How to Export Data from Multiple PDF Forms in an Acrobat Portfolio
Question details
The user needs to export form data from multiple PDF files simultaneously, but the required tool is disabled when multiple files are selected within a PDF Portfolio.
- Product
- Adobe Acrobat
- Device & OS
- not provided
- Scenario
- Attempting to batch export form data using the Prepare Form tool on multiple selected PDFs inside a Portfolio.
- Observed behavior
- The 'Prepare Form' tool becomes disabled when multiple PDF forms are selected in a PDF Portfolio, preventing batch data export.
Before attempting to extract form data, ensure that all your PDF forms have identical field names so the exported data aligns correctly when imported into a spreadsheet.
Export Form Data Individually from Each PDF
Since the batch export feature is disabled for multiple selections in a portfolio, the standard workaround is to manually export data from each form one by one.
Adobe Acrobat's Prepare Form workflow is designed to process individual files. While time-consuming for large portfolios, this method requires no extra tools or programming knowledge.
Launch Adobe Acrobat and open the PDF Portfolio containing your filled forms.
Double-click the first PDF form inside the portfolio to open it in a new document tab.
Navigate to the 'Tools' menu and select 'Prepare Form'.
Click on 'More' (or the options menu icon) in the right-hand pane and choose 'Export Data'. Save the file as a CSV or XML file.
Close the current PDF tab and repeat this process for the remaining forms in your portfolio.
Extract Files to a Folder and Use Merge Data Files
By extracting the PDFs out of the Portfolio into a local folder, you can utilize Acrobat's built-in spreadsheet merge feature.
Use Acrobat JavaScript for Batch Extraction
Advanced users can write and execute a custom JavaScript within Acrobat to loop through portfolio attachments and extract form data automatically.
Try WPS Office for Seamless PDF and Document Management
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- 1. Download and Install: Visit the official WPS website to download and install WPS Office for free.
- 2. Open Your Documents: Launch WPS Office and open your PDF or Office documents directly within the application.
- 3. Edit and Convert: Use the 'PDF' tab to edit text, fill forms, merge documents, or convert your PDF to Excel for easier data management.
Frequently Asked Questions
Why is the Prepare Form tool disabled when I select multiple PDFs?
Adobe Acrobat's Prepare Form tool is designed to map and process the field structure of a single document at a time. When multiple files are selected within a portfolio, Acrobat disables the tool because it cannot simultaneously process separate file structures in the UI.
Can I convert a PDF Portfolio into a single PDF to export the data?
Yes, you can combine the files into a single PDF instead of keeping them in a portfolio. However, if the forms have identical field names, combining them might merge the data fields or cause conflicts. It is usually better to extract the files to a folder and use the 'Merge Data Files into Spreadsheet' tool.
What format is the exported form data saved in?
When exporting form data from a PDF, you can typically save the output as a CSV (Comma Separated Values), XML, or FDF file. CSV is the most common format if you plan to analyze the data in spreadsheet software like Excel or WPS Spreadsheet.
Are there third-party tools for batch exporting PDF form data?
Yes, if you process hundreds of forms regularly, dedicated third-party PDF form extraction utilities can automate the process more efficiently than Acrobat's native tools. These utilities typically require you to extract the PDFs to a local folder first.
