Adobe LiveCycle ES and the data-capture experience

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1 Technical Guide Adobe LiveCycle ES and the data-capture experience Choosing the right solution depends on the needs of your users Table of contents 2 Rich application experience 3 Guided experience 5 Dynamic form experience 6 Static form experience 8 Summary of advantages 8 Choosing the right data-capture experience 9 Summary 9 Sources Adobe LiveCycle ES (Enterprise Suite) software delivers advances in form technology and rich Internet applications (RIAs) to offer a wide range of solutions for data capture. Form designers and developers can use LiveCycle ES to create personalized electronic forms and RIAs that make it much easier for users to provide accurate data while improving their satisfaction with the data submission process. In this paper, data-capture experience refers to the experiences that users for example, staff, customers, citizens, or partners have as they enter information into electronic forms or web applications to initiate business transactions. Adobe LiveCycle ES can be used to create four distinct data-capture experiences: 1) Rich application experience Users enter data in a sophisticated interface that is fully interactive, has rich text control, and offers advanced visual support. Data capture is integrated into the user experience data is captured as the user interacts with the application transforming how information is collected and augmenting traditional data entry. For example, data may be captured by selecting information from an animated component or by using interactive sliders to select values. 2) Guided experience A wizard guides users step-by-step through data entry. Form guides are generated from existing forms, and the structure and flow of the resulting guides reflect those of the underlying form. 3) Dynamic form experience Sections of the form grow or shrink, appear or hide, depending on the data users enter. Users can fill in PDF forms using Adobe Reader or Adobe Acrobat software, or they can complete forms hosted in a web browser. 4) Static form experience Users fill in a PDF form that is an electronic version of an existing paper form. The form does not change as users enter data. This paper describes the data-capture experiences that LiveCycle ES offers, discusses the advantages of each, and offers guidelines for choosing a data-capture experience to meet the needs of your users.

2 Rich application experience In a rich application experience, an advanced easy-to-use interface helps users focus quickly on the choices they need to make or the data they need to provide. Rich application experiences are not tied to a traditional form paradigm. Rather, they are built according to how users visualize, think, and behave when they enter data in forms or web applications. Data capture is an integral part of the rich application experience and its flow. Instead of providing a list of form fields and asking users to enter data, rich application experiences collect data as users interact with the application gathering information in an intuitive and compelling way. Figure 1. Online banking as a rich application experience Many online banking applications offer users rich application experiences. For example, they can be used to help applicants fill in the forms required to open a new account. Online banking applications designed as rich application experiences can make banking more enjoyable and more productive for customers. Rich application experiences typically incorporate several data-capture experiences. For example, online banking as a rich application experience may integrate paying bills into reviewing expenses, feature views that focus on other aspects of banking such as planned expenditures, or enable viewing of charts and tables to visualize income and expenses. As shown in figure 1, users may also access videos, in this case to explain the advantages of a Cash Maximizer account. Advantages The rich application experience offers many advantages for both users and developers. Advantages for users: Best-in-class data-capture experience With visual components, you can help users focus on required tasks, making it easier to provide accurate data, which improves user productivity and satisfaction. Fully interactive experience Create an engaging user experience with advanced capabilities such as data push and screen sharing, sophisticated charting, graphics, motion and transitions, and the use of vibrant colors for text, graphics, and onscreen data. Advantages for developers: No browser compliance testing Rich application experiences built with Adobe Flex software are compiled to applications based on Flash technology; these applications are identical in behavior and appearance, no matter which browser or operating system you use. Sophisticated user-interface widgets, including rich text control Flex enables developers to take advantage of predefined interactions or hook into well-defined events to define application-specific behaviors. 2

3 Excellent data-centric application performance Flex supports application components containing large data sets, providing efficient data buffering for viewable content between client and server; data can also be synchronized in real time. Developers can harness the capabilities of Adobe LiveCycle Data Services ES to populate charts, grids, or list boxes with up-to-date data when users select options. Easy access to LiveCycle ES services via Flex Remoting Any LiveCycle process can be published as a service and then executed via Flex Remoting. For instance, enterprises can use this approach to produce documents of record for archiving or ing as part of a developer-defined LiveCycle process. Advanced object-oriented programming The Flex programming model promotes efficient development and programming practices, enabling faster and easier development of data-capture experiences. Developed components can be re-used across multiple rich application experiences. Implementation Use Adobe Flex Builder software to design and develop rich application experiences. The Flex Builder environment makes it possible for developers to quickly prototype an application experience. The resulting prototype can be tested with users to assess usability and customer satisfaction with the new application. Creative designers and Flex developers typically team up to create rich application experiences. The designer works in Adobe Creative Suite software, and the developer imports the results directly into Flex Builder. Developers and designers can also use Adobe Flash Catalyst software to rapidly create application interfaces and interactive content without coding. Guided experience A guided experience leads users through a multistep data-entry process where each step consists of a logically grouped set of requests for data. Users are asked to provide their data in a logical, hierarchical fashion. Guided experiences are made possible by the use of form guides. Form guides take the standard wizard-like experience one step further by offering rich animated transitions, detailed and focused help, and rich components such as charts, graphs, and widgets. These guides are delivered in a browser running Adobe Flash. Form guides are based on an underlying PDF form; the data captured in a form guide is transferred to associated fields in the PDF. The PDF form can be displayed at any time, it can be used to complete the business transaction when digital signatures are required or to print a hard copy. Most enterprises have account or service enrollment applications, and enrollment typically involves filling in an existing form. For example, applying for a financial service usually requires filling in industry-regulated or government-regulated forms that can be daunting to use. With LiveCycle ES, you can quickly transform and simplify the enrollment process by adding a guided experience to existing form templates. The associated static PDF form can be presented to customers for their electronic signature. Customers can also print the PDF form for their records or submit a signed paper copy of the form. Guided experiences offer richer, more interactive experiences than the corresponding regulation-based paper forms. Form guides give applications a consistent flow, direct user attention to a single panel, and help collect accurate data by providing rich in-context information and validation. Guided data-capture experiences also help users make decisions by providing in-context help such as embedded videos. For example, a pie chart shows users their investment allocation as they make their portfolio choices (see figure 2). 3

4 Figure 2. Account enrollment as a guided experience Advantages The guided experience offers many advantages for both users and developers. Advantages for users: Simplified user experience Simplifying the user experience helps first-time or occasional users complete an unfamiliar or complex form. Extended help system You can provide in-context help for form fields, data-entry panels, or the complete form guide. To assist users in making choices, help can be provided in rich media such as video created with Adobe Flash. Advantages for form designers and developers: No programming skills required Guided experiences can be developed entirely in LiveCycle Designer ES. Reuse of field definitions Since the underlying PDF form already exists, form designers use the current field definitions and attributes and reference them in the form guide. Ease of implementation With its complete navigation development framework a tree view, a button bar, top tab pages, and panel-based data entry LiveCycle ES makes it easy to implement guided features such as dynamic navigation and panel visibility that depend on the information entered. Styles for form guides Styles can be used to specify colors for form guides and images to reflect corporate branding guidelines or the styles desired for a target group of users. Implementation From LiveCycle Designer ES, form designers use a Tools menu option to launch Guide Builder and create form guides. Form designers select the navigation format, panel types, and formatting styles. Next, they group form fields in a specific panel and section. Grouping fields that are logically related in a panel simplifies the experience for users and directs their attention to a single panel. The logical and hierarchical organization of the form guide is an optional view in the form template. Rich help capabilities such as Flash compatible videos can easily be included to guide users in their decisions. Use LiveCycle Forms ES to build guided experiences from existing information. Information from an existing form template structure, form fields, labels, validation scripts, and help tool tips can be used to generate a form guide within a customized style. Existing or customized Flex components can be added to the guided experience via Flex Builder. 4

5 Dynamic form experience In a dynamic form experience, the form adapts by showing or hiding form sections as users enter data. Dynamic forms let users see and fill in only what they are interested in or need to fill in. Figure 3. A purchase order as a dynamic form experience As shown in figure 3, a purchase order includes a table that has one or more rows, depending on the number and types of items being purchased. A static version of this purchase order would need to contain many rows in case the user wanted to buy numerous items, and there may not be enough rows in such cases. By contrast, a dynamic purchase order starts with a single row and adds rows as more items are purchased. In the example shown in figure 3, adding another row involves simply clicking the Add Item button; the form adapts to the new row by shifting down the fields below the table and adjusting the calculations to reflect the added row. Dynamic forms are presented to users in a format that s as simple as possible to meet the needs of most users. Optional sections of the form stay hidden until user interactions cause them to appear. Advantages The dynamic form experience offers many advantages for both users and developers. Advantages for users: User familiarity Dynamic form experiences build on users comfort with electronic replication of paper forms while still adapting to individual user needs. Easy-to-use forms Hiding optional data fields and sections unless they apply presents users with a less complex form. Individualized forms Dynamic forms personalize the user experience. No connectivity requirements Users can complete dynamic PDF forms offline. Network connectivity is required only if a form requires automatic data filling or web-service-based validations. Advantages for form designers and developers: Form componentization A level of form componentization master pages, body pages, subforms, tables, and reusable fragments is available. 5

6 Reuse of fragments Form designers and developers can reuse fragments to ensure consistency across forms, take advantage of expertise in the enterprise to design complex fragments, and lower management and maintenance costs. One template for forms and documents A single form template can be used to create forms in the format required for example, PDF or HTML. The same template can also be used to generate documents of record in PDF, PDF/A, or common print formats. Moderate programming skills required Creating dynamic forms may require some scripting to link dynamic behaviors to form events. Implementation Adobe LiveCycle Designer ES can be used to build forms that exactly reproduce the look and feel of a paper form while expanding or contracting based on the data being entered. Static form experience The key aspect of this experience is the form s fidelity to a predefined layout, which may be a regulated format. The form layout does not change as users enter data in the form. The static form is a desirable experience for those familiar with the corresponding paper forms. For governments, the static form experience is appropriate when they are required to offer the same experience to those completing online and paper application forms. By adding form fields, LiveCycle Designer can make any static PDF form interactive. Users can then enter data online or offline and validate that data in Adobe Reader. PDF forms can also be submitted electronically, and LiveCycle ES can be used to extract form data. This both simplifies the form-filling process for users and helps LiveCycle customers substantially lower their data reentry costs. Figure 4. Account enrollment as a static form experience For some organizations, such as government agencies and regulated industries, the electronic form must exactly recreate the look and feel of the paper document. In some cases, the form must follow guidelines that precisely define the layout s appearance. More often than not, the same guidelines apply to both the electronic and the paper form. Figure 4 shows a static enrollment application form that replicates the paper form. 6

7 Advantages The static form experience offers many advantages for both users and developers. Advantages for users: User familiarity Static form experiences build on users comfort with an electronic replica of a paper form and the options for processing such forms. Ease of distribution Static forms can be distributed and submitted by or downloaded from the web. No connectivity requirements Network connectivity is needed only if a form requires automatic data filling or web-service-based validations. Best practice for digital signatures Users can see the entire form that they are signing. Document capabilities Users can take advantage of other PDF features such as adding comments or attachments to the form. Advantages for form designers and developers: Easy transition between paper and electronic forms This is the best data-capture experience for developing regulated forms from paper forms. LiveCycle ES customers can deliver high-quality printed forms and interactive forms with a single form template. Few programming skills required Static forms often have little or no need for scripting. Reuse of fragments Form designers can capture sections of forms as fragments and reuse them in other forms. Easier authoring LiveCycle ES supports common form-filling metaphors (comb fields, dot leaders, and so on) and typography techniques (kerning, line spacing, and so on). One template for forms and documents The same template can be used to generate documents of record in PDF, PDF/A, or common print formats. Accessibility requirements The static form experience is a best practice when authoring for accessibility. Implementation To design static forms, use the precise layout capabilities of LiveCycle Designer ES. Alternatively, import existing formats into a LiveCycle form template and adjust the form template to exactly match the paper version. To create a static form, convert an existing form layout to PDF, import it into LiveCycle Designer as a PDF layer with the PDF as Artwork option selected, and then add an additional layer of form fields and validations. This layer sits on top of the PDF artwork and captures data electronically. This is a very effective strategy for existing paper forms that were created in desktop publishing applications such as Adobe InDesign software. Use Adobe LiveCycle Reader Extensions ES to enable Adobe Reader capabilities normally available only in Adobe Acrobat software for example, the ability to locally save or digitally sign a form. 7

8 Summary of advantages The following table illustrates the advantages of each type of data-capture experience. Rich application experience Guided experience Dynamic form experience Static form experience Works online Enabled with Adobe Flash Best-in-class experience Rich media and sophisticated widgets Created by web developers using Adobe Flex Builder Works online Enabled with Adobe Flash Best experience for leveraging existing forms Multiple guides possible Created in LiveCycle Designer ES by form designers Few programming skills required Works online and offline Enabled with Adobe Reader Best experience when layout precision and adaptivity are required Created in LiveCycle Designer ES by form designers Moderate programming skills required Works online and offline Enabled with Adobe Reader Best experience when layout must match printed format Best practice for digital signatures and documents of record Created in LiveCycle Designer ES by form designers Few programming skills required Choosing the right data-capture experience The right data-capture experience is the one that works best for the people making requests and providing applicable information to your organization. The following guidelines will help you decide which data-capture experience to implement. Focusing and simplifying data capture When an application requires complex data capture such as many optional components that need to be explained, rich application experiences are the best choice. Guided experiences are also recommended in these situations. Trying to handle numerous options in a dynamic form could result in a complex form that is hard to use, as well as hard to develop and maintain. Providing advanced help Advanced help for instance, built-in video is best delivered as part of guided or rich application experiences. It can explain the options available, enhance the user experience, improve the accuracy of the data provided, and reduce costly support calls. Creating a data-capture experience from an existing PDF form It takes less time to create a well-defined form guide from an existing PDF form than it does to create a rich application that will ultimately populate the PDF form. Implementing a guided experience in these situations also makes it possible to maintain the form and the associated form guide as one unit. Creating a well-structured data-capture flow Guided experiences are the most appropriate choice in such cases. Providing capabilities While all four data-capture experiences support distribution, the best practice is to use PDF forms when is involved. PDF forms can be protected for more secure transmission. Adding multiple rows or optional sections Forms often have fields or sections that many users don t need to fill in. Take advantage of dynamic form capabilities to display only the rows and sections users need to see as they enter data it reduces confusion considerably. Providing digital signature capability The static form experience is the best choice when digital signatures are required; users can see the entire form they are signing. If you opt for a dynamic form when digital signatures are required, it is recommended that you convert the filled-in form to a PDF document before signing starts so that no further changes can be made. 8

9 Summary There is no exact formula for selecting a data-capture experience your choice depends on the skill of the people available for development, user capabilities and expectations, and user needs at each point in the process. Each data-capture experience can deliver some aspects of the other experiences the best way to choose is to develop prototypes and focus on matching user needs to the key characteristics each experience offers. Enterprises are strongly encouraged to experiment with different data-capture experiences to see how well they meet user needs. Key data-capture choices presented in this paper are shown in figure VS. 2 VS. VS. Rich application experience Guided experience Dynamic form experience Static form experience Guided when: Regular changes are required Need to interact with PDF form Dynamic when: There are few panels in the form guide Layout precision is more important than richness Static when: Fixed layout is more important than dynamic fields Replica of an existing paper form is required Digital signatures are required Rich application when: Data capture is integrated into an application Application flow is not a data-capture flow Guided when: Need to improve user productivity There isn t enough space for more help text PDF form is trying to emulate a wizard Dynamic when: Form has too many optional sections Tables or lists to collect data take lots of space Most users need a shorter form Figure 5. Key data-capture choices For further details on each data-capture experience and how to develop them, consult the Adobe documentation for LiveCycle ES and the Adobe LiveCycle Developer Center at Sources Adams, Rob Designing for Flex. Terry, J.P Creating dynamic forms with Adobe LiveCycle Designer. Berkeley: Adobe Press. Adobe Systems Incorporated 345 Park Avenue San Jose, CA USA Adobe, the Adobe logo, Acrobat, Creative Suite, Flash, Flex, Flex Builder, InDesign, LiveCycle, and Reader are either registered trademarks or trademarks of Adobe Systems Incorporated in the United States and/or other countries. All other trademarks are the property of their respective owners Adobe Systems Incorporated. All rights reserved. Printed in the USA /09

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