Step-by-Step Instructions Guidebook Table of Contents PDF Document Editor 3 Folders 12 Collaborate and Versions 24 Audit Trail 39 Encryption and Security 41 Host Fillable Forms 46 Add Fillable Fields 58 Sign 71 Erasing, Highlighting, Redacting and Drawing 77 New Form and Document Creator 83 Add Watermark, Images and Video 94 Search text in PDF 101 Forms Security and Authentication 104 Send Documents out to Be Signed 110 Signer Authentication and Security 116 Add Your Own Branding 120 Fill Forms Automatically 124 PDF Converter 130 Merge PDFs and Paginate 134 Guidebook 3 PDF Document Editor Make major changes to a PDF document such as adjusting content and document formatting. Add Text Type and insert text anywhere on a PDF document. Click where you need to add text and start typing. To format text, use this toolbar : A B D C F E H G A. Change font D. Italicize G. Color B. Change text size E. Underline H. Link text to a webpage C. Apply bold formatting F. Normal / Extended font Guidebook 4 If the beginning of the word you are typing matches the ﬁrst letters of a word or a phrase that you’ve already entered in the current or any other document, those words or phrases will appear below. To save time, select the phrase you need instead of typing it again. Spellchecker The spellchecker checks only what you type and underlines misspelled, unknown or uncapitalized words. You can activate the spellchecker at any time before or after you start typing. Click the Spelling icon in the main toolbar. Guidebook The spellchecker panel will appear below the main toolbar, just click on the toggle. Apart from English, you can check French, German, Italian, Norwegian, Portuguese and Spanish texts. Select the language you need from the dropdown list. 5 Guidebook To correct a word, right-click it and choose a replacement from the dropdown list. The spellchecker underlines words that it does not recognize. If the word is spelled correctly, you can add it to your dictionary. The spellchecker will recognize it the next time you type it. Linking Videos to Documents Add instructional, marketing or welcome videos to your documents. Open a document, type a phrase that you want to link to the video and click the Hyperlink icon. 6 Guidebook 7 In the dialog window that will open, insert the URL address of the video and press Save. Please note that the video must be published on Youtube. Whoever opens the document will be able to watch the video. Mini Toolbar The mini toolbar appears above any content you add to the document including text, checkmarks, pictures, etc. To change the position of the content, click the arrow icon and, while holding down the mouse button, drag the content where you need to place it. OK conﬁrms your action and activates the Text tool. To resize the content, use the tree icons. To delete content, click the trash can icon. Guidebook Add a Checkmark Select the checkmark, “X” or circle in the main toolbar and click where you would like to place it. Add the Date Click the Date icon in the main toolbar and click where you want to place the date. The current date appears by default. You can change it to any date you want. 8 Guidebook 9 Add a TextBox Select the Textbox icon in the main toolbar, click where you want to Textbox place the text box and type your comment. To resize the text box, drag its corners or edges. Guidebook 10 Change the vertical and horizontal alignment of the text using the vertical and horizontal alignment tools. To change the background color, click the Background icon and select the color from the palette. Guidebook To change the color of the borders, click the Box icon and select the color from the palette. 11 Guidebook Folders To optimize your workﬂow, you can create folders and organize your documents more effectively. Creating Folders and Subfolders To create a folder, go to MY DOCS > MYBOX and click the folder icon. In the dialog box that will open next, type in a name for the new folder, for instance 001_Sample_Folder, and press Create. 12 Guidebook The newly created folder will be placed alphabetically among the other folders. To create a subfolder, select the parent folder and click the folder icon above. In the dialog box, enter a name for the new subfolder, for instance 01_Subfolder, check the box under the name, and press Create. 13 Guidebook Moving Documents You can easily move any document to any folder. First, select one or more documents that you want to move and click Move. Then, select the destination folder and press the Move button. 14 Guidebook Tagging Documents You can attach color-coded tags to your documents. Tagging enables you to group documents into categories and makes search for documents easier. To add a tag, select the document and click the Tag icon above or the dot next to the document’s name. 15 Guidebook 16 You can create a new tag or attach an existing one. To create a new tag, select a color dot and enter a name for the new tag. To attach an existing tag, select it from the list. You can attach more than one tag to any document by repeating these steps. Press Done to close the dialog box. Guidebook 17 To ﬁnd documents with the same tag, click the search icon, enter # followed by the tag name, and press Enter on your keyboard. Documents with the same tag will appear in the search results. Guidebook 18 Preview Using the Preview feature, you can ﬁnd documents much faster because you don’t have to open them. To open the preview pane, click Show Preview on the right. To see the previous or the next page, click < or > respectively. Guidebook 19 Importing Documents from Cloud Storage You can import documents directly from Dropbox, Google Drive, Box or OneDrive to PDFﬁller. This can save you a lot of time because you don’t have to download documents to your local drive and upload them to PDFﬁller. In MY DOCS, open the CLOUD tab. Select your cloud storage, for instance, Google Drive. Guidebook Log in. If you’re already logged in, this step will be omitted. Click on the document that you’d like to import and press Select. 20 Guidebook 21 The document will open immediately in the PDFﬁller editor and remain unchanged in Google Drive. Synchronizing Use the Synchronize feature to refresh the MYBOX page or the CLOUD page to get the latest version. Click More and select Synchronize from the dropdown menu. The page will be instantly updated. Guidebook Trash Bin To remove a ﬁle from your storage, you can put it in the TRASH BIN. Select the ﬁles you want to delete and click Move to Trash. Your deleted ﬁles will stay in the TRASH BIN until you delete them permanently or empty your trash. The left pane reminds you where you kept the ﬁles before moving them to the TRASH BIN. Once you put a ﬁle in the TRASH BIN, you can either restore or delete the ﬁle forever. 22 Guidebook To restore ﬁles, select them and click Put Back in the right pane. To delete the selected ﬁles permanently, click Delete Selected. To remove all the ﬁles from the TRASH BIN, click Empty Trash Now. 23 Guidebook Collaborate and Versions Give limited access to your forms to others, track their activity, and restore earlier versions of your documents. Sharing Documents Work together on any device to access, edit, collaborate and comment on a single document. Click the Done button and select Share from the dropdown menu. 24 Guidebook 25 Alternatively, select the document in MY DOCS and click Share in the right pane. Enter the ﬁrst recipient’s name and email address and press Add Recipient. Use your address book or import your contacts from Gmail, Yahoo, Hotmail or Outlook. You can share any document with up to 10 people. Set permissions for each recipient by selecting Can Edit, Can View or Can Sign from the dropdown list. Guidebook 26 Select the notiﬁcation settings for each user by choosing Notify or Don’t Notify from the dropdown. If you choose Notify, the user will receive an email every time other recipients edit the document. Guidebook Write a message to your recipients inviting them to edit or sign the document. Click Personalize Your Invitation to Share. For your convenience, PDFﬁller oﬀers three invitation templates: Casual, Formal and Informal. Create your business card by ﬁlling the ﬁelds with your contact information. 27 Guidebook 28 PDFﬁller can automatically remind your recipients to edit or sign a document. Click Reminder for Recipients and select when you want the reminder to be sent. In addition, you can set another reminder if the recipient ignores the ﬁrst one. Finally, press SHARE at the bottom of the page. Guidebook 29 An email with a direct link to the document will be sent to each recipient. Collaborators can make changes based on the permissions you’ve set for each. They will be able to print, save or send the document after they’ve edited or signed it. To view the settings and changes made to a shared document, go to MY DOCS > OUTBOX > Share. If you send the document to three recipients, three copies of the same document will appear in the Share folder. To add or remove collaborators or to modify their permissions, select the document and click Settings. You can also revoke editing privileges. On the Share Status page, press the Unshare button. The document will be removed from the Share folder and the recipients will no longer be able to access the document. Guidebook 30 Role Template When you share or send a document for signature, you can assign a ﬁllable ﬁeld to a particular person so that nobody other than this person will be able to ﬁll in the ﬁeld. First, create ﬁllable ﬁelds in the document. Please refer to the Add Fillable Fields section of this Guidebook. Then, select the document, click More and choose Role Template. Type in the name of the ﬁrst person who will sign the document and press Enter on your keyboard. Repeat this step for each signer and press Assign Roles in the bottom right corner. Guidebook Click on the ﬁeld you want to assign, open the dropdown list under Who Needs to Fill This Out and select the name of the person who will have the exclusive right to ﬁll in the ﬁeld. Repeat this step for each person signing the document and press Save in the top right corner. Please note, that if you don’t assign a ﬁllable ﬁeld to anyone, any recipient will be able to ﬁll it. Transferring Documents Send copies of documents to any PDFﬁller customer. Select one or more documents, click More and choose Transfer from the dropdown menu. 31 Guidebook 32 Enter the recipient’s email in the address ﬁeld, check the box under the ﬁeld and press Transfer. The recipient will receive an email requesting transfer. To complete the transfer, the recipient has to press Conﬁrm. Guidebook 33 A new folder will be automatically created in the recipient’s account. The documents will be saved in that folder. StickyNotes and Annotations Leave comments on PDF documents with sticky notes and annotations. Select the Sticky icon in the main toolbar, click where you want to place Sticky the note and type your comment. Guidebook To resize the sticky note, drag its corners or edges. To change the color of a sticky note, click the Box icon and select the color from the palette. 34 Guidebook Add a comment To add a comment, select Comment in the main toolbar. Press the blue Add comment button and click on the text or image you want to comment on. Type your comment and click Comment. 35 Guidebook 36 Edit, delete or reply to a comment Click on the comment you want to edit, delete or reply to, click More […] and select Edit, Delete Edit the comment and click Save. Type your response and click Reply. Guidebook After you’ve selected Delete, click OK to conﬁrm your action. Resolving comments To resolve a comment, click Resolve. This will remove the comment. 37 Guidebook 38 View Changes and Versions Track all edits in automatically saved versions of the same document. While editing a document, open the Versions tab on the right. Here, you can view each saved document state (documents are saved each time you hit DONE). Restore a Previous Version Clicking on Restore this version will revert your document to that previous state. You can undo this restore by returning to the Versions panel and choosing the most recent version. To exit the versions preview, click Close in the top right corner of the page. Guidebook Audit Trail Browse authentication records for all activities in your account. Audit Trail The audit trail shows when you logged in and out, opened, sent, deleted, downloaded documents, etc. You can make an inquiry for any period of time you are interested in. To check your activities, go to My Docs and click the Audit Trail icon in the top right corner. 39 Guidebook 40 Select the period you would like to check. To save the audit trail as a PDF ﬁle to your local drive, click the Save icon. Guidebook Encryption and Security Protect your documents and keep important information conﬁdential with advanced encryption and authentication. Encrypted Folder Protect your documents with two-factor authentication in your Encrypted folder. To activate the Encrypted folder, select it in MYBOX and enter your cell phone number. 41 Guidebook You will immediately receive an activation code via text message. Enter the activation code and click Verify to create a password. Create and conﬁrm your password — this will open the folder. 42 Guidebook 43 To add documents to the Encrypted folder, drag them from any other folder. After you’ve ﬁnished working with your protected documents, close the Encrypted folder by clicking the key icon. It will also automatically lock after 10 minutes of inactivity. To access the documents in the Encrypted folder, you will have to enter your password again. HIPAA Compliance Protect medical records with security that meets HIPAA standards. Go to MY ACCOUNT and select Account Information. Guidebook Check the box in HIPAA Compliance section and click Save. Login with Phone Use your phone instead of the email to access your account. Select the Login with Your Phone option. 44 Guidebook Enter your cell phone number. You will receive a single-use login PIN via SMS. Enter the PIN and click Log in. Please note that prior to using this feature, you have to save your cell phone number in My Account. 45 Guidebook Host Fillable Forms Interactive ﬁllable documents available to anyone to ﬁll out from any device. No coding or hosting necessary. Attach Video Greeting Help Introduce recipients to your ﬁllable document by adding a help or welcome video. While customizing the link to a document, insert a link to the video that you need to attach to the document. Please note that the video should be published on YouTube. Whoever opens the document for ﬁlling will be able to watch the video. 46 Guidebook Publish on Website Make your document publicly accessible. Create a link to the document and publish the link on your website as a button or an HTML link. You can start creating the link directly from PDFﬁller’s editor. Click Done and select LinkToFill from the drop-down menu. Alternatively, go to My Docs, select the document in its folder and click LinkToFill on the right. Customize the embeddable HTML link. 47 Guidebook 48 Add ﬁllable ﬁelds to the document. Create checkboxes and ﬁllable ﬁelds for various types of data including text, numbers, signatures, dates, and photos. For more information, please refer to the Add Fillable Fields section of this Guidebook. Customize the link’s text. Type your own text in the text ﬁeld. It cannot be longer than 50 characters. Choose a link style. There are three styles available: simple link, small button and large button. Guidebook 49 You can also choose whether or not to use the document icon, just check or uncheck its checkbox. Choose the link colors by clicking the colored squares. Upload a custom logo for your document. Click the Add New Logo button and follow your browser’s tips to upload an image from your device. The image should be in JPEG, GIF, or PNG format and its size cannot exceed 5 MB. Whoever ﬁlls the document will see your logo in the top left corner of the page. If you choose not to use this option, PDFﬁller’s logo will appear by default. Guidebook 50 Provide the name, company and job title of the document’s author. To request recipients’ consent to use their electronic signatures and records, switch on the toggle. Write a message to those who will ﬁll the form, for instance, an instruction or request. Add a video as mentioned above and proceed by clicking Select Options in the bottom right corner of the page. This will open the tab where you can select the following options: Password Protection and HIPAA compliance. Create a password to restrict access to the document. You will have to provide the password to those who need to access the document. To comply with the standards of data protection under the Health Insurance Portability and Accountability Act, check the box. Guidebook Permissions. Select Full Access to enable the recipients to edit the document using all PDFﬁller tools or select Signature Only to limit the editing capabilities to signature and date only. Signature Stamp. To turn on the “Veriﬁed by PDFﬁller” stamp that will appear next to every signature, check the Enforce box. Request Additional Documents. You can request the documents that should be sent along with the ﬁlled document. Submission Requirements. You may request a name and email address from a person submitting the document. Download Options. If you permit downloads, whoever ﬁlls the document will be able to get a copy of it. 51 Guidebook 52 Redirect After Submission. As soon as visitors of your site ﬁll and submit the document, you can redirect them to any webpage you like — just insert the URL address of the web page in the text ﬁeld. Notiﬁcations. You can choose whether or not to receive an email notiﬁcation every time somebody submits the document. Enter email addresses of those who need to receive notiﬁcations. Document ID. If you choose to use this option, PDFﬁller will generate a unique ID that can be used to track the document. After you’ve selected all the relevant options, click Activate at the bottom of the page; this will open the Activate tab. Guidebook 53 Set the Document Status. Change the document’s status to “Active” or “Inactive”. Once the document is active, you will be able to distribute it using its URL address, HTML code, or QR code. Your website’s visitors will be able to open the document in the PDFﬁller editor where they can easily ﬁll, sign, and submit the document with just a few clicks. QR Code Share your ﬁllable document via QR code to allow instant access from any mobile device. Download the QR code and add it to any printed document, booklet, leaﬂet, etc. Smartphone users will be able to scan the code with their cameras to easily access the document on their devices. Guidebook 54 Social Networks You can also share your document through social networks such as Facebook, Twitter or Google+. Mobile Version A separate downloadable application allows your forms to be available at all times on any mobile device. To install the Form Filler App on your mobile device, use the links to the App Store or Google Play. To ﬁll and submit a hosted ﬁllable form, all you’ll have to do is just open the link or scan the QR code. Guidebook 55 Extract Data into Excel Export data from ﬁlled PDF documents as an Excel spreadsheet. To access the completed document, go to MY DOCS > INBOX > LinkToFill. Select the document and click Filled forms. To export information from the document as an Excel spreadsheet, click Export. Guidebook Notiﬁcations when Filled Every time somebody ﬁlls and submits the document, you’ll receive an email notiﬁcation. You can access the document using the link included in the notiﬁcation. Store and Access All Filled Forms Access your ﬁlled forms anytime and from any device by keeping them in secure cloud storage. 56 Guidebook Go to MY DOCS > INBOX > LinkToFill and select the document you need. 57 Guidebook 58 Add Fillable Fields Transform any document or form into a ﬁllable form with smart digital ﬁelds using our drag and drop wizard. Drag and Drop Fields The technique for adding ﬁelds is the same for all ﬁeld types. While editing a document, open the Add Fillable Fields tab on the right. Select the ﬁeld you need, then drag and drop it where it should be in the document. Resize the ﬁeld by dragging its corners or edges. Guidebook 59 Required Fields You can mark any ﬁeld as Required. Check the box and a red asterisk will appear in the top right corner of the ﬁeld. It is impossible to submit a form if a required ﬁeld is empty. Checkboxes To add a checkbox ﬁeld, click the Checkbox icon and click where you want Checkbox to place it. Guidebook 60 When you resize a checkbox, the next one will be of the same size so you will not have to resize each checkbox. To customize a checkbox, select it, then click Advanced to expand options: Type of Checkbox. You can format the checkbox to be ﬁlled with a simple checkmark, “X”, or circle. Default. Select whether the default setting for a checkbox is checked or unchecked. Note. Enter instructions or tips for ﬁlling the ﬁeld. Users will see the note when they hover their mouse over the ﬁeld. Database Field Name. Create a name for the ﬁeld that will appear when you export ﬁlled data to a spreadsheet or when you use a PDFﬁller API. Group Name. Group checkboxes together by entering the same group name for each box. When ﬁlling the document, only one checkbox within a group can be checked at any time. Text Field To add a text ﬁeld, click Text, then click where you want to place the ﬁeld. Text Guidebook Use the text formatting tools to preset the ﬁeld’s text format including the font, size, color and alignment of text. It will be impossible to change text format while ﬁlling the ﬁeld. To customize the text ﬁeld further, click Advanced to expand options. Default Text is the text that will appear in the ﬁeld when others ﬁll the form. If you lock the ﬁeld, nobody will be able to replace the default text. Note. Here you can enter any instructions or tips for ﬁlling the ﬁeld. Users will see the note when they hover their mouse over the ﬁeld. Max Characters. Set the maximum number of characters allowed in the ﬁeld. The “auto” setting will limit that number to what can physically ﬁt into the ﬁeld. Max Lines. Set the maximum number of lines allowed in the ﬁeld. Database Field Name. Create a name for the ﬁeld that will appear when you export ﬁlled data to a spreadsheet or when you use a PDFﬁller API. 61 Guidebook 62 Date Field To add a date ﬁeld, click Date, then place the ﬁeld where it should be Date in the document. To customize a date ﬁeld, click Advanced to expand options. Format. Select one of many date formats. Default. Choose the date that the ﬁeld will display before the user changes it. Note. Enter any instructions or tips for ﬁlling the ﬁeld. Database Field Name. Create a name for the ﬁeld that will appear when you export ﬁlled data to a spreadsheet or when you use a PDFﬁller API. Guidebook 63 Signature Field To add a signature ﬁeld, click Signature and drag the ﬁeld where you Signature want to place it. Anyone ﬁlling the document can click the signature ﬁeld and use PDFﬁller’s signature tool to sign the document. Drop-down Field To add a ﬁllable drop-down ﬁeld, click Dropdown and drag the ﬁeld where Dropdown it should be in the document. Guidebook To help users choose an item from the list, provide a suggestion in the Add Some Text to Help textbox. To add an item to the list, type a new value in the empty ﬁeld and click + Add. To allow users to provide their own alternative, check the respective box. 64 Guidebook 65 To customize a drop-down ﬁeld, click Advanced to expand options. Default. Select the default item from the list you’ve created. Note. Enter any instructions or tips for ﬁlling the ﬁeld. Database Field Name. Create a name for the ﬁeld that will appear when you export ﬁlled data to a spreadsheet or when you use a PDFﬁller API. Use the text formatting tools to preset the ﬁeld’s text format including the font, size, color and alignment of text. Number Field To add a number ﬁeld, click the Number icon, then click where you want to Number place the ﬁeld. You can customize a number ﬁeld just like a text ﬁeld. To learn more, please refer to the Text Field section above. Photo Field To add a photo ﬁeld, click the Photo icon, then click where you want Photo to place it. Guidebook 66 Anyone ﬁlling the document will be able to click the photo ﬁeld and either upload a photo from their device or take one with their webcam. Formula Field You can make simple calculations using the formula ﬁeld. First, you need to create number ﬁelds that will be used as operands. Then, Formula click Formula and place the formula ﬁeld where you need it. Write the formula in the formula box just above the document using the number ﬁelds as operands. A click on a number ﬁeld adds it to the formula. Guidebook 67 Alternatively, you can use the Formula builder to create formulas. Add a formula ﬁeld, click the fx button to activate the Formula builder. Press New Number Field to add the ﬁrst operand. Repeat this step to add as many number ﬁelds as you want. Select the ﬁrst operand from the list and the ﬁrst operator by pressing +, -, * or /, then select the Guidebook 68 When you ﬁll number ﬁelds, the formula ﬁeld will automatically show the result of the calculation. Initials Field To add a ﬁllable ﬁeld for initials, click the Initials icon and drag the ﬁeld where you want to place it. Guidebook 69 Wizard Control There are three modes of ﬁlling a document containing ﬁllable ﬁelds: Wizard, Fields and Oﬀ. To activate the mode you need, click the Wizard icon in the main toolbar and use the selector that The Wizard mode allows you to go from ﬁeld to ﬁeld following the default sequence or in any other order that might appear more appropriate. You don’t have to go through the document in search of ﬁllable ﬁelds, save time selecting ﬁelds from a convenient list. The Wizard shows you the ﬁelds you’ve already ﬁlled, the current ﬁeld and the remaining ﬁelds, so you can easily estimate the progress you are making. To expand the Wizard, click the Wizard icon. As soon as you ﬁll a ﬁeld, the corresponding box in the Wizard will be checked and the instructions Guidebook 70 To go to the next ﬁeld following the default sequence, either click the Next button under the ﬁeld or press Enter, Tab or the Right/Down Arrow key on your keyboard. You can ﬁll the document in any other order by selecting ﬁelds from the list. In the Fields mode, you can select ﬁelds by pressing the Tab or arrow keys on your keyboard or using your mouse. Use the selector to deactivate ﬁllable ﬁelds. Be careful - the data you’ve already entered in the ﬁelds will be deleted and will not reappear even if you return to the Wizard or Fields mode. To restore the data, use the Undo button or press Ctrl+Z (Command + Z on a Mac) on your keyboard. Guidebook 71 Sign Create legally binding eSignatures faster than ever before. Add a signature on Mobile Sign documents on the go by drawing your signature on any mobile device. Tap the Signature icon, then tap the document where you need to put your signature. Create a signature using your ﬁnger or select a signature if you have already uploaded it. The signature you create will be saved for future use. Guidebook 72 Add a Signature from your Computer Draw a signature with your mouse or touchpad and add it to your document. Click the Sign icon in the main toolbar to open the Signature Wizard that Sign allows you to type, draw, sign, upload, or capture a signature. To type a signature, click the T icon and type your name. Click Save and Use to use the signature immediately or Save to use it lately. In both cases the signature will be saved in the Signature Wizard. Guidebook Click where you need to place the signature. Use the mini-toolbar to resize the signature or change its position. To draw, click the fountain pen icon and use your mouse or trackpad to draw your signature by clicking and dragging. You can also change the color and thickness of the signature. Save and place the signature exactly where you want it to appear. 73 Guidebook Real Signature with a Photo Make it easy to add a legally binding signature to a document by capturing a handwritten signature with a webcam. Click the webcam icon and allow PDFﬁller access to your camera. Sign a piece of paper and hold it up to the camera, so the signature ﬁts inside the blue box, then click Take. 74 Guidebook You can then choose to make adjustments to the scan or use the signature as-is. Veriﬁed by PDFﬁller Stamp PDFﬁller veriﬁes your signature with a stamp showing the date when you signed the document. 75 Guidebook To show the stamp, click its icon. Legal in 50 States All signatures added in PDFﬁller are legally binding under the E-Sign Act (2000). 76 Guidebook 77 Erasing, Highlighting, Redacting and Drawing Easily customize documents to ﬁt your needs with a variety of tools. Erasing Quickly Erase any content from a PDF document with precision. Clicking the Erase button will cause the eraser toolbar to appear under the editing tools. Use the slider to change the thickness of the eraser. Guidebook 78 Navigate to the content you want to erase, press and hold down the mouse button, drag the eraser across the content, then release the button and click OK. If the page color or background is not white, use the color selector to change the eraser’s color. Click the color selector icon, then click once anywhere on the page or background. Navigate to the content you want to erase, click and drag the eraser across it and then click OK. Guidebook 79 You can also delete content within a rectangle of any dimensions. Click the rectangle icon, place the cursor at any corner of the rectangle you need to delete, press down the mouse button, drag it to the opposite corner and release the button. Highlighting Highlight text in documents with a simple swipe of the cursor. Guidebook 80 Сlick the Highlight button in the main toolbar, navigate to the content you want to highlight, press and hold down the mouse button, drag the cursor across the content, then release the button and click OK. Use the slider to change the thickness of the highlighter before or after highlighting. If you want to highlight an entire paragraph, click the rectangle icon, place the cursor in the top left corner of the paragraph, press down on the mouse button, drag the cursor to the bottom right corner and release the button. If you need to highlight speciﬁc words or phrases, use the Search tool and its highlighter. To delete a highlight, select the highlight and then click the trash can icon. Guidebook Redacting Use the Blackout tool to redact sensitive information. Click the Blackout button in the main toolbar, navigate to the content you want to redact, then click and hold down the mouse button while dragging your cursor across it. Use the slider to change the thickness of the black line before or after redacting. You can blackout content within a rectangle of any dimensions. Click the rectangle icon, place the cursor at any corner of the rectangle you need to blackout, press down the mouse button, drag the cursor to the opposite corner and release the button. If you need to redact speciﬁc words or phrases, use the Search tool. 81 Guidebook 82 Drawing Use powerful tools to draw any shape. Select the Draw icon, the drawing toolbar will appear under the editing tools. Use the slider to set the thickness of the line. Click the color square and choose the color from the palette. Click where you want to start and draw any shape by dragging. Release the mouse button to stop drawing and click OK. You can change the thickness and color of the line after you’ve completed the drawing. Select it in the document and use the slider and the color palette. Guidebook New Form and Document Creator Create new documents and customize their layout with a feature-rich web-based online editor. Create a New Form Create forms and add text, tables, graphics, images and drawings. In My Docs, select a folder where you need to create a document and click Create Document. 83 Guidebook This will open a sample document in the PDFﬁller Document Creator. To rename the document, delete its default name, enter the name you would like, and press Enter on your keyboard. 84 Guidebook Delete the sample content before creating yours. Add Text and Checkboxes Adding text is easy. Just type it directly into the document or copy it from any other document. To paste text, press Ctrl+V or right-click and select Paste from the menu. You can also paste unformatted text by selecting Paste as plain text from the menu or pressing Ctrl+Shift+V on your keyboard. 85 Guidebook 86 To change the writing direction, select Left to Right or Right to Left from the menu. Format text using these tools. A C B E D G F I H A. Font Size D. Underline G. Bulleted List B. Bold E. Align H. Increase Indent C. Italic F. Numbered List I. Decrease Indent Guidebook To add a checkbox, click Insert Checkbox in the toolbar. The check box will appear at the text cursor’s position. Add Tables Enrich your documents by adding images and tables. To insert a table, click Insert Table in the toolbar and move the cursor over the grid until you highlight the number of rows and columns you need. 87 Guidebook When you click in the table, the table tools will appear. To add a header, select H. You can insert and delete rows and columns. 88 Guidebook 89 To merge cells, select the cells you want to combine, click Cell in the table tools and select Merge cells. You can merge cells located in the same row or in the same column. Page You can split a cell in two either vertically or horizontally. Click in the cell you need to split and select Vertical split or Horizontal split from the table tools. To change the cell background, click in the cell, click Cell Background and select the color you want. Guidebook 90 Use the alignment tools to change position of text in cells. Add Images To add an image to the document, click in the toolbar or press Ctrl+P on your keyboard and then either drag-and-drop the image from your device into the box or click in the box to upload the image. Guidebook 91 Resize the image by dragging its corners. To change position of the image, use the alignment tool. To control how text wraps around the image, select Inline or Break Text options. Guidebook 92 To replace the image, click Replace and then upload another image. Turn the Form into a PDF To save the newly created document as a PDF ﬁle, click Done and select Save As from the dropdown menu. Guidebook Select the PDF icon to save the document as PDF to your local drive. 93 Guidebook 94 Add Watermarks, Images and Video Customize your documents with visual content using simple, but powerful tools. Add a Watermark Add a custom watermark to PDF documents. Click on the Add Watermark tab on the right to expand the panel. Check the box and add the text that you want to appear in the watermark. Guidebook 95 After the orientation, size, and opacity of the watermark have been deﬁned, you can see the changes to your document in real time — simply select the pages you’d like to apply your watermark to see how it looks. To remove the watermark, uncheck the box. Add Page Numbers Number the pages of a document with just one click. While editing a document, open the Add Watermark tab on the right. Guidebook Select the Page Numbering dropdown menu to change the format, size and position of the numbers on the page. To hide page numbers, uncheck the box. 96 Guidebook 97 Add an Image Enhance documents with images or pictures that have been uploaded or taken with a webcam. Select the Picture icon in the main toolbar to open the Image Wizard. You can either upload a picture that you already have or take a new one using Picture your webcam. To upload a photo from your computer, click the Upload button. Guidebook Before inserting the image in the document, you can crop, rotate and ﬂip it, change its background, and adjust its brightness and contrast. To place the image on the document, just click on it in the Image Wizard. Move or resize it for a perfect ﬁt using the mini toolbar. 98 Guidebook 99 You can also take a picture using your webcam and add it to the document. Select a photo size to the right of your camera image, click Take, then click Use to proceed. The window that will open next allows you to crop the image, adjust its brightness and contrast, ﬂip and rotate it, or enhance it otherwise. After you’ve ﬁnished editing your picture, click Save and Use to add it to your document immediately or select Save to use the picture later. Guidebook Add Video Add instructional, marketing or welcome videos to the documents that you host using our LinkToFill feature. While customizing a link to a document, insert a link to the video that you want to attach to it. Note that the video should be published on YouTube. Whoever opens the document will be able to watch the video. 100 Guidebook 101 Search Text in PDF Find speciﬁc words or phrases in PDF documents. Search Use the Search tool to ﬁnd a word or a phrase in the currently open document. To activate the Search tool, click its icon in the main toolbar or press CTRL +F on your keyboard. If a PDF document is not searchable, the dot on the Search icon will be red. A B D C A. Search ﬁeld D. Next B. Counter E. Erase C. Previous F. Highlight F E G. Blackout G Guidebook Type the text you want to ﬁnd in the search ﬁeld. The counter will show you the number of the current search term and the total number of search terms found in the document. The current search term is highlighted in green, the others are highlighted in red. Search and Erase To delete the current search term, click Erase. The next search term will automatically become current. 102 Guidebook Search and Highlight To highlight the current search term in yellow, click Highlight. Search and Redact To redact the search term, click Blackout. 103 Guidebook 104 Forms Security and Authentication Protect your documents with two-factor authentication, encrypted folders and HIPAA compliance. Use a PIN Secure recipients’ access to documents by applying a 4-digit PIN. While sending a document for signature, you can add an extra layer of security to the document. Enable the recipient’s authentication and enter his cell phone number. The recipient will receive a text message containing a 4-digit PIN. To access the document, the recipient will have to enter the PIN. Use 2-Factor Authentication Protect a folder or a form by adding 2-factor authentication, just like many bank accounts demand. Guidebook To activate the Encrypted folder, select it in MYBOX and enter your cell phone number. You will receive immediately an activation code via text message. Enter the activation code and click Verify to create a password. 105 Guidebook 106 Create and conﬁrm your password, this will open the folder. To add documents to the Encrypted folder, drag them from any other folder. After you’ve ﬁnished working with your protected documents, close the Encrypted folder by clicking the key icon. It will also automatically lock after 10 minutes of inactivity. To access the documents in the Encrypted folder, you will have to enter your password again. Guidebook 107 Unique Document ID for Each Document Secure the authenticity of the document with the help of a unique Document ID. While sending a document for signature, create its tracking ID. You can also activate the Document ID option for the ﬁllable forms that you host on your website or via QR code using the LinkToFill feature. To see the document’s ID, go to its folder and select Document ID on the right. If you choose to display the tracking ID on the document, it will appear at the page bottom. Guidebook 108 Copy the document’s ID and save it in a ﬁle for tracking the document. To ﬁnd the document and information about it, you don’t have to remember where you stored it. Go to My Account > Personal Information and click Track Document. Guidebook Insert the Document ID in the search box and click Find. Require Filler Email and Name Identify recipients of the documents by requesting their names and emails. While setting the options for a ﬁllable form that you are going to host on your website using the LinkToFill feature, go to the Submission Requirements and mark the respective checkbox. 109 Guidebook 110 Send Documents out to Be Signed SendToSign is an easy and efﬁcient way of requesting signatures. Invite up to 20 Signers Make up to 20 copies of a document and send them for signature. Each recipient signs his own copy and submits it to you. You can start directly from the PDFﬁller editor. When you’ve ﬁnished editing your document, click the Done button and select SendToSign from the drop-down menu. Guidebook On the next page, select SendToEach. Add recipients’ email addresses and names, set authentication options and editing permissions, and write a message to each of them. Add as many recipients as you need by clicking on Add Another Recipient. 111 Guidebook SendToSign 112 Finally, click SendToSign in the bottom right corner of the page. Any SendТoEach recipient can refuse to sign the document and write a message to you explaining why they would not sign it or requesting changes to the document. Click Decline in the top right corner to alert the sender that you have declined to sign the document. You can add a message to the sender in the text box. The recipient can delete all the data they Guidebook 113 Multiple Signers Send a single copy of a document to be signed by up to 20 recipients. Select SendToGroup and create an envelope name to label the group of signers. Signatures Workﬂows Use the Sign in Order option to set the order in which SendToGroup recipients will receive their requests and sign the document. Check the Sign in Order box then either drag or type to the left of each recipient to set your desired order. Guidebook 114 Request Additional Documents Ask a recipient to send you up to ﬁve documents as attachment to the document that he signs. Required Fields Required ﬁelds ensure that all the necessary information is provided and nothing is missing. If the document you are sending for signature does not contain any ﬁllable ﬁelds, but you need to add them, click Add Fillable Fields. You can add ﬁllable ﬁelds to the document before you start preparing it for signature request. However, if you decide to create more ﬁllable ﬁelds or to modify the existing ones in the midst of preparation, click Modify Fillable Fields. Guidebook 115 You can mark any ﬁeld as Required. Check the box, and a red asterisk will appear in the top right corner of the ﬁeld. It is impossible to submit a form if a required ﬁeld is empty. For more information about ﬁllable ﬁelds, please refer to the Add Fillable Fields section of this Guidebook. Notiﬁcations When Done Once all the recipients sign the document that you requested to sign through SendToGroup, you will receive a conﬁrmation email. You will receive a similar message every time a recipient signs the document that you requested to sign through SendToEach. To review the document, use the link in the message. Guidebook Signer Authentication and Security Verify signer identity with multiple levels of authentication before giving access to documents. Photo Veriﬁcation While sending a document for signature, you can ask the recipient to prove his identity with a photo. Check the box that activates this option. 116 Guidebook 117 The recipient will receive a request to identify himself with a photo. The recipient should photograph himself using his webcam. As soon as you have received the signed document, you will be able to check the signer’s identity. Go to MY DOCS > INBOX > SendToSign, select the document and click Status. Guidebook 118 On the document status page, you will see the signer’s photo. You can download it to your local drive. 2-Factor Authentication You can add one more level of security to your document by having a recipient enter a password sent by SMS. While sending a document for signature, enable recipient’s authentication and enter his cell phone number. The recipient will receive a text message containing a 4-digit PIN. To get access to the document, the recipient will have to enter the PIN. Guidebook Veriﬁed by PDFﬁller Stamp PDFﬁller veriﬁes your signature with a stamp showing the date when you signed the document. To show the stamp, click its icon. 119 Guidebook 120 Add Your Own Branding Reﬂect the company brand on the emails and web pages the recipients see when completing documents. Brand the Look and Feel Make a document template correspond to company branding by adding a logo, watermark and branded colors. Add your company’s logo to the ﬁllable documents that you host on your website using our LinkToFill feature. Click the Add New Logo button and follow your browser’s tips to upload an image from your device. The image should be in JPEG, GIF, or PNG format, its size cannot exceed 5 MB. Whoever ﬁlls the document will see your logo in the top left corner of the page. If you choose not to use this option, PDFﬁller’s logo will appear by default. Guidebook 121 Add a custom watermark to PDF documents. Click on the Add Watermark tab on the right to expand the panel. Check the box and add the watermark text. After the orientation, size, and opacity of the watermark have been deﬁned, you can see the changes to your document in real time — simply select the pages you’d like to apply your watermark to to see how it looks. Guidebook Brand the Communication Customize emails and communications with logos, videos and unique messages to clients. Go to MY ACCOUNT and select Custom Branding. Choose a template for emails that you will send with the purpose of requesting signatures or sharing documents. Upload your company’s logo, the image should be in JPEG, GIF or PNG format, its size cannot exceed 5 MB. 122 Guidebook Create a signature and click Done to save your template. 123 Guidebook Fill Forms Automatically Automatically merge data from database or Excel spreadsheet with a document and send preﬁlled copies out to sign or save ﬁlled copies in your account. Fill in Bulk You can do it using Fill in Bulk, an advanced feature that enables you to automatically create preﬁlled documents. Select the document in its folder and click Fill in Bulk in the right pane. 124 Guidebook Deﬁne Fillable Fields Add ﬁllable ﬁelds to a document and ﬁll them with data from a CRM, Excel or database. Click Add Fillable Fields. Use the Database Field Name to identify the ﬁelds that you need to pre-ﬁll. 125 Guidebook Up to 1,000 Documents in a Job Use the Add Task tool to create up to 1,000 ﬁles. Upload Data in Excel Export data from an Excel spreadsheet or type it directly into an online spreadsheet. Copy the information you need to export from a spreadsheet 126 Guidebook 127 And paste it into the Fill in Bulk spreadsheet. Next To proceed, click Next in the top right corner. In the dialog box that will open next, enter the name and description of the new job. PDFﬁller will create a new subfolder in the Fill in Bulk folder. The names of the new subfolder and of the new job are the same. Get All Filled Documents in Your Folder Save all preﬁlled documents in a folder to access at any time from any device. Guidebook 128 After you’ve created a new job, a list of all your jobs will open. Click Save to MY DOCS above the list to save the preﬁlled documents. As soon as your documents are saved, you will receive a conﬁrmation email. Guidebook 129 To open the folder that contains the preﬁlled documents, use the link in the message or just go to MY DOCS > MY BOX > Fill in Bulk and open the subfolder that has the job’s name. Any of the documents that you’ve created contains the ﬁllable ﬁelds that you added and the data you exported from the Excel spreadsheet. Guidebook PDF Converter Convert PDFs to DOCX, XLS, PPT, TXT and JPG formats, or make the reverse conversions. Convert to DOCX Convert your PDF ﬁle to .docx format when saving the completed document. Click Done and select Save As while the document is open in the editor. Select the Word icon. 130 Guidebook 131 Open the document in Word or any other program supporting the .docx format for further editing. Convert to Excel Convert your PDF ﬁle to .xlsx format when saving the completed document. Click Done and select Save As while the document is open in the editor. Guidebook To convert a PDF ﬁle to an Excel spreadsheet, select the Excel icon. Open the document with any program supporting the .xlsx format if you need to make any calculations. Convert to PPT Convert your PDF ﬁle to .pptx format when saving the completed document. 132 Guidebook Click Done and select Save As while the document is open in the editor. To convert a PDF ﬁle to a PowerPoint presentation, select the PowerPoint icon. Open the presentation with any program supporting the .pptx format for further editing. 133 Guidebook 134 Merge and Pages PDFs Create a new document from existing PDF ﬁles and rearrange document pages. Merging PDF Files Combine pages from multiple PDF documents to create a new PDF. Select the documents that you’d like to merge, click More and select Merge from the dropdown menu. Guidebook 135 To change the sequence of documents, drag and drop them where you’d like them. The order of documents in the list reﬂects their order in the combined PDF. Enter a name for the merged document and click Merge. The combined document will appear in the folder that contains the original PDFs. Guidebook 136 Rearrange Pages Change the order of pages in your PDF document. In PDFﬁller editor, click PAGES on the left to open the navigation pane. Select the thumbnail of the page you would like to move; then, use the Move Up or Move Down icon at the top of the navigation pane. Every time you click the Move Up or Move Down icon, the page will move respectively one step up or down. Guidebook 137 Insert Pages Insert additional pages into your PDF document and format them according to your needs. Select the document in its folder, then choose More > Add Blank Pages. In the Add Blank Pages dialog box, select the number of pages you need to insert and click Add Pages. If you need to insert more than ﬁve pages, repeat the procedure. Guidebook 138 Delete Pages To delete a page, select its thumbnail in the navigation pane and click the trash can icon above.
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