Templates & Records
Form Filler keeps your work organized with two concepts: templates (reusable form layouts) and records (individual filled-out copies).
Templates
A template stores the form image and all your field positions, labels, types, and bindings; but not the filled-in values. Think of it as a blank form you can reuse over and over.
Saving a Template
- Upload a form and arrange your fields in Edit Fields mode.
- Enter a name in the template name field at the top (for example, "Adoption Disclosure - Dogs").
- Optionally set a default entity type (Pet, Adopter, Foster, or Volunteer).
- Click Save Template.
Using a Template
Saved templates appear on the Form Filler home screen with thumbnail previews. Each template card shows:
- Template name.
- A preview of the form image.
- Default entity type (if set).
Click Fill to open a fresh blank copy ready to fill out, or Edit to adjust field positions and labels.
Updating a Template
Open a template with Edit, make your changes, and click Save Template again. The template updates in place; any future fills will use the new layout.
Deleting a Template
Click Delete on a template card to remove it. This also deletes any draft records linked to that template.
Records
A record is a filled-out instance of a template. Records track the values you've entered and the entity (if any) you linked.
Saving a Draft
While filling a form, click Save Draft to save your progress. The record is stored with a "Draft" status and appears in the Filled Records section on the Form Filler home screen. You can return to it later and continue where you left off.
Record Statuses
| Status | Meaning |
|---|---|
| Draft | Work in progress; you can continue editing |
| Completed | Form has been finalized and saved as a document |
| Shared | Form has been emailed to a recipient |
Viewing Records
The Filled Records section on the home screen shows all your saved records with:
- Form name (template name plus entity name if linked).
- Current status.
- Last viewed date.
- Linked entity name (if any).
- Recipient email (if shared).
Click a record to reopen it. Draft records can still be edited; completed records are view-only.
Finalizing to Documents
When a form is complete, click Save as Document to generate a PDF. This:
- Validates that all required fields are filled.
- Creates a PDF with your form image and all filled values rendered in place.
- Saves the PDF to the Documents section.
- If you linked a pet or person, the document is attached to their profile
- Marks the record as "Completed"
The generated document is available in the Documents section and on the linked entity's profile (under their Files tab).