An Accessible Interactive PDF Form

In our recent blog post, "The Accessible PDF: Techniques for Creating a Document Everyone Can Use," we discussed the essential characteristics of an accessible PDF document:

Proper Structure
Readable and Searchable Text
ALT Text
Logical Navigation
Color Contrast
Document Properties & Metadata

When creating an interactive PDF form, these characteristics and three other features are required: tagged form fields, tooltips, and proper tab order.

Tagging Form Fields

Tagging form fields in PDFs is a crucial aspect of accessibility. Like in an HTML form, these tags provide essential context for screen readers, allowing them to identify the form fields accurately and allowing screen reader users to navigate and complete forms.

In the video below, you will learn about tagging form fields to add them to the Accessibility Tags Tree, which makes them easier for screen reader users to navigate and interact with.

Tooltips

A Tooltip is a brief, informative label that appears when you hover over a form field in a PDF. Tooltips are essential for accessibility because screen readers read them out to users.

To access the Tooltip field, right-click the form field and select "Properties."

A PDF with form fields. Demonstrating to right-click on the form field of you choice to view the pop-up menu and then select "Properties" so to access the Tooltip field.

Tooltip text must match visible text that functions as a label for the field.

A red box is around the form field titled "Name of Dependent" and a red arrow points to the Tooltip field that shows the Tooltip value of "Name of Dependent" matches that in the form field.

Add "Required" at the beginning of the Tooltip text for required fields.

A red arrow points to a red asterisk that is next to the form instructions of "Please enter your name" indicating it is a required field. Another red arrow points to the Tooltip value that reads "Required: Name" indicating that the Tooltip is informing assistive technology that the form field is a required field.

Proper Tab Order

Like an HTML form, tab order in a PDF form determines the sequence in which fields are selected when you press the Tab key. Typically, the tab order should follow the visual order, but this should always be verified, specifically if you manually add form field tags.

Of course, the easiest way to verify the tab order is correct is to save your PDF form document, reopen it in Adobe Acrobat, and tab through the form.

You can also check the tab order inside of Adobe Acrobat.

Tab order that is viewable in Adobe Acrobat. It is the name of each form field and is listed in sequential order.

Click the funnel icon to the right of the Fields label to view the drop-down list.

Tab order that is viewable in Adobe Acrobat. A red arrow points to the funnel icon where users click to get a pop up menu.

From the drop-down list, choose "Show tab numbers."

A red arrow points to the item in the pop up menu that is titled "Show tab numbers." Red boxes are around the each tab number to highlight the order of each form field.

You can then drag-n-drop any form field not in the correct sequential order.

A red arrow highlights the ability to drag and drop form fields in the tab order list to correct any form field that is not in the proper sequential order.

Best Practices to Remember

As with any form, whether on the web, a Word document, or even a hard copy form, display instructions at the beginning of your form, not at the end.

These instructions should guide users through the form's completion, explaining how to use each field and control. Be sure to specify the required information and any specific formatting requirements or other relevant details. For example, Birth Date (MM / YYYY) *

The following Success Criteria apply to all PDF interactive forms:

1.3.1 Info and Relationships: Information, structure, and relationships conveyed through presentation can be programmatically determined or are available in text. (Level A)
1.3.5 Identify Input Purpose (Level AA)
2.4.6 Headings and Labels: Headings and labels describe topic or purpose. (Level AA)
3.3.2 Labels or Instructions: Labels or instructions are provided when content requires user input. (Level A)
4.1.2 Name, Role, Value: For all user interface components (including but not limited to: form elements, links, and components generated by scripts), the name and role can be programmatically determined; states, properties, and values that can be set by the user can be programmatically set; and notification of changes to these items is available to user agents, including assistive technologies. (Level A)

By ensuring your PDFs have the necessary accessibility characteristics and specific PDF form accessibility features and best practices, you will create an interactive PDF form that is accessible, easy to navigate, and usable for everyone, regardless of ability.