PDF Form Field Types

PDF forms support multiple field types to make your documents interactive and fillable. This guide explains each field type, when to use it, and how clients interact with it. PDF form fields are divided into two categories: Client Fields (fillable by clients) and Admin Fields (pre-filled by you and read-only for clients).

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Client fields

These fields can be filled out, uploaded to, or signed by clients when they receive the form.

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Text field

Use for any text-based information clients need to provide. When to use:

• Names (first name, last name, full legal name)
• Addresses (street, city, postal code)
• Email addresses
• Phone numbers
• Reference numbers
• Passport numbers
• Any short or long text responses

Field options:

• Single-line - For brief responses like names or reference numbers
• Multi-line - For longer responses like addresses or explanations
• Character limits - Set maximum length if needed
• Validation - Email format, phone format, etc.

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Checkbox

Use for yes/no questions, agreements, or multiple choice selections. When to use:

• Agreement acknowledgments (“I agree to the terms”)
• Yes/No questions
• Optional selections from a list
• Consent forms
• Declaration statements

Field options:

• Default checked state - Pre-check the box if needed
• Required - Force clients to check the box before submission

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Client signature

Digital signature field where clients can sign the form. When to use:

• Authorization forms
• Consent forms
• Declarations
• Any document requiring client signature
• Legal agreements

How clients sign:

• Draw - Sign with mouse, finger, or stylus
• Type - Type their name in a signature font
• Upload - Upload an image of their signature

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Client image

Upload area for clients to attach photos.

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Client file attachment

Upload area for clients to attach supporting documents. When to use:

• Supporting documents
• Educational certificates
• Employment letters
• Bank statements
• Any PDF or document uploads required

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Placeholder field

Auto-populated fields that pull data from the client’s profile or case information. When to use:

• Client’s first name, last name, or full name
• Date of birth
• Case reference number
• Application date
• Any data already in the system

Benefits:

• Reduces manual data entry for clients
• Ensures accuracy and consistency
• Saves time on repetitive information

Available data sources:

• Client profile fields (name, DOB, contact details)
• Case information (case ID, case type, created date)
• Organization details (adviser name, organization name)

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Admin fields

These fields are pre-filled by you and visible to clients but not editable. They’re useful for adding branding, instructions, or pre-filled information.

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Label

Static text labels for headings, instructions, or information. When to use:

• Section headings
• Instructions or guidance
• Additional context for questions
• Disclaimers or notes
• Form titles
• Company name, email address, phone number
• Any static text or labels that don’t need client input

Field options:

• Font size and color
• Text alignment
• Bold, italic, underline formatting

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Adviser signature

Your digital signature that appears on the form. This field is pre-filled with your signature and is visible but not editable by clients. When to use: Use adviser signature fields when you need to sign forms as the authorized representative, such as authorization forms, professional agreements, or when co-signing documents with clients. This is particularly common in immigration forms where the adviser must sign to confirm they are acting on behalf of the client. Understanding signature types: AdviserAide supports two types of digital signatures for advisers: Drawn signature - Create your signature by drawing it with your mouse, finger, or stylus. This option gives you the most natural-looking signature as it captures your actual handwriting style. Once you draw your signature, it’s saved and can be reused across all your forms. Uploaded signature - Upload an image file (PNG, JPG) of your signature. This is ideal if you already have a scanned image of your handwritten signature or a professionally designed signature. The image should have a transparent background for the best appearance on forms. How to add your signature: Before you can use adviser signature fields, you need to set up your digital signature in your user profile. Navigate to your user settings and locate the signature section. Once you’ve created and saved your signature, it becomes available as a reusable field. When you drag an Adviser Signature field onto your PDF form, your saved signature automatically appears in that location. Clients will see your signature on the form but cannot modify or remove it.

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Adviser image

Images or logos you add to the form. When to use:

• Company logo
• Branding elements
• Any visual element

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Adviser file attachment

Documents you attach to the form that clients can view and download. Use this field to provide reference materials, instructions, or supporting documents that help clients complete the form correctly.

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Line

Visual dividers to organize form sections. When to use:

• Separating form sections
• Creating visual breaks
• Highlighting important areas
• Improving form readability

Field options:

• Line thickness
• Line color
• Horizontal or vertical orientation