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Overview

Your team takes photos for a reason — proof of work, compliance records, before-and-afters, equipment shots. When you generate a PDF from a Custom Form, images from Image fields are embedded directly on the page, producing polished, professional PDFs that are complete and ready to share.

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Prerequisites

Before you generate a Custom Form PDF with images, make sure:

• You have permissions to view and create Custom Forms.
• You have a Custom Form with at least one Image/Video Upload field.
• The form is attached to a record (Customer, Job, Estimate, Invoice, etc.)

New to Custom Forms? Start with Mastering Custom Forms: A Step-by-Step Guide to build your first form.

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On Web: Admin Experience

When you generate a PDF from a Custom Form, you decide how your images will appear for your customers to view. Here’s exactly what to do:

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Step 1

Locate your completed Custom Form from the Forms tab of the record you linked/attached it to (Customer, Job, Estimate, Invoice, etc.).

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Step 2

Click into your Custom Form.

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Step 3

Preview how you want your completed Custom Form PDF to appear for your customer. Access PDF preview through any of these pathways:

• Send button → Send to be Viewed
• Send button → Send to be Filled
• Actions button → Generate PDF
• Actions button → Send to be Viewed
• Actions button → Send to be Filled

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Step 4

Turn on Images for your PDF. In the PDF preview, you’ll see a few checkboxes: Show Images in PDF, Show Files Summary at the end of PDF, and Show Files. Here’s how they work:

• Show Images in PDF: Your PDF will have its images placed where the Image field was actually configured to sit in your Custom Form.
• Show Images in PDF & Show Files: Your PDF will have a designated “Files” section where you can select any visible files to be displayed or upload new files.
• Show Files Summary at end of PDF: Your PDF will have a QR code at the bottom that links out to the images.

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Step 5

You can configure how your images appear. Use this setting to fine-tune what shows up on your PDFs:

• Form Photo Size: choose Small, Medium, or Large. Pick the size that best fits the form’s purpose (e.g., Small for inspection checklists with lots of photos, Large for before/after shots).

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Step 6

Click the Next button or Save PDF button depending on the pathway you chose in Step 3 before sharing your PDF with your customer.

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On Mobile: Field Experience

When you generate a PDF from a Custom Form, you decide how your images will appear for your customers to view. Step-by-step for images on PDF generation via the mobile app:

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Step 1

Locate your completed Custom Form from the Forms tab of the record you linked/attached it to (Customer, Job, Estimate, Invoice, etc.).

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Step 2

Click into your Custom Form.

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Step 3

Preview how you want your completed Custom Form PDF to appear for your customer. Access PDF preview through any of these pathways:

• Send button → Send to be Viewed
• Send button → Send to be Filled
• Actions button → Generate PDF
• Actions button → Send to be Viewed
• Actions button → Send to be Filled

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Step 4

Open your Custom Form Display Settings to turn on Images for your PDF.

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Step 5

In the PDF preview, you’ll see a few checkboxes: Show Images in PDF, Show Files Summary at the end of PDF, and Show Files. Here’s how they work:

• Show Images in PDF: Your PDF will have its images placed where the Image field was actually configured to sit in your Custom Form.
• Show Images in PDF & Show Files: Your PDF will have a designated “Files” section where you can select any visible files to be displayed or upload new files.
• Show Files Summary at end of PDF: Your PDF will have a QR code at the bottom that links out to the images.

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Step 6

You can configure how your images appear. Use this setting to fine-tune what shows up on your PDFs:

• Form Photo Size: choose Small, Medium, or Large. Pick the size that best fits the form’s purpose (e.g., Small for inspection checklists with lots of photos, Large for before/after shots).

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Step 7

Click the Next button or Save PDF button depending on the pathway you chose in Step 3 before sharing your PDF with your customer.

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What Your Customer Sees

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Example 1

A example of a PDF with only the Show Images in PDF box checked:

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Example 2

A example of a PDF with only the Show Files box checked:

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Example 3

A example of a PDF with only the Show Files Summary at end of PDF box checked:

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Video Tutorial

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Have additional questions? Contact us at support@fieldpulse.com or use the chat feature in the bottom right corner of your screen.