Adobe's XML-Based Offering Can Revolutionize Form-Based Processes

Authors Rita Knox
Revision Date 11 April 2003

Event
Adobe’s XML-Based Offering Can Revolutionize Form-Based Processes
On 7 April 2003, Adobe Systems announced a comprehensive XML-based document architecture for Acrobat 6.0 and Adobe Reader.

First Take
Adobe now offers what could be its biggest "killer application" since Acrobat appeared in the early 1990s. That offering consists of the XML document architecture and Adobe Document Server for Reader Extensions (announced October 2002). The architecture automates form-based processes and minimizes human intervention ("Find Out Adobe's Plans for Accelio"). The rule set is embedded within the e-form itself. Data files will combine an XML form template, the XML data stream for that form and the PDF representation of the document. The XML form template can contain JavaScript processing logic for interactive data collection and verification. XML identifies data fields to enable integration with back-end applications. The Reader Extensions allow administrators on the server side to assign rights to users of Acrobat Reader v.5.1 and higher so that they can save, fill in, route, annotate and digitally sign forms.

The combination of the XML architecture and the Reader Extensions will attract enterprises with lots of form-based processes, especially in financial services and government, where large numbers of people guide digital and paper documents through standardized processes. The linking of e-forms to processes and back-end systems, for example, would enable workers to fill out, sign and submit human resources forms. Other uses include insurance forms, college applications and motor vehicle forms. If the U.S. Internal Revenue Service, for example, were to deploy tax filing forms using PDF and to license Reader Extensions functions for these forms, it could simplify tax filing for the citizen, ensure valid data entry, expedite tax processing for the government and reduce costs.

Enterprises should understand Adobe's new XML-based offering and plan for internal and external applications to exploit it. However, be aware of some limitations. The early release supports Adobe's XML form template; enterprises will have to create their own templates to support Extensible Business Reporting Language, Tax XML or other XML schemas. In addition, for the new offering to work, saving to PDF from XML-aware applications (such as Microsoft Office 2003, InfoPath, and Corel WordPerfect 11) must capture the XML data model used by the source application.

Analytical Source: Rita Knox, Gartner Research

Recommended Reading and Related Research

"Vendors Take Two Paths to XML-Enabled Office Suites" — Enterprises should expect vendors to provide XML schemas before they adopt their XML-enabled applications. By Rita Knox and Michael Silver

"File Formats Revisited: What Is PDF's Future?" — Document markup and presentation definitions will open opportunities for desktop suites to become standard applications for creating Web-processable content. By Rita Knox

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