How to use Document Builder when some fields have lots of text?

Marc Shecter · 10/19/23

Hi,

I'd like to build a PDF that I can use with Document builder.

In my use case I have a column called, "Description". There are cells in the "Description" column that have paragraphs of text, and there are other cells in the column with just a few words.

I want to include this "Description" column in the Document Builder pdf. Therefore, I need to have a PDF with fields that automatically grow or contract based on how much text Smartsheet inserts. Has anyone else had this use case, and found a solution? I'm using Adobe Acrobat 2023 in which I'm building the form - there's no option for having form fields automatically expand or contract.

Thanks,

Marc

SolutionSal · 10/19/23

Hi Marc,

It sounds like you're looking to configure the form field properties with an auto font size. Here is the relevant adobe help article. Follow instructions below to open properties editor dialog. The Appearance tab has a Font Size option. Select Auto from the Font Size drop down.

If you are not in form editing mode, choose Tools > Prepare Form.
Open the Properties dialog box using one of the following methods:

To edit a single form field, double-click it or right-click it and choose Properties.
To edit multiple form fields, select the fields that you want to edit, right-click one of the selected fields, and choose Properties.

Hope this helps!

Sal

Nat · 10/19/23

I think this is an Adobe question, depending on how you have your form field set up. I have the same issue and have been giving the field a size 10 font aligned to the top of the field. But if there's more text than the size of the field, it overlaps the next field. Most of my answers therefor have a half page area and I cross my fingers.

A search brought this up though, worth a try! Let me know if it works, I'll give it a try too if I have time today!

To shrink text to fit in a form field in Adobe, you can

Marc Shecter · 10/19/23

@Nat & @SolutionSal --thanks for the responses. To be clear what I'm looking for is the larger goal of using Document Builder that can build a document with sections that automatically expand or contract depending on how much data is in the cell aligned to the section.

In my research, it seems that Adobe 2023 only has the ability to place scroll bars and/or change the size of text to fit in a field box. The scroll bar option, as you know, is not satisfactory. Upon printing the doc, the full content of the text box is not displayed. And the option to change the size of the text is also, sub-optimal, as it could make the text difficult to read.

One solution I've found (see this web page) is to use something called LiveCycle Designer. However, I can only find references to it that are very old.

SolutionSal · 10/19/23

I agree with Nat, this is more an adobe question than a Smartsheet question. Document builder allows you to map columns to a fillable form. If adobe acrobat could dynamically expand/contract the field size then Smartsheet could likely populate the fields.

Depending on how many dynamic fields you have, it could be a viable option to upload multiple versions of the fillable pdf. Then a column formula could calculate length of text and trigger the appropriate document template using conditional paths.

Marc Shecter · 10/19/23

It looks like expanding form fields is a limitation of the PDF technology.

I assume - someone please correct me if I'm wrong - that if we were able to generate documents from our Smartsheets directly into Microsoft Word or Google Docs, then that may take care of this issue.

I'm going to submit an enhancement request.

Marc Shecter · 10/19/23

I've added this enhancement request. I think that a solution could be found by Smartsheet if they integrated DocumentBuilder with other output methods.

https://community.smartsheet.com/discussion/111914/enable-document-generation-into-microsoft-word-google-docs-or-html/p1?new=1

Enfield Homes · 10/22/24

https://community.smartsheet.com/discussion/comment/400790#Comment_400790

I've been trying to solve this issue too.

I created a PDF form using Live Cycle; However, when attempting to use the template, document builder doesn't recognise the file type.

I require a form where the main text field will expand downward if a set number of charachters are reached. I don't want the text to auto scale/fit. The document needs to spill over to a second page if the text field becomes too large for the 1st.

How to use Document Builder when some fields have lots of text?

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