When setting up Document Templates in ClaimWizard, it’s important to understand that not all PDFs are created the same. The system only supports fillable PDFs - and here's why.

Flat PDFs vs. Fillable PDFs

Flat PDFs

A flat PDF is just that - flat. It might look like a form, but it behaves like a photograph. You can’t click into fields, type anything, or extract data from it. These are usually scanned documents or PDFs exported without form fields.

• What’s the issue? ClaimWizard can’t merge data into flat PDFs. If you upload a flat PDF into a Document Template, the system has nowhere to "write" the information. It will appear blank.

• How to spot one: Try clicking into a field. If nothing happens, it’s flat.

Fillable PDFs

Fillable PDFs contain actual interactive form fields. These are the only format that works for Document Templates in ClaimWizard. Each field is tagged with a name, allowing the system to map and insert the correct claim data when properly set up with variables.

• What’s the benefit? ClaimWizard can merge data like policyholder names, addresses, claim numbers, and more into your PDF - but it’s up to you to define which data goes where. Refer to the Document Template Guide to determine and enter the correct variables for each form field. Once configured, it saves time and eliminates manual errors.

• How to spot one: Click into a field - if you can type or check a box, it’s fillable.

How to Create Fillable PDFs

Here are a few easy ways to create or convert your documents into fillable PDFs:

1. Adobe Acrobat Pro DC (Recommended)

This is the industry standard for PDF editing.

• Open your PDF in Acrobat Pro DC

• Click “Prepare Form” in the toolbar

• Acrobat will automatically detect form fields, or you can manually add text fields, checkboxes, dropdowns, etc.

• Save your document - it’s now a fillable PDF

2. Jotform PDF Editor (Web-Based)

Good for building from scratch or uploading existing files.

• Upload your document to Jotform PDF Editor

• Add fillable fields by dragging and dropping

• Download the final file as a fillable PDF

3. PDFescape (Free Online Tool)

For simple forms and quick edits.

• Visit pdfescape.com

• Upload your PDF

• Use the “Form Field” tool to insert text boxes or checkboxes

• Save and download

4. Mac Preview - Not Supported

Mac users often try to use Preview to “edit” PDFs. It does not create fillable PDFs and will not work for Document Templates in ClaimWizard.

Final Tip

Before uploading a PDF into ClaimWizard as a Document Template, test it:

1. Open the file in Adobe Acrobat Reader.

2. Click into a field - you should be able to type or select something.

3. If not, it’s flat and needs to be converted.

If you’re ever unsure, reach out to your team lead or company's support contact to double-check. Making sure your templates are properly formatted keeps your claims moving faster and cleaner.