How to Open Multiple Copies of a PDF Form with Different Data
Question details
The user wants to fill out the same PDF form template multiple times simultaneously with different data, but opening the file in multiple windows causes the form fields to share identical data.
- Product
- PDF Reader / Editor
- Device & OS
- not provided
- Scenario
- Filling out multiple distinct records or instances of a single PDF form template at the same time.
- Observed behavior
- Opening the same PDF multiple times in a PDF reader creates linked views. Form data typed into one window automatically appears in the other windows because they refer to the exact same file.
Ensure you have saved the original blank PDF form template to an easily accessible folder on your computer before attempting to create multiple independent copies.
Duplicate and Rename the PDF File Before Opening
Create physically separate copies of the PDF file on your computer to ensure each form has completely independent data fields.
Because PDF readers link multiple windows of the exact same file path, you cannot have independent form data within identical files. Creating unique file copies on your hard drive is the only way to separate the form data records.
Open your computer's File Explorer and navigate to the folder containing your original blank PDF form.
Select the PDF file and press 'Ctrl+C' on your keyboard, or right-click the file and choose 'Copy'.
Press 'Ctrl+V' or right-click and select 'Paste' to duplicate the file in the folder for as many independent forms as you need to fill out.
Right-click each copied file, select 'Rename', and give each copy a unique filename (e.g., Form_Client1.pdf, Form_Client2.pdf).
Double-click these newly named files to open them in your PDF editor. You can now fill them out simultaneously with completely different data.
Easily Manage and Fill PDF Forms with WPS Office
WPS PDF provides a seamless experience for filling out, managing, and organizing multiple PDF forms. Use its versatile tabbed interface to handle multiple distinct PDF copies effortlessly in one window.
- 1. Launch WPS PDF: Open WPS Office and navigate to the 'PDF' tab from the main workspace interface.
- 2. Open your separate forms: Click 'Open' and select the uniquely named PDF form copies you previously duplicated on your computer.
- 3. Switch between form tabs: Click the distinct file tabs at the top of the WPS PDF window to seamlessly switch between your different form instances and fill in your data.
- 4. Save changes: Click the 'Save' icon on the top toolbar (or press Ctrl+S) for each tab to independently preserve your filled-in data.
Frequently Asked Questions
Why does typing in one PDF window automatically change the text in another window?
This happens because you opened the identical file multiple times in different windows. The PDF software treats them as different views of the exact same document, so updating a field in one window instantly updates the shared underlying file.
Can I use 'Save As' instead of making copies in my folder first?
Yes. You can open the blank form, fill out your first set of data, click 'File' > 'Save As', and save it with a new name. However, if you need to view and compare multiple blank forms simultaneously, copying the files beforehand in your file explorer is required.
Will clearing the data in one window clear it in all open windows?
If the windows are instances of the exact same original file, yes. Deleting data in one shared window will delete it across all of them. To prevent this, ensure each open window represents a uniquely named file copy on your computer.
