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Who uses this: PDF forms are built in Company Settings, and each form attached to a file library names the roles allowed to import it. Availability: All regions. The PDF Form Filler is turned on by request — email FieldPulse support to enable it.
The forms your team carries into the field — the inspection checklist, the county-required permit, the customer sign-off — don’t have to be printed, filled in by hand, and scanned back at the end of the day. The PDF Form Filler, part of custom forms, takes a PDF you already have, lets you drop fillable fields onto it, and keeps the completed copy on the record it belongs to.

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Overview

The PDF Form Filler turns an existing PDF into a form your team fills out inside FieldPulse. You import the PDF in Company Settings, drag fillable elements onto the page, save the form, and attach it to a customer, job, project, or invoice. Forms are filled out and signed in both the FieldPulse web app and the mobile app, and the finished copy is stored on the record for anyone who needs it later. PDF forms support e-signatures, attaching a form to customer communications, saving to customer and job records, and full integration with FieldPulse for smart fill. Custom field types include short answer, paragraph, multiple choice, checkboxes, dropdown, and file upload. You can also import a PDF that already contains fillable fields, so a form you bring from another platform doesn’t have to be rebuilt from scratch. An OSHA Form 300A imported into the PDF Form Filler, with fillable input fields shaded across the summary tables, the establishment information block, and the Sign here signature field

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Video walkthrough

Video walkthrough: using the PDF Form Filler in FieldPulse

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Before you begin

  • The PDF Form Filler has to be enabled for your account. Email support@fieldpulse.com or use the chat feature in the bottom-right corner of your screen to request it.
  • Have the PDF you want to build on ready to upload.

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Creating a PDF form

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Import and name the PDF

  1. Go to Company Settings and select PDF Forms from the top menu. The Administration top menu in Company Settings with the PDF Forms tab outlined at the right end of the menu, above the General company info settings
  2. Select Import File and choose the PDF you want to build on. The Custom PDF Forms page listing existing forms, with the Import File button outlined in the top-right corner
  3. Enter a clear name in Customer PDF Form Name so your team can find the form later.
The Custom PDF Form Settings panel with Inspection Checklist typed into the outlined Customer PDF Form Name field, next to the imported PDF preview

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Add form elements

Drag an element from the Custom PDF Form Widgets menu on the left onto the PDF. Once an element is placed, you can resize it and adjust its appearance. The examples below show a text form field, a date selection field, checkboxes, a text label, and a signature box placed on a safety inspection checklist.
The Text Form Field widget outlined in the menu, with Workplace and Inspected By text fields placed on the inspection checklist PDF
The Date Selection Field widget outlined in the menu, with an mm/dd/yy date field placed beside the Workplace field on the PDF
| The Checkbox Field widget outlined in the menu, with Yes and No checkboxes placed next to the Floors and Walkways inspection questions | The Text Label widget outlined in the menu, with the fixed text My signature confirms the accuracy of this form added above the signature line | A Signature Box drops onto the signature line, where the person completing the form writes or types a signature. The Signature Box widget outlined in the menu, with an active signature field placed on the signature line at the bottom of the inspection checklist

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Save the form and choose where it lives

  1. Select Save once your elements are placed. The PDF form editor with the Save button outlined in the top toolbar, next to Download PDF and Close
  2. Select Attach to File Library next to the name of your new PDF form. The Custom PDF Forms list with the Attach to File Library dropdown outlined next to a form row
  3. Select the library where you want to store the form — Project File Library, Invoice File Library, Job File Library, or Customer File Library. The Attach to File Library dropdown open with Project, Invoice, Job, and Customer File Library options, and Job File Library outlined
  4. Select the roles allowed to import the file onto records in the File Import Permissions window, then select Save.
The File Import Permissions window showing the file name Installation Checklist.pdf, a Roles allowed to import this file field set to Admin, Team Manager, and the Save button Every PDF form is stored in the PDF Library. Adding a form to a specific file library as well keeps it organized and sets which roles can import it onto records.
Store a form in a specific file library when the form pertains directly to that library’s records.

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Attaching a PDF form to a record

PDF forms can be attached to customers, jobs, projects, invoices, and more. The steps below use a job record as the example.
  1. Open the record you want to attach the form to. The Jobs list with job #1001 for customer Stanley Bernardo outlined in the row list
  2. Select Files from the menu at the top of the screen.
  3. Choose where to pull the form from:
    • Import From File Library — shows only the PDF forms added to the library that matches the record you have open. On a job record, that is the forms in the Job File Library.
    • Import From PDF Library — shows every PDF form in your account.
  4. Preview the PDF, then choose how to save it from the options at the top of the screen:
    • Save as Editable PDF — saves the form with its fields still fillable.
    • Save as Uneditable PDF — saves the form with its fields locked so they can’t be filled out.
    • Download PDF — downloads the PDF to your device.
The PDF preview on a record with Save as Editable PDF, Save as Uneditable PDF, and Download PDF outlined in the top toolbar above the inspection checklist

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Still need help?

Reach the FieldPulse support team at support@fieldpulse.com or through the chat feature in the bottom-right corner of your screen. Your PDF form is working when it appears in the file library you chose, opens on a record from Files, and saves back to that record with its fields and signature filled in.