Pdf Forms Complete Guide

PDF Forms: Complete Guide

PDF Forms allow you to upload existing PDF documents, add dynamic field placeholders, and automatically fill them with data from your app. This powerful feature enables you to generate professional documents like invoices, contracts, certificates, reports, and forms on demand.

What Are PDF Forms?

Unlike PDF Pages which generate PDFs from page components, PDF Forms use your existing PDF documents as templates. You upload a PDF, place field placeholders where you want dynamic data to appear, and Tadabase fills those fields automatically when the PDF is generated.

Common Use Cases

• Contracts and Agreements: Auto-fill client contracts with user information and terms
• Invoices and Receipts: Generate professional invoices with order details
• Certificates: Create certificates of completion with participant information
• Government Forms: Fill standardized forms like W-9s, I-9s, or applications
• Reports: Populate report templates with data from your database
• Labels and Badges: Generate name badges or shipping labels

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Getting Started with PDF Forms

Step 1: Access PDF Forms

Navigate to the Automation tab in your app builder and click on PDF Forms.

Step 2: Create a New PDF Form

Click Add New PDF Form and provide:

• Name: Descriptive name for your PDF form
• Description: Optional description to help organize your forms
• PDF File: Upload your PDF document

PDF Upload Requirements

Before uploading your PDF, make sure it meets these requirements:

• File Format: PDF only (.pdf)
• Page Limit: Maximum 10 pages per PDF
• File Size: Maximum 1MB (if larger, optimize the PDF first)
• Encryption: PDF cannot be password protected or encrypted
• Language: English language support (other languages may have limited support)

If your PDF doesn't generate properly, open it in Chrome and use Print → Save as PDF to create a clean version, then upload that instead.

Step 3: Auto-Detect Form Fields (Optional)

If your PDF has embedded form fields (interactive fields created in PDF software), Tadabase can automatically detect them and create placeholders. This feature saves significant time by:

• Scanning the PDF for all embedded form fields
• Automatically creating placeholder fields with matching names
• Positioning placeholders in the correct locations

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Adding Placeholder Fields

Placeholder fields are areas in your PDF where dynamic data will be inserted. Tadabase supports four types of placeholder fields:

1. Text Fields

Text fields display textual information like names, addresses, descriptions, or any alphanumeric data.

To add a text field:

1. Click the Text button in the left panel
2. Drag and position the text box on your PDF
3. Configure the field properties

Text Field Properties

General Tab:

• Field Name: The unique identifier for this field (e.g., "First Name", "Address Line 1")
• Default Value: Optional fallback value if no data is provided
• Contains Date: Enable this to format the field as a date
• Date Format: Choose from multiple date format options (MM/DD/YYYY, DD/MM/YYYY, etc.)

Style Tab:

• Font Family: Choose from available fonts
• Font Size: Adjust text size in pixels
• Font Weight: Normal, bold, or other weights
• Font Style: Normal or italic
• Text Color: Choose text color
• Text Alignment: Left, center, or right alignment
• Line Height: Spacing between lines of text
• Width & Height: Dimensions of the text box
• Text Overflow: Control how text behaves when it exceeds the box size

Position Tab:

• Left: Distance from left edge in pixels
• Top: Distance from top edge in pixels

The Text Overflow (Auto) feature automatically scales text to fit within the field boundaries. Short text appears larger, while longer text scales down to fit without spilling over.

Number and Currency Formatting

Text fields can format numbers and currency values. When setting field values via action rules, you can specify:

• Number Format: Decimal points, thousands separators
• Currency Format: Currency symbol, position (prefix/suffix), decimal points
• Supported Currencies: USD, CAD, EUR, GBP, JPY, INR, AUD, and many more

2. Checkbox Fields

Checkbox fields display a checkmark when a condition is met, perfect for yes/no questions, selections, or boolean values.

To add a checkbox:

1. Click the Checkbox button in the left panel
2. Drag and position the checkbox on your PDF
3. Configure the checkbox properties

Checkbox Properties

General Tab:

• Field Name: The unique identifier for this checkbox
• True Value: Value(s) that will show the checkbox (default: "true")
• False Value: Value(s) that will hide the checkbox (default: "false")

You can specify multiple True Values separated by commas. For example: "red,orange,yellow" will show the checkbox if the value is red, orange, OR yellow.

If you only have one True Value, do NOT include any commas, or the system will interpret it as multiple values.

3. Image Fields

Image fields display images from your database, such as logos, photos, signatures, or QR codes.

To add an image field:

1. Click the Image button in the left panel
2. Drag and position the image placeholder on your PDF
3. Configure the image properties

Image Field Properties

• Field Name: The unique identifier for this image
• Keep Aspect Ratio: Maintains the original image proportions (recommended)
• Width & Height: Dimensions of the image area
• Position: Left and top positioning in pixels

Image placeholders only work with Attachment/File fields that are set to "Format Link as Image". If the field contains multiple images, only the first image will be displayed.

4. Signature Fields

Signature fields display electronic signatures captured through signature fields in your app.

To add a signature field:

1. Click the Signature button in the left panel
2. Drag and position the signature area on your PDF
3. Configure the signature properties

Signature Field Properties

• Field Name: The unique identifier for this signature
• Width & Height: Dimensions of the signature area
• Position: Left and top positioning in pixels

Tadabase's electronic signature solutions comply with the UETA (Uniform Electronic Transactions Act) and the E-SIGN Act (Electronic Signatures in Global and National Commerce Act) and are recognized as valid under U.S. law.

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Filling PDF Forms with Data

Once you've added placeholders to your PDF, you can fill them with data using Action Links or Tasks.

Via Action Links

Action Links allow users to generate PDFs directly from table, list, or custom components.

1. Create a data component (Table, List, or Custom)
2. Add an Action Link column
3. In the Action Link settings, navigate to the Action Rule tab
4. Click Add Action Rule
5. Select "Fill a PDF Form" from the dropdown
6. Choose your PDF Form
7. Click "Set PDF Fields" to map data to placeholders
8. Configure field mappings and file name
9. Set a success behavior

Field Mapping Options

When setting PDF field values, you can choose from:

• Record Value: Use data from the current record
• Custom Value: Enter a static value
• Blank Value: Leave the field empty
• Logged In User Field: Use data from the currently logged-in user
• Browser Local Storage: Retrieve value from browser's local storage
• Browser Session Storage: Retrieve value from browser's session storage

Dynamic File Names

You can set the PDF file name dynamically using:

• Custom Value: A static file name
• Record Value: A field value from the record (e.g., Order Number, Customer Name)

Via Tasks (Automation)

You can also generate PDF Forms automatically using Tasks. This is useful for:

• Scheduled generation of reports
• Automated document generation when records are created/updated
• Batch processing of multiple records

Tasks can be triggered by:

• Record Rules: When a record is created, updated, or deleted
• Scheduled Tasks: On a specific schedule (daily, weekly, monthly)
• Webhooks: When external systems send data to your app

The "Fill a PDF Form" action is not currently supported in Details and Kanban components. Use Table, List, or Custom components instead.

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Advanced Features

Password Protection

Protect your PDFs by adding password protection. Only users with the password can open and view the document.

• Set a default password in the PDF Form settings
• Override the password dynamically via action rules using the _password_ placeholder
• Remove password protection by clearing the password field

Watermarks

Add watermarks to your PDFs for branding or security purposes.

• Upload a watermark image in the PDF Form editor
• Configure watermark properties: opacity, rotation angle, position
• Enable repeating watermarks across the page
• Dynamically pass watermark images via the watermark parameter

Version History

Track changes to your PDF Forms with built-in version history.

• View previous versions of your PDF Form
• Add comments when saving changes
• Restore previous versions if needed
• See who made changes and when

Replace PDF File

Need to update your PDF template? You can replace the PDF file while keeping all your placeholder configurations intact.

• Click Upload New PDF in the PDF Form editor
• Select and upload the new PDF file
• All existing placeholders and settings are preserved
• Adjust placeholder positions if the new PDF layout differs

Duplicate PDF Form

Quickly create variations of existing PDF Forms by duplicating them.

• Select the PDF Form you want to duplicate
• Click the Duplicate button
• A copy is created with "(Copy)" appended to the name
• Edit the duplicate as needed

Generation Logs

Track every PDF generation with detailed logs.

• View all PDF generation attempts
• See success and error messages
• Review generation time and file size
• Track device and IP information
• Download previously generated PDFs
• Review the data sent to fill each PDF

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Best Practices

PDF Preparation

• Use clean PDFs: Avoid heavily formatted or complex PDFs with layers
• Test first: Always test your PDF with a simple action link before adding all placeholders
• Optimize file size: Compress images and reduce file size before uploading
• Use Chrome "Print to PDF": If your PDF has issues, print it as a new PDF using Chrome
• Create form fields: Use PDF software to add form fields for auto-detection

Field Placement

• Account for text length: Make text boxes large enough for the longest expected values
• Use position values: For precise alignment, use the position tab instead of dragging
• Enable overflow: Use text overflow settings to handle varying content lengths
• Test with sample data: Generate test PDFs with different data to verify layout
• Use descriptive names: Name your fields clearly so they're easy to map later

Data Mapping

• Map all fields: Ensure every placeholder has a data source configured
• Use default values: Set default values for optional fields
• Format dates consistently: Choose appropriate date formats for your region
• Test with null values: Verify your PDF handles missing data gracefully
• Use formulas: Combine fields using formulas for complex values

Performance

• Minimize images: Large images slow down PDF generation
• Limit pages: Keep PDFs under 10 pages for faster generation
• Use simple layouts: Complex layouts take longer to render
• Optimize fonts: Use standard fonts when possible

Security

• Use passwords for sensitive documents: Protect PDFs containing personal or financial information
• Watermark confidential documents: Add "CONFIDENTIAL" or "DRAFT" watermarks
• Control access: Use user permissions to control who can generate PDFs
• Audit logs: Regularly review generation logs for security monitoring

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Troubleshooting

PDF Won't Generate

If your PDF doesn't download or generates with errors:

1. Check the PDF file: Open in Chrome, use Print → Save as PDF, and re-upload
2. Verify file size: Ensure it's under 1MB
3. Check page count: Ensure it's 10 pages or fewer
4. Remove encryption: Remove any passwords or restrictions from the source PDF
5. Simplify the PDF: Remove complex graphics or layers

Fields Not Appearing

If your placeholder fields aren't showing data:

1. Verify field mapping: Check that the field is mapped to a data source
2. Check data exists: Ensure the record has data in the mapped field
3. Review field position: Make sure the field isn't positioned off the page
4. Check field size: Ensure the field is large enough to display content
5. Test with simple values: Try mapping to a field with simple text

Formatting Issues

If your text looks wrong or is cut off:

1. Increase field size: Make text boxes larger
2. Adjust font size: Reduce font size for longer text
3. Enable text overflow: Use auto-resize to fit content
4. Check line height: Adjust line height for multi-line text
5. Use appropriate fonts: Some fonts render differently

Images Not Showing

If images aren't appearing in your PDF:

1. Check field type: Ensure the attachment field is set to "Format Link as Image"
2. Verify image URL: Make sure the image URL is accessible
3. Check image format: Use standard formats (JPG, PNG)
4. Test with different images: Try a different image to rule out file issues
5. Enable aspect ratio: Turn on "Keep Aspect Ratio" to prevent distortion

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Plan Availability

PDF Forms is available on most Tadabase plans. Check your current plan to see:

• Total PDF Forms allowed: Number of PDF Forms you can create per app
• Generation limits: Monthly PDF generation limits may apply to certain plans
• Advanced features: Some features like custom fonts may require higher-tier plans

View your plan details in Settings → Billing & Plans to see your PDF Forms limits.

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Related Resources

• PDF Pages: Generate PDFs from page components instead of templates
• Action Rules: Learn more about triggering actions in your app
• Tasks & Automation: Automate PDF generation with scheduled tasks
• Email Templates: Attach PDFs to automated emails
• File Storage: Understand where generated PDFs are stored

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Summary

PDF Forms provide a powerful way to generate professional documents by filling existing PDF templates with data from your Tadabase app. With support for text, checkboxes, images, and signatures, along with advanced features like password protection, watermarks, and version history, you can create secure, branded documents for any use case.

Key Takeaways:

• Upload existing PDFs and add dynamic placeholders
• Auto-detect embedded form fields for faster setup
• Fill PDFs via Action Links or automated Tasks
• Protect documents with passwords and watermarks
• Track changes with version history and generation logs
• Support for text, checkboxes, images, and signatures
• Format numbers, currencies, and dates automatically