How to Turn a PDF Form into a Web Form

Step 1: Inventory your PDF forms.

Complete Steps 1 to 5 of How to Do a Content Evaluation.

• At the end of Step 5, you’ll have four buckets of content.
• Inaccessible PDF forms that you want to modify should be in the “Modify” bucket.

Important: Make sure the PDF forms you plan to modify are NOT EXEMPT from ADA Title II.

• If a PDF form is exempt using exception #1, archive it on your website.
• If a PDF form is not exempt, follow the steps below.

Step 2: Make sure each PDF form is well designed.

• Review the guidance for creating a well-designed form.

Step 3: Evaluate the complexity of each PDF form.

For each PDF form, consider whether or not you want to invest in turning it into a Web form.

Use the complexity rubric to estimate if the PDF form is simple or complex. 

• If the form is simple, continue to Step 4.
• If the form is complex, request a “complex web form consultation” from DoIT by emailing [email protected].
  • We can help you determine the resources available to create accessible, mobile-friendly complex web forms.

Step 4: Create a web version of each simple PDF form.

Always keep an accessible well-designed version of the PDF form.

Even after you create a web version of your PDF form, you should keep an accessible well-designed PDF version for folks who do not have consistent access to the internet or to a computer or mobile phone.

For most simple forms

Use Microsoft Forms. 

• Review the Using Microsoft Forms guidance to learn how to use this tool.

Note: You cannot use Microsoft Forms for complex forms. 

• Using Microsoft Forms for complex forms creates data management, privacy, security, and ease of use concerns. 

For simple forms that require more advanced input validation

Use Microsoft Power Apps. 

• This tool requires much more training.
• It also requires a security review for sensitive data collection.

For sending emails or collecting names for newsletter signup

Use GovDelivery. 

For sending surveys

DoIT is procuring a survey tool in 2026. 

• It will provide customer satisfaction scores and qualitative feedback on most Maryland websites.
• Request “more information on new survey tool” by emailing [email protected]. 

Tip: If the tools above are not already available at your Agency, email [email protected] to request access. 

Complexity Rubric - Is the PDF form simple or complex?

If you answer “Yes” to any of the following questions, then your PDF form is “complex.” 

For any form audience:

• Does your form collect mailing addresses, phone numbers, Social Security Numbers (full or partial) or other sensitive information?

• Does your form require a verifiable and/or tamper-proof signature beyond an acknowledgement statement (checkbox)?

• Does your form require payment for processing in any way?

• Do you need to issue the user a reference number to track the status of the form?

If your form audience is the general public:

• Does your form require additional documents?

• Does your form have more than 10 required questions?

• Does your form have more than 2 required long-form answers?

• Do you need to guarantee that someone only submits the form once?

Resources

• State of Maryland Accessibility Guidelines.
• State of Maryland Plain Language Standards.
• Learn from members of the Plain Language Community of Practice (Google Chat).