Creating Fillable PDFs for Use in Momentum AMS

Why Fillable PDFs Are Required

• Prefill Functionality – Mapping requires a specific “field name” inside the PDF. If the field doesn’t exist, the system has nowhere to send the data.

• Accuracy – Fillable fields ensure that the right type of data (date, number, text) goes into the correct location.

• Efficiency – Once mapped, the system can populate multiple fields instantly, saving manual typing.

Step 1: Check If a PDF Is Fillable

1. Open the PDF in Adobe Acrobat Professional or any PDF editor.

2. Hover your cursor over the form areas.

3. If fields highlight (blue boxes) or allow you to type, it’s fillable.

4. If you can only select text like a normal document — it’s not fillable.

Step 2: Create or Convert a Fillable PDF

If you need to convert a static PDF into a fillable one, you’ll need a PDF editor such as Adobe Acrobat Pro (or similar tools like Foxit PhantomPDF, PDF-XChange Editor, etc.).

In Adobe Acrobat Pro:

1. Open your PDF.

2. From the top menu, select Tools > Create. (The actual process will depend on your version of Acrobat)

3. Acrobat will automatically detect potential fields and create them for you.

4. Review each field — rename them with clear, descriptive names (e.g., Insured_Name, Policy_Number).

5. Add missing fields manually using the toolbar options (Text Field, Checkbox, Dropdown, etc.).

6. Save the file.

Step 3: Naming Fields for Easy Mapping

When you map a PDF in Momentum AMS, the system shows you the field names from the PDF.

• Use clear, logical labels that match your AMS data where possible.

• Avoid generic names like “Text1” or “Field3” — rename them to match their purpose.

• Example: Use Insured_Address_1 instead of AddressField.

Step 4: Best Practices for Fillable PDFs in Momentum AMS

• One Field = One Data Point – Don’t combine multiple pieces of data in one field (e.g., Name & Address together).

• Use Correct Field Types – Dates should be Date fields, numbers should be Numeric fields.

• Avoid Special Characters in field names — stick to letters, numbers, and underscores.

• Test Before Mapping – Fill in the fields manually, save the file, and make sure the formatting looks correct.

Step 5: Upload to Momentum AMS

Once your PDF is fillable:

1. Go to Agency Profile > Other > PDF Forms (for prefill forms) or PDF Forms – Reverse Mapping (for intake forms).

2. Click Add New.

3. Upload your fillable PDF.

4. Begin mapping fields to your Momentum AMS data.

✅ Pro Tip: If you’re working with ACORD forms, many are already available in fillable format. For custom forms, always prepare them in a fillable version before uploading.