Why an online form is superior to a PDF
November 28, 2024In the modern digital age, organisations of all sizes are constantly looking to optimise processes and improve user experience. When it comes to capturing data electronically, the two most common formats used are online forms and PDFs. PDFs have long been a popular choice for forms and were traditionally used as a way of capturing data due to their ease of use. But online forms have now gained popularity for a variety of reasons and there are some compelling arguments for why an online form is a better choice than a PDF.
Ease of Use and Accessibility
One significant advantage of online forms is their user-friendly design. Unlike PDFs, which can be cumbersome to fill out—especially on mobile devices—online forms are optimised for all screen sizes and are often designed to guide users through the process step by step. Users can simply fill out fields directly in their browser without needing additional software like Adobe Acrobat, making it accessible to anyone with an internet connection.
Online forms have better ways of capturing data than PDF’s which make it easier for users to provide the correct information quickly and without errors. Examples include lookups, mandatory and optional fields, and conditional logic allowing inclusion and exclusion of fields based on previous input.
Data Validation and Error Prevention
Online forms can include built-in validation rules to ensure that the data entered is correct before submission. For example, if a user enters an invalid email address or leaves a required field blank, the form can immediately alert them with a message, prompting them to fix the error before proceeding. This reduces the risk of receiving incomplete or incorrect data.
PDFs lack this functionality. While you can add basic form fields to a PDF, they don’t provide real-time validation or guidance for users. This can result in more mistakes and data that requires time-consuming manual review.
Automation and Integration
One of the most powerful benefits of online forms is their ability to integrate directly with other systems. For example, data entered in an online form can be automatically routed into a database, customer relationship management (CRM) system, or email list. This automation saves time, reduces human error, and ensures that information is immediately available for analysis or follow-up.
With PDFs, the data is extracted manually, or the document must be converted into another format (such as Excel or a text file) for further processing. This manual effort is time-consuming and prone to errors, especially when dealing with large volumes of forms.
Real-Time Tracking and Analytics
Online forms provide the advantage of real-time tracking. Whether it’s tracking form submissions, gathering analytics on how long users take to complete the form, or understanding which questions are skipped most frequently, online forms give you detailed insights into user behaviour and form performance. This data can be used to refine the form’s design or workflow and improve the user experience over time.
PDF forms, by contrast, offer no way to track or analyse user interaction. Once a PDF is downloaded or printed, there’s no way of knowing if it was filled out correctly or submitted on time unless the user manually sends the completed form back.
Environmental and Cost Savings
Online forms are also more environmentally friendly and cost-effective compared to PDFs, especially when printed out and mailed. With online forms, there’s no need for paper, ink, or postage. Additionally, the digital nature of online forms eliminates the logistical costs of printing, storing, and physically handling forms.
While PDFs don’t require physical paper if submitted electronically, they still often lead to inefficiencies in terms of file storage, printing for signatures, or the manual handling of responses. The reduction in physical paperwork with online forms is a significant win for organisations looking to cut costs and improve their environmental footprint.
Security and Compliance
Security is a growing concern for businesses that collect sensitive information, such as personal details, payment data, or medical records. Online forms can offer a higher level of security than PDFs, with features such as encryption, password protection, and secure transmission over HTTPS. Additionally, online forms can comply with regulations like the Australian Privacy Act or General Data Protection Regulation (GDPR) more easily, ensuring that data is handled securely and responsibly.
In contrast, PDFs can be easily downloaded, stored, and shared, which may create potential vulnerabilities if the form is not properly secured. Additionally, ensuring compliance with privacy laws in a PDF-based system requires more manual oversight, especially when dealing with multiple copies of the form.
Better for Mobile Use
As more people access the internet through their mobile devices, it’s essential that online forms be mobile-responsive. Many online form platforms are designed with mobile users in mind, providing a seamless experience across smartphones, tablets, and desktops. Users can fill out and submit forms from any device, making it a highly versatile solution.
PDF forms, however, can be difficult to fill out on smaller screens. The layout often doesn’t scale well on mobile devices, and user experience may suffer as a result. Users may struggle with zooming in on fields, typing in tiny text boxes, or dealing with non-mobile-friendly formatting.
Instant Notifications and Confirmation
When users submit an online form, they can instantly receive a confirmation email or on-screen notification. This real-time feedback assures users that their submission was successful and allows them to track the status of their submission. For example, if the form is part of an application process, the user can be notified when their application has been received or reviewed.
With PDFs, users may not receive immediate confirmation unless the document is manually processed by the recipient, which can lead to delays in communication and confusion.
Customisable and Scalable
Online forms offer much more flexibility in terms of customisation. They can be easily modified to meet specific requirements, such as adding new fields, adjusting the layout, or changing the questions. Most form platforms allow for real-time edits, and these changes are reflected immediately.
In contrast, making changes to a PDF typically requires editing the original file using software like Adobe Acrobat, which may not be as easy or quick. Additionally, PDFs are harder to scale across different use cases. If a business needs to create multiple forms with similar content, creating new versions of PDFs can quickly become a tedious task. Online forms, however, can be cloned and adapted with minimal effort.
Conclusion
Online forms offer a superior experience for data collection in terms of user-friendliness, efficiency, security, and scalability. From ease of use and real-time validation to automation and mobile responsiveness, online forms provide significant advantages that make them a better choice for businesses and individuals alike. By embracing online forms, companies can streamline their processes, improve the accuracy of their data, and enhance their overall efficiency – ultimately delivering a better experience for everyone involved.
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