Overview
The Forms tab in Fieldwire allows users to generate forms based on several default templates (Introduction to the Forms Tab), to build their own (Introduction to Custom Forms and Templates), or to upload and fill out PDFs. If your team's workflow utilizes PDFs that require data input, you can use Fieldwire to host, share, and fill out these documents.
Note: Although our Fillable PDFs feature is available on web, iOS, and Android, older versions of the mobile app will not display forms created with fillable PDFs. You can check to ensure that you're using the latest and greatest version of Fieldwire here: Am I using the most up-to-date mobile operating system and app version for Fieldwire?
Table of Contents
Fillable PDFs on the Web
Creating the Template
To get started, click "+New form", then "+New template".
You'll see two options: "Create new" or "Import from account". Click "Create new". This will take you to the "Create form template" modal:
Choose your starting point from the drop-down menu:
Enter your template name, then click "Upload file".
Drag-and-drop (or use the "select file" option) to designate a fillable PDF for upload, then click the next "upload file" button. The "Create form template" modal should display your PDF:
Now click "Create". You'll see the unpublished template:
- The "Permissions & Statuses" section allows you to customize permissions for any forms that are generated from the template.
- The PDF file can be viewed or replaced from here. Click directly on the PDF icon to view it, or hover over the icon to see a 3-dot menu icon on the right side (which will also offer the 2 options).
- The "Actions" drop-down near the top of the screen offers 4 options: replace PDF form, duplicate, publish to account, or delete. (Learn more about account form templates here: Account Form Templates).
You can preview your template with the "Preview" button in the upper right corner. If you're ready to use your template, click "Publish".
Generating and Filling Out a Form
Ready to create a form? Click "+New form" in the upper left corner, then select the newly generated template. You can enter a name for your form in the modal that pops up:
After clicking "Create form", you'll see your fillable PDF, along with a form details panel and links section.
Use "Annotate" to choose text options for filling in the PDF, add comments, insert images, create markups, and more:
Currently, you can link Tasks and Plans to your fillable PDF forms. The tasks can be linked from directly within the form interface; to create a link to a plan, the form must be attached to a plan sheet from within the Plans tab.
Fillable PDFs on Mobile
Fillable PDF Forms look slightly different than forms created directly within Fieldwire. On both iOS and Android, you'll be able to see the Form name, the Assignee, and the Due date under the 'Details' dropdown. All of these fields are editable while the form is still in 'Draft' status.
Under the "Details" dropdown menu, you'll see the PDF form. You need to press on the form in the Fieldwire app to edit it. This will bring up the form in an editable state, just as if the file was uploaded to the Files tab.
Important Note: In its current state, adding a text box (the capital "T" symbol when editing the PDF) on Android will corrupt the PDF and won't allow web users to access it. Thus, it is extremely important that you do not add a text box to the PDF on Android.
After you are finished editing the form, you can change the status from "Draft" to "Submitted" by clicking "Update status" and then "Close", or by clicking "Draft" in the upper left-hand corner of the form.
Frequently Asked Questions
Can I upload paper copies of PDF files?
Yes - however, these won't be fillable. Only PDF files in the fillable format can be used this way; a printed PDF is considered a "flat PDF".
Can I add custom fields to a fillable PDF?
Although you can add many types of annotations to your fillable PDFs in Fieldwire, any new fields will have to be created using a PDF editor.
Is there support for calculations and custom drop-downs in fillable PDFs?
If your fillable PDF template includes calculations or custom drop-downs, then yes! (Please keep in mind that you cannot add new calculations or drop-downs within the Fieldwire interface).
If I upload an image to my fillable PDF form, is it saved to the Photos tab?
Unlike images attached to one of our default or custom forms, any image that is inserted into a fillable PDF form is not automatically saved to the Photos tab. You can, however, manually upload these images to the Photos tab as needed.
Can I set up a required field in a fillable PDF?
Required fields can be designated in the PDF itself (outside of Fieldwire), but the Fieldwire application does not enforce required fields at this time.
Are password-protected PDFs supported?
Yes! Every time the PDF is opened, the user will be required to enter the password. Fieldwire does not store the password, so it will need to be re-entered for each session.
What happens if multiple users are editing a fillable PDF at the same time?
Fieldwire has a conflict resolution system that works to ensure no data is lost during sync or offline mode; it should be safe for multiple users to edit the same form simultaneously.
Can I track changes made to a fillable PDF, or who facilitated those changes?
No; fillable PDFs do not currently have a version control feature. When the final form is submitted, it is the only version available to view.
Are there restrictions on the file size or number of fields in a fillable PDF?
We have no specific restrictions at this point, but we recommend considering performance implications when working with large or complex forms.
Does this new feature affect any previously existing functionality with custom or default forms?
No - your existing forms will remain unchanged, and custom form workflows will also stay the same. This is simply an expansion of Fieldwire's form capabilities.
Can fillable PDFs be used offline?
Yes! Just as with the rest of our mobile app features, any changes made while offline will sync once the device is back online.