How to create and fill in PDF forms in ONLYOFFICE

Simplify your document workflow

A brief history of ONLYOFFICE forms

The very first version of ONLYOFFICE forms was released on 18 January 2022 as a part of the version 7.0 update.

With ONLYOFFICE forms, you can automate your electronic document workflow by creating various kinds of model documents such as legal agreements, contracts, reports, admission forms, questionnaires, etc. It’s possible to collaborate on forms in real time, share the ready ones and fill them out digitally.

How ONLYOFFICE forms changed over two years? Well, we added more fields and settings, new useful options such as recipient roles for field filling, we were constantly extending our free library with ready-to-use templates in different languages.

The biggest change happened recently, once ONLYOFFICE Docs 8.0 came out. In the previous versions, we used our own OFORM format for saving and distributing the ready forms. Starting from the v8.0 release, we switched to PDF as the industry standard while taking all the advantages from our native format.

We took into consideration the requests and suggestions we got from our users and polished our forms:

• so that it will be convenient for you to work with the professional forms created in ONLYOFFICE via other applications;
• so that you will be able to fill out forms created in other apps using ONLYOFFICE;
• to facilitate the integration process of ONLYOFFICE editors, including forms, for developers and integrators.

How to build a fillable form

Why you need DOCXF

To build fillable PDF forms, use DOCXF templates. This file format allows inserting various types of fields and adjusting them to make your form look as you need it. Like in a regular document, you can work with text applying any styling and formatting as well as collaborate on forms together with your team.

Let’s create a form from scratch

Depending on the solution, here are the ways to get started:

• For ONLYOFFICE DocSpace: Actions -> Form template -> Blank

• For ONLYOFFICE Desktop Editors: Create new -> Form template

• For ONLYOFFICE Workspace: Documents -> Create -> Form template

Useful tip: You are also able to create a form using any existing DOCX document. Besides, in ONLYOFFICE DocSpace and Desktop Editors, you are able to use the built-in form gallery.

Forms in integrations?

ONLYOFFICE forms are available for integrated instances, so, when you are using ONLYOFFICE Docs within your cloud platform, e.g. Moodle, Redmine, Confluence, ownCloud, etc. The exact option of creating a form there depends on the integration you use and its frontend.

Fillable fields

If you are creating a template from scratch, you can add a picture for the background (Insert tab -> Image), other decorative elements such as shapes, as well as type and format any needed text. Once the content for a form is ready, we can add fields.

Place the cursor where you want to place the field, and click on the required field type (Forms tab):

• Text Field to enter any information.
• Combo Box to choose one of the suggested options, as in the drop-down list, or enter your own.
• Dropdown to select one option from a predefined list.
• Checkbox to make multiple selections or check the required fields.
• Radio Button to select only one option from a group of buttons.
• Image to enable inserting an image with the limitations you set, i.e. the location of the image or its size.
• Email Address to type in an email address corresponding to a regular expression \S+@\S+\.\S+.
• Phone Number to type in a phone number corresponding to an arbitrary mask. It is set to (999)999–9999 by default.
• Date and Time to insert a date. The date is set to DD/MM/YYYY by default.
• Zip Code to enter a zip code corresponding to an arbitrary mask. It is set to 99999–9999 by default.
• Credit Card to enter a credit card number corresponding to an arbitrary mask. It is set to 9999–9999–9999–9999 by default
• Complex Field which combines several field types, e.g., text field and a drop-down list. You can combine fields however you need.

Once added, form fields can be moved to another place in the document. To do so, click the button on the left of the control border to select the field and drag it without releasing the mouse button to another position in the text.

Field settings

Once you have added a field, you will see its properties on the right-side toolbar. Here you can limit the number of characters, allow text entry on multiple lines, divide the field into cells for each character, and more. To make the future filling process more convenient and transparent, add a hint (Tip) — it will appear when hovering a cursor over the field.

It’s possible to make a field obligatory. The mandatory fields will be marked with red stroke in the ready form.

To prevent further editing of the inserted form field, check the Lock setting. Note: filling the fields remains available.

All available fields and their settings

User roles

You can create new roles that will determine who can fill in certain form fields (Manage Roles). This way, users will be able to visually identify which fields they should fill out depending on the role-matching colors.

Preview and save a form

After you have added all the fields, you can use the View Form option to see what your form will look like.

If you are satisfied with the result, click the Save as pdf button at the top toolbar to save the form as a PDF file ready to be filled out. You can save as many PDF files as you need.

How to fill out a PDF form

Open a PDF file and fill in all the required fields. If the form contains a date field, choose the date using the Date Picker.

The Previous Field or Next Field buttons on the top toolbar allow navigating between fields. You can also use the navigation tools to navigate the PDF, adjust zoom, fit to page or width.

After you have filled in all the fields, click the Submit button at the top toolbar to send the form for further processing. This action cannot be undone. It’s important to take into consideration that the form cannot be submitted until all required fields are filled in.

In the desktop editors, the Save as button is displayed instead of the Submit button. If you are using the server version of ONLYOFFICE Docs, the presence of the Submit button depends on the configuration. When there is no configuration for submitting a form, the button will be also displayed as ‘Save as’.

You can also use the Print option to print the form or switch to the File tab and download the form in one of the supported format.

Where to create and fill out PDF forms

The forms functionality is available in:

• ONLYOFFICE DocSpace which provides a free plan;
• ONLYOFFICE Docs which you can integrate and use in your own cloud environment;
• ONLYOFFICE Desktop Editors, a free desktop app ready to install on any OS;
• Free mobile apps for iOS and Android.

Besides, you can find multiple ready templates in the free form library. It is divided into categories for more convenient navigation:

For now, there are more than 1300 templates available in 8 languages, including English, German, French, Spanish, Italian, Brazilian Portuguese, Chinese, and Japanese. You don’t need to register or install any additional software — just take the provided forms, fill them out online or download in PDF.