Skip to main content

​
Overview

Form Templates are the foundation of the inspection system. Each template represents a reusable PDF form that can be filled out during inspections. The system supports automatic field detection from PDF documents and manual customization through the Form Builder interface.

​
Creating Form Templates

1

Navigate to Form Templates

From the main menu, click Form Templates → New Form Template
2

Upload PDF Document

Provide a name and upload a PDF file containing AcroForm fields. The system will automatically detect all interactive fields.
The PDF must contain AcroForm fields. Scanned PDFs or flat PDFs without interactive fields will not work.
3

Configure Categories

Associate the template with:
  • System Category: Fire Alarm, Sprinkler, Kitchen Hood, etc.
  • Interval Categories: Monthly, Quarterly, Annual, 5-Year, etc.
This allows the system to automatically select the correct form when creating inspections.
4

Wait for Processing

Large PDFs are processed in the background. The form structure will appear once processing completes (usually within seconds).

​
Form Builder Interface

After a template is created, use the Form Builder to customize how fields appear during inspections.

​
Accessing the Form Builder

From any Form Template page, click Edit Form Builder to open the visual editor.

​
Field Configuration

Each field can be customized with the following properties:
  • Label Name: Human-readable label shown to technicians
  • Section Name: Group related fields together (e.g., “Building Information | Address”)
  • Page Number: Organize fields by PDF page
  • Required: Mark fields as mandatory for submission
  • Column Width: Control field width in the inspection interface (1-12 columns)
  • Field Order: Drag and drop to rearrange field display order
  • Field Type: Text, Checkbox, Photo, Signature, Deficiency, etc.
Use the pipe character | in Section Name to create hierarchical groupings:
Building Information | Address
Building Information | Contact
Fire Alarm System | Panel Location
Fire Alarm System | Device Count
This creates collapsible sections in the inspection interface.

​
Field Types

The system supports multiple field types, each with specific behaviors:

​
Standard Fields

TypeDescriptionUse Case
TextSingle-line text inputNames, addresses, serial numbers
TextBoxMulti-line text areaNotes, descriptions, comments
ButtonCheckbox or radio buttonYes/No, Pass/Fail selections
ChoiceDropdown listPredefined option selection
DateDate pickerInspection dates, expiration dates

​
Special Fields

{
  "name": "equipment_photo",
  "type": "Photo",
  "section_name": "Equipment | Main Panel",
  "label_name": "Control Panel Photo",
  "required": true
}

​
Category Fields

Two special field types auto-populate from system configuration:
  • System Category: Dropdown of configured fire safety systems
  • Interval Category: Dropdown of inspection intervals
These fields are automatically filled when creating an inspection based on the selected categories.

​
Form Structure Storage

Form templates store their field configuration as JSON in the form_structure column: 
class FormTemplate < ApplicationRecord
  has_many :inspections
  has_many :form_fills
  has_one_attached :original_file
  has_and_belongs_to_many :interval_categories
  
  validates :original_file, presence: true
end

​
Updating Form Structure

When you save changes in the Form Builder, the entire field array is saved: 
def form_builder_update
  new_order = JSON.parse(form_template_params[:form_structure_order])
  
  if new_order.is_a?(Array)
    @form_template.update(form_structure: new_order.to_json)
    redirect_to form_builder_form_template_path(@form_template),
                notice: 'Form structure updated successfully.'
  end
end
Changing a form template’s structure will automatically update all associated FormFill records that haven’t been completed yet. Completed inspections retain their original structure.

​
Template Categories

​
System Categories

Assign templates to fire safety system types:
  • Fire Alarm Systems
  • Sprinkler Systems
  • Kitchen Hood Suppression
  • Emergency Lighting
  • Fire Extinguishers
  • Standpipe Systems

​
Interval Categories

Associate templates with inspection frequencies:
  • Monthly
  • Quarterly
  • Semi-Annual
  • Annual
  • 5-Year
A single template can be associated with multiple interval categories. For example, a sprinkler form might be used for both annual and 5-year inspections.

​
Special Templates

The system uses specific template names for automatic workflows:

​
Deficiencies Template

When creating an inspection, the system automatically creates a “Deficiencies” form fill if a template named “Deficiencies” exists: 
deficiencies_template = FormTemplate.find_by(name: "Deficiencies")
if deficiencies_template
  FormFill.create!(
    name: "#{property.property_name} - Deficiencies",
    form_template: deficiencies_template,
    inspection: @inspection
  )
end

​
Additional Risers Template

For sprinkler systems with multiple risers, use a template named “Additional Risers”: 
additional_risers_template = FormTemplate.find_by(name: "Additional Risers")

​
Corrected Deficiencies Template

Track deficiency corrections with a template named “Corrected Deficiencies”.

​
Updating Templates

You can update existing templates in two ways:

​
Update Metadata Only

Change the name, description, or associated categories without re-parsing the PDF:
  1. Navigate to the template
  2. Click Edit
  3. Update fields
  4. Click Save

​
Replace PDF and Re-parse

Upload a new PDF to replace the template:
  1. Click Edit
  2. Upload new PDF file
  3. System will re-parse all fields
  4. Review and update field configuration in Form Builder
Replacing a template’s PDF will reset all custom field configurations. Export your field configuration before replacing if you need to preserve customizations.

​
Template Lifecycle

​
Best Practices

Consistent Naming

Use clear, descriptive names for templates that indicate both system type and interval (e.g., “Fire Alarm - Annual Inspection”)

Section Organization

Group related fields using section names with pipe separators for better UX during inspections

Required Fields

Mark critical fields as required to ensure technicians complete all necessary information

Photo Fields

Add Photo fields for equipment that requires visual documentation during inspections

PDF Parsing

Learn how PDF field detection works under the hood

Inspections

Use templates to create and complete inspections

Photo Management

Attach photos to inspection forms

Digital Signatures

Add technician and client signatures to forms

Build docs developers (and LLMs) love

Get started for freeTalk to us