Using PDF Templates on Forms

The PDF Template field lets you attach a PDF document to your routing form. Form field values are automatically inserted into the document, and recipients can review and sign it before submitting. Signed PDFs are stored as part of the submission record.

Common use cases:

• Consent forms or NDAs that must be signed before a discovery call
• Data processing agreements collected during onboarding
• Service agreements that auto-fill with the customer's submitted details
• Liability waivers or photo release forms

Adding a PDF Template Field to Your Form

1. Open your routing form and go to the Builder tab.
2. Click + Add field.
3. Select PDF Template from the field type list (it appears in a highlighted card at the bottom of the picker).
4. A label is created automatically. Edit it if needed — this label is shown above the PDF review area when the recipient reaches this step.
5. Click Configure PDF Template (or the pencil icon on the field) to open the PDF Template Editor.

Setting Up the PDF Template

The editor walks you through two steps.

Step 1 — Upload your PDF

Drag and drop a PDF file into the upload area, or click to browse. The file must be a valid PDF (.pdf) and should not exceed a few megabytes for best performance.

Once uploaded, the designer opens automatically.

Step 2 — Design the template

The designer shows your PDF pages on a canvas. On the right, you'll see a palette of your form's fields.

To place a field value on the PDF:

1. Click a field name in the right panel.
2. A text placeholder box is added to the current PDF page.
3. Drag it to the exact position where that field's value should appear.
4. Resize it by dragging the handles.
5. Repeat for each field you want to include.

You can also add custom static text labels (e.g., "Signature date:", "Client name:") using the Custom text option in the palette.

Signature placeholder:

If you want a visible signature area on the PDF, drag the Signature element from the palette onto the document. This marks where the drawn signature will be embedded when the recipient signs.

Signature settings

After placing your fields, configure signature options at the bottom of the editor:

Click Save to apply the template configuration.

How It Works for the Recipient

When a respondent reaches the PDF Template field in the form:

1. The document is shown with all available form values already filled in (e.g., their name, company, email).
2. If any mapped fields were skipped earlier in the form, a sidebar appears where they can fill in the missing values. The PDF updates in real time as they type.
3. If a signature is required, a Sign button opens a canvas to draw their signature with a mouse or finger.
4. If email OTP is required, the system sends a one-time code to their email address. They enter the code to confirm their identity.
5. The respondent clicks Accept to finalise. The signed PDF is stored and the form proceeds to the next step.

Viewing Submitted PDFs

After a form is submitted:

1. Go to Routing Forms and open the form.
2. Open the Submissions tab and click a submission.
3. The PDF Template field shows a Download link for the signed PDF.

The person who signed also receives the finished PDF by email automatically, as long as the form captured their email address. See After Signing: Who Gets the Signed Document.

Tips for Good PDF Templates

• Keep the PDF clean — use a simple, well-structured PDF. Complex forms with existing fillable fields may not render predictably.
• Match text box sizes to the data — a text box placed for "Full name" should be wide enough for long names. Resize the placeholder generously.
• Use email OTP for legally sensitive documents — if the signature carries legal weight, enable Require email verification for stronger identity confirmation.
• Place the PDF field last — put it on the final page of your form so the respondent has already provided all necessary information before reviewing the document.
• Add a heading field before the PDF field — a heading like "Review and sign the agreement" helps set expectations before the document appears.

FAQ

Can I update the PDF template after the form has already received submissions?

Yes. Existing submissions are not affected — they retain the signed PDF they created at the time of submission. New submissions will use the updated template.

What happens if the recipient closes the form before signing?

The form is not submitted. Responses are only saved when the respondent clicks the final Submit button. Closing the browser mid-way discards all data.

Does the PDF template work on mobile?

Yes. Recipients can review the PDF on any device. Drawing a signature works with a finger on touch screens.

Is the signed PDF legally binding?

A PDF signed here is a simple electronic signature, which is recognised for many everyday documents but depends on your jurisdiction and use case. Enabling email verification adds identity proof on top. See Who FES Is For.

What is the maximum PDF file size?

There is no strict maximum enforced at upload, but very large PDFs (above ~10 MB) will load slowly for recipients. Aim for PDFs under 5 MB for a good experience.

The name and address are blank on the signed PDF

Placing a signature field does not fill the document in. Each answer has to be mapped: open Edit PDF, click the field name in the palette on the right (Firstname, Lastname, Street, Postcode, City, Email and so on) and drag the placeholder onto the spot on the page where that value belongs. Anything you do not place stays empty on the signed copy. If the question does not exist yet, add it on the Form tab first, then map it here.

Can I use a PDF template on meeting type booking forms?

The PDF Template field type is currently available on routing forms. Support for meeting type booking forms is planned for a future update.

Related Articles

• E-Signatures: Sending a PDF for Signature
• Collecting E-Signatures on Forms
• Creating Multi-Page Forms with Page Breaks
• Sending Forms Directly to Recipients