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Who uses this: Anyone with permission to view and create the custom form — visibility and creation access are set per form in Custom Form Settings, and a form with no restrictions set is available to all users. Availability: All regions. Custom Forms has to be enabled for your account.
Your team takes photos for a reason — proof of work, compliance records, before-and-after shots, equipment labels. A custom form collects those photos in the field, and the PDF display settings decide whether they travel with the document you hand the customer.

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Overview

A custom form PDF can carry the photos and files uploaded to the form’s Image/Video Upload fields. You choose how those photos appear from the PDF preview, before you save or send the PDF — placed inline where the field sits in the form, gathered into a Files section, or linked from a Files Summary QR code at the end of the document. You also choose how large the photos print.

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Video walkthrough

Video walkthrough: photos and files on a custom form PDF

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Before you begin

  • Custom Forms has to be enabled for your FieldPulse account. See Setting Up Custom Forms.
  • You need permission to view and create custom forms.
  • The custom form needs at least one Image/Video Upload field. New to custom forms? Build your first one with How to Create a Custom Form.
  • The custom form has to be attached to a record — a Customer, Job, Estimate, or Invoice, for example.

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Display options

Three checkboxes in the PDF Display Settings control how photos and files appear in the generated PDF. Form Photo Size sets how large the photos print — Small, Medium, or Large. Pick the size that fits the form’s purpose, such as Small for an inspection checklist with lots of photos and Large for before-and-after shots.

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On web

  1. Open the record the custom form is attached to and select the Forms tab. Job record #1372 in the web app with the Forms tab highlighted in the record's tab bar
  2. Select the completed custom form in the list. Forms tab of a job record listing Form #1048, Install Checklist, with the form row highlighted next to the Create New button
  3. Select Send or Actions on the form record to open the PDF preview. Either button reaches the preview:
    • Send > Send to be Viewed
    • Send > Send to be Filled
    • Actions > Generate PDF
    • Actions > Send to be Viewed
    • Actions > Send to be Filled
    Form record for Install Checklist #1048 with the Send and Actions buttons highlighted above the form fields
  4. Check the display options you want in the Display Settings panel beside the preview — Show Images in PDF, Show Files Summary at end of PDF, and Show Files.
  5. Set Form Photo Size to Small, Medium, or Large. PDF preview with the Display Settings panel open, Show Images in PDF and Show Files Summary at end of PDF highlighted under PDF Information Visibility, Show Files highlighted under Form Files Visibility, and Form Photo Size set to Large
  6. Select Next or Save PDF, depending on the path you used in step 3.

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On mobile

  1. Open the record the custom form is attached to and select the Forms tab. Job #1372 in the mobile app with the Forms tab highlighted in the record's top tab bar
  2. Select the completed custom form in the list. Mobile Forms tab listing Form #1048, Install Checklist, with the form highlighted above the Create Form button
  3. Select Send or Actions on the form record to open the PDF preview. Either button reaches the preview:
    • Send > Send to be Viewed
    • Send > Send to be Filled
    • Actions > Generate PDF
    • Actions > Send to be Viewed
    • Actions > Send to be Filled
    Mobile form record for Install Checklist #1048 with the Send and Actions buttons highlighted in the bottom bar
  4. Select Display Settings at the bottom of the PDF preview. Mobile PDF preview of Install Checklist #1048 with the Display Settings button highlighted between Close and Next
  5. Check the display options you want — Show Images in PDF, Show Files Summary at end of PDF, and Show Files.
    Mobile Display Settings panel with the Show Images in PDF and Show Files Summary at end of PDF checkboxes highlighted under PDF Information Visibility
    Show Files checkbox highlighted under the Form Files Visibility heading in the mobile Display Settings panel
  6. Set Form Photo Size to Small, Medium, or Large. Form Photo Size dropdown in the mobile Display Settings panel set to Medium, with the dropdown arrow highlighted
  7. Select Next or Save PDF, depending on the path you used in step 3.
A short queue notice appears while the PDF is being generated. A large form with lots of photos takes a few extra seconds to build, which is normal.

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What your customer sees

Each display option produces a different document. These examples show one option checked at a time.

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Show Images in PDF only

The photo appears in the body of the form, in the Images field where it was configured. Example PDF of the Install Checklist with the Images area of the form highlighted, showing the uploaded equipment photo beside the technician signature

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Show Files only

The PDF adds a Files section that displays the uploaded photo at full size. Example PDF of the Install Checklist with a Files section highlighted below the form, showing the uploaded equipment photo at full size

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Show Files Summary at end of PDF only

The PDF ends with a Files Summary block holding a QR code, a count of the files uploaded to the report, and a link to open them. Example PDF of the Install Checklist with a Files Summary block highlighted at the end, showing a QR code, the text 1 File was uploaded to the report, and a Click here to access link
Show Files Summary at end of PDF puts no cap on how many files you add — recipients can view them all through the QR code and URL link displayed at the bottom of the PDF.

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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 settings are working when the PDF you generate carries the field photos at the size you chose, and the customer opens one complete document instead of a form plus a separate pile of attachments.