Accessible forms

Digital forms are forms you can access using a computer. Digital forms are usually either a: 

• Webform; or 
• Document form 

This page explains more about these types of form. It also explains how Norfolk County Council (NCC) staff should create or commission an effective, accessible form. 

Webforms 

A webform is a form on an online page. It is also known as an online form or HTML form. 

Examples of NCC webforms: 

• Adult Learning contact form
• Accessible content guide: user feedback survey 

Webforms are the best form type for creating forms that: 

• Are easy and satisfying to use (provide a good user experience) 
• Meet accessibility and data protection legal requirements 
• Are part of an efficient business process 

Document forms 

A document form is a form in a digital document, like a PDF or Word document.  

It can be difficult to create a document form that is easy to use and meets accessibility requirements. 

It can also be difficult to transfer the information you collect in a document form into digital systems to create an efficient business process. 

How to create a form 

If you need a new NCC form, you should aim to create or commission a webform. 

If you need to create a survey form, NCC staff must follow our engagement and consultation advice on myNet. 

If your form is not a survey, NCC staff must follow our forms advice on myNet to find out how to create a webform

You should only create a document form if: 

• You have followed the forms advice for NCC staff on myNet; and 
• Need to create a temporary document form to use while a webform is being created; or 
• Have evidence of customer demand for an alternative document form version of an existing webform. For example, a version users can download, print and complete by hand. 

If the document form is the only version of the form available, it must be accessible. If there is already a webform version of the form available, the document form doesn't need to be accessible. 

How to create an accessible document form 

Your document form should either be a PDF or Word document. 

PDF 

PDF forms can be accessible when created correctly. However, they can be difficult to create. To make sure your PDF form is accessible, you must: 

• Follow our PDF accessibility guide when creating it 
• Include editable fields where users need to add information. These fields must be formatted and tagged correctly using Adobe Acrobat Pro. Follow webAIM's advice on accessible forms in Acrobat. 

Word 

If you can't create a PDF form, you should create a Word document form.  

It's not possible to make a Word document form fully accessible. This means you should aim to provide a webform version of the form as soon as you can. 

When creating your form, you must: 

• Follow our Word accessibility guide
• Not include form fields (added using 'Controls' in the Developer menu). For example, text fields, drop-down lists and checkboxes.

We also recommend including text that indicates where users should type information into the form. You can do this by adding text instructions in square brackets that start with an action word, like 'insert'. For example, '[insert your first name]'. 

Publishing your document form 

The Digital Customer Experience team will only publish your Word document form on our websites if you can demonstrate that you have: 

• Followed the forms advice for NCC staff on myNet; and 
• Need to publish a temporary document form to use while a webform is being created; or 
• Have evidence of customer demand for an alternative document form version of a webform that is already on our website 

NCC staff can contact the digital customer service team (opens in a new window) for advice. Just select the 'Ask advice' option on our online form.