From PDF to Website: Ensuring Accessible & Easy to Use Form Submissions
At Iroc Web Design Services, we understand that many of our clients have a variety of forms on their websites, from job applications to registration forms, surveys, and beyond. No matter the type of form, it’s essential to ensure that all forms are ADA compliant and secure, particularly when handling sensitive information.
Why Should Forms Be Processed Through the Website?
When forms are hosted directly on your website, they become fully accessible to all users, including those with disabilities. This not only meets legal requirements under the Americans with Disabilities Act (ADA) but also ensures that your forms are usable by everyone who visits your site.
Processing forms through your website also allows for better data management and integration with your existing systems. However, when dealing with sensitive information—like Social Security numbers or driver’s license numbers—it’s crucial to avoid collecting this data via email. Email is not entirely secure, meaning there’s a risk that sensitive data could be intercepted.
Choosing the Right Email Output for Your Forms
To accommodate your specific needs for handling form submissions, we offer three types of email outputs. These options are designed to align with how you plan to use the submitted information. Whether you need a print-friendly version that resembles the original document or a straightforward email format, we can customize the output for each form individually. For example, your job application could use the PDF output, while a contact form might be set up with the standard email output.
Standard |
Custom Coded |
Automatic PDF |
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Preferred by IWDS |
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Free |
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Additional Cost |
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Quick Setup Time |
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Ideal for Printing |
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Client Able to Update
IWDS doesn’t need to make changes for client. |
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Customizable Design of Output |
Standard Email Output
Our standard email output is simple and efficient. Each field label is displayed on one line, followed by the corresponding answer. This format is ideal for clients who do not need to print the submissions, as it provides a clean, organized view of the data directly in your inbox. An example use for this output would be a standard contact form. This output is included at no additional cost with any form setup on your site.
View of the standard email output in a Gmail inbox.
Custom Coded Email Output
For those who require the email output to resemble the original form layout as closely as possible, we offer a custom-coded option. Our team will create an HTML-based email that mimics the layout of your original document. While it may not be identical, we strive to make it as similar as possible. Note that any future updates to the form will require our involvement to adjust the HTML.
This option is the most time-consuming and expensive due to the detailed work required. Additionally, when printing, the email header will appear at the top of the page, which could affect the professional appearance of printed submissions.
View of the custom coded email output in a Gmail inbox as compared to what it looks like when printed.
Automatic PDF Output
The automatic PDF output is a practical option for clients who need a printable version of the form submission. This output generates a PDF that closely mirrors what users see on the front end of the website. While it won’t be an exact match to the original document, we can include your logo in the header for branding consistency.
The PDF attachment is sent alongside the standard email output, providing a quick and easy way to save and print submissions. While this option may have some spacing issues and formatting limitations, it offers a fast and cost-effective solution compared to custom coding. Plus, future updates to the form won’t require our intervention, as the builder automatically updates the PDF output. IWDS recommends this option if you want to print the submission.
View of submission with pdf attachment in a Gmail inbox.
View of what the form looks like on the front of the site as compared to the automatically created pdf sent as an attachment to your email submission.
Ensuring your forms are accessible and easy to manage is crucial for your business. By transitioning your forms to your website, you enhance their accessibility for all users.
We’re here to help you choose the best email output option based on your specific needs. Whether you opt for the simplicity of the standard output, the familiarity of a custom-coded version, or the convenience of an automatic PDF, Iroc Web Design Services is committed to providing a solution that works for you.
If you’re ready to discuss your options or need more information, please contact us. Let’s work together to make your forms accessible, secure, and user-friendly.
