Overview
Form templates are the foundation of the PDF Form Parser system. They define the structure and fields that will be filled out during inspections. Once uploaded and configured, templates can be reused across multiple inspections for consistent reporting.What You’ll Need
- A PDF form file (the original inspection form)
- System category assignment (e.g., Sprinkler, Standpipe, Fire Alarm)
- Interval categories (e.g., Monthly, Quarterly, Annual)
Upload a New Template
Enter Template Details
Fill in the following information:
- Name: Give your template a descriptive name (e.g., “Monthly Sprinkler Inspection”)
- System Category: Select the fire safety system this template applies to
- Interval Categories: Choose one or more inspection intervals (monthly, quarterly, etc.)
Upload the PDF File
Click Choose File and select your PDF form template from your computer. The system accepts standard PDF files.
The uploaded PDF will serve as the base template that gets filled with inspection data.
Configure Field Structure
After uploading your template, you can define the form fields using the Form Builder.Define Form Fields
The Form Builder allows you to specify:
- Field names: Unique identifiers for each form field
- Field types: Text, checkbox, date, photo, signature, deficiency, etc.
- Section names: Group fields by section for better organization
- Label names: User-friendly display names
Field Types Reference
The system supports various field types to capture different kinds of inspection data:| Field Type | Description | Use Case |
|---|---|---|
| Text | Free-form text input | Notes, equipment IDs, locations |
| Checkbox | Pass/Fail/N/A options | Compliance check items |
| Date | Date picker | Inspection dates, next due dates |
| Photo | Image upload | Visual documentation of equipment or deficiencies |
| Signature | Digital signature capture | Technician and client sign-offs |
| Deficiency | Structured deficiency recording | Track failures with item, riser, and severity |
| System Category | System type selector | Auto-populated from inspection settings |
| Interval Category | Inspection frequency | Auto-populated from inspection settings |
Field structure updates will automatically sync to all form fills based on this template (see
form_template.rb:11 and form_template.rb:25-29).Assign to System and Interval Categories
Templates must be assigned to at least one system category and interval category combination. This ensures the right template is used when creating inspections. Example Assignments:- Sprinkler System + Monthly = Monthly Sprinkler Inspection Form
- Sprinkler System + Annual = Annual Sprinkler Inspection Form
- Fire Alarm + Quarterly = Quarterly Fire Alarm Inspection Form
Special Templates
The system automatically creates several standard templates for every inspection:Deficiencies Template
Captured automatically when deficiencies are found during the main inspection. This template compiles all “Fail” items for follow-up.Additional Risers Template
Used to document extra risers or systems beyond the primary inspection form.Corrected Deficiencies Template
Tracks resolution of previously identified deficiencies during follow-up visits.These templates are automatically instantiated when you create a new inspection (see
inspections_controller.rb:109-149).Best Practices
Next Steps
Once your template is created and configured:- Create inspections using the template
- Fill out forms during field inspections
- Generate reports with completed data