Filling Out PDF Forms

PDF Forms appear in workflows just like regular forms. This page explains how to fill, navigate, and submit them.

Opening a PDF Form

You can access a PDF form from:

• Workflow list — find the workflow containing the form and click to open it
• Direct link — click the link in an email notification

When the form opens, you'll see the PDF with interactive fields overlaid on top, along with navigation controls (if multi-page) and Submit/Save buttons at the bottom.

Field Types

Text Input

Single-line input boxes overlaid on the PDF.

How to use:

1. Click inside the field
2. Type your text
3. Press Tab to move to the next field

Some fields have character limits and placeholder hint text that disappears when you start typing.

Textarea

Multi-line text boxes for longer content such as addresses, comments, or reasons.

How to use:

1. Click inside the field
2. Type your text — text wraps automatically
3. Press Enter for new lines
4. Scroll if content exceeds the visible area

Checkbox

Square checkbox that toggles on and off.

How to use:

• Click to check (✓ appears with a green background)
• Click again to uncheck
• Press Space when the checkbox is focused

Some checkboxes are required and must be checked before you can submit.

Signature

A canvas area where you draw your signature.

How to use:

1. Click and drag inside the signature area to draw
2. Release to lift the "pen", then continue if needed
3. Click Clear to erase and start over

tip

Draw slowly for best quality. A mouse gives better results than a touchpad. Signatures are captured as images and cannot be changed after submission.

Navigating Multi-Page Forms

If the PDF has multiple pages, you'll see navigation controls at both the top and bottom of the form:

• Page indicator — shows your current position (e.g., Page 1 / 3)
• Previous (‹) — go to the previous page
• Next (›) — go to the next page

You can fill pages in any order and jump back and forth as needed. All pages submit together as a single form.

Saving as Draft

If you need to pause and come back later:

1. Scroll to the bottom
2. Click Save as Draft
3. Your progress is saved — all filled data is preserved

Drafts are saved indefinitely until you submit or delete them. You can access them from My Drafts.

Submitting the Form

1. Complete all required fields — look for the asterisk (*) next to field labels, including fields on other pages
2. Review your entries — navigate through all pages and check for typos
3. Click Submit (or "Submit for Approval") at the bottom
4. Wait for validation to run

On success: A confirmation message appears and you'll be redirected.

On error: The form stays open, highlights the problem field in red, and displays an error message. See Validation Errors below.

Validation Errors

What triggers a validation error

Error	Cause
"This field is required"	A required field (*) was left empty
"Must be at least X characters"	Input is shorter than the minimum length
"Cannot exceed X characters"	Input exceeds the maximum length

What happens when validation fails

1. The form does not submit
2. An error message appears
3. The form automatically navigates to the page containing the error
4. The problematic field is highlighted in red with an error message below it

Fixing errors

1. Read the error message
2. Fill or correct the highlighted field
3. Navigate through all pages to check for other issues
4. Click Submit again — validation reruns

note

If there are multiple errors, the form may only surface them one at a time. After fixing one, resubmit to check for the next.

Example: error on a different page

You're on Page 3. You click Submit. The form detects a missing required field on Page 2 and automatically navigates there. The field is highlighted in red. You fill it in, then navigate back to Page 3 and submit again.

Keyboard Shortcuts

Key	Action
Tab	Move to next field
Shift + Tab	Move to previous field
Space	Check/uncheck focused checkbox
Enter	Submit (when focused on Submit button)