# Using alternate forms

When the document forms are too complex or some fields do not show up in the generated PDF file, then it is recommended to build a simpler Notes form (i.e. an **alternate form**) which will be used instead of the default Notes document form during conversions. Using alternate forms is recommended when:

* Documents are not converted properly due to a complex form design.
* You want to have a document layout that is more suitable for PDF documents, as opposed to using the default Notes document layout.
* You want other document data to be displayed in the PDF output (which is otherwise not visible in Notes) or compose a PDF document programmatically.

Using alternate forms can in some cases also improve on conversion speed.

Here are the instructions to set up an alternate form called **AltMailMemo** which can be used instead of the default email **Memo** form (click on any of the images for a bigger display):

1\. In Domino Designer, create a new form **AltMailMemo** and save the form in your SWING PDF Converter database.

2\. In your SWING PDF Converter database, click on the **Form Settings** link (1) in the Administration menu and then the **New Form Setting** button (2).

![](https://3331713008-files.gitbook.io/~/files/v0/b/gitbook-legacy-files/o/assets%2F-MlCAurE6RSGoCmtmAET%2F-MlF6TbypHeYNGedzSw2%2F-MlF6vPcKsqGIpS1MX69%2Fimage.png?alt=media\&token=3c034c26-d81b-44e5-81ea-7a5e19c27ab4)

3\. A new Form Settings document will open (see below image) in which you need to do the following:

* Select the database where the original layout form is stored (1) or select the **Any database** option
* Enter the name of the default Form for a Notes document (2). In this example, the name of the default form is **Memo**
* In the Format document using alternate forms field (3), select the **altMailMemo** form that was saved in your SWING PDF Converter database in step one. Note that you can also select multiple different forms in this field if needed.

![](https://3331713008-files.gitbook.io/~/files/v0/b/gitbook-legacy-files/o/assets%2F-MlCAurE6RSGoCmtmAET%2F-MlF6TbypHeYNGedzSw2%2F-MlF70I6BD_vGZXojpz4%2Fimage.png?alt=media\&token=4e777d2c-de2e-463a-ad9d-326001dafb16)

4\. In the remaining fields of the **Form Settings** document, set up a naming convention and the PDF document properties for the PDF files which will be created using the **altMailMemo** form (optional). Some examples of common Notes formulas used for generating PDF file names are available here:

{% content-ref url="how-to-set-up-a-custom-naming-convention-for-pdf-files" %}
[how-to-set-up-a-custom-naming-convention-for-pdf-files](https://docs.swingsoftware.com/pdf-converter-for-notes/how-to/how-to-set-up-a-custom-naming-convention-for-pdf-files)
{% endcontent-ref %}

5\. Once completed, save and close the **Form Settings** document. Now, when a new conversion job is started on emails create using the **Memo** form, the conversion dialog will show another option to create the PDF files using the **altMailMemo** form (see below image).

![](https://3331713008-files.gitbook.io/~/files/v0/b/gitbook-legacy-files/o/assets%2F-MlCAurE6RSGoCmtmAET%2F-MlF6TbypHeYNGedzSw2%2F-MlF747o0tkOwDYuIQDF%2Fimage.png?alt=media\&token=9b6a3742-6878-4228-a1f6-86f3a96fb2e7)