FAQ: “password protected” problem with the fillable PDFs

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This is a horrible persistent issue though it is now only coming up every few months now.  When I first created the forms it was every week.  I’m not sure whether that’s PDF form filling software sorting its act out or fewer people using the fillable PDFs. Here is my evolving answer FAQ about this.  Bizarrely, I have never been able to create this myself on various ‘phones and several computers and different PDF readers.  However, I’m sure I know what is happening.  Similarly, 99% of your clients may not hit the same issue. 

Background

There are two quite different ways software can interact with a fillable PDF:

  1. just to fill the form as intended
  2. to edit the structure and fixed content of the form as opposed to filling it in.

Like about 99.9% of fillable PDFs I have password protected the forms so only someone with the password can alter them.  Clearly what is happening is that your program has decided that you want to edit the form, not fill it in.

I may be able to help you debug it …. or not. No promises.

Of course, the question is why this is happening for you.  As I say it happens for a few people but I would guess that 99% have no problem.  Sadly, we have to start with you telling me what you are using, e.g.

  1. I got the form by … (usually someone has sent it by Email but it might have been downloaded from a web page).  Ideally say which and what program was used to get the Email or download the form though think this is relatively rarely the root of the problem.
  2. I am trying to fill in the form using xxxx app/program.  (It may be that this overlaps with #1 if someone is accessing the form on the web through a web browser.  If that’s what is being done, try a different web browser or try telling the browser to download the form rather than to open it.)
  3. I am trying to fill the form using xxxx PDF reader software running on:
    1. A computer running  [Windows version ? | Apple Mac (version ?)  | Linux (distribution and version)what OS 
    2. A tablet (what operating system?)
    3. A ‘phone:
      1. iPhone, (what operating system) (I think iPhones have had this problem)
      2. Android ‘phone (what version of Android)
      3. Some other ‘phone (there are others but fewer and fewer I think)

Then try to describe what you do and what happens e.g. “I am trying to open the PDF [after downloading it | just by clicking on it … ] and what happens [immediately, after a delay) is … [usually that you are prompted for a password]

I know that if you’re not a geek you may not know some of this but give me what you can and we start to work on the challenge.  If possible, send me the PDF that caused the problem (start that process using the contact form).  Again if possible, try sending the form to some friends asking them just to fill it in with random responses so you don’t get insights into their mental states!)  If all of them hit the same as you did it’s probably a corrupted form not a problem with the software but I’ve yet to see that.

Other options

I will try to help but I cannot guarantee that I can fix it for you. The reality is that fillable PDFs are really a rather horrible thing but unfortunately I think they are still the only free thing I can distibute for CORE form filling.  Though I don’t like to admit it, as I’m not a great fan of M$oft, M$oft forms are much better but you have to have the correct M$ licence to use them and that is not affordable (I believe) for single handed practitioners.  If you work in an organisation with an IT department it may be worth asking them if they have a licence that would allow you to use the forms.  If you work in a small service one of the M$ licences may actually be very affordable.  See more on this at https://www.coresystemtrust.org.uk/microsoft-forms-for-core-measures/.  I think that most software that says it uses CORE instruments will now have a way to fill the forms in online using much better options than fillable PDFs but, because creating such software, and particularly maintaining, it is a lot work, only the simplest of those systems is free, see https://www.coresystemtrust.org.uk/software-supporting-core-instruments/.

Created 19/3/24; author of text and header image (sunset over the ski lift, Aime2000, France) CE; licence for text and image: Attribution 4.0 International (CC BY 4.0).

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