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AdviserAide PDF forms builder allows you to take an existing PDF document and convert it into an interactive form by adding fillable fields, signature boxes, and upload areas. Clients can then complete these forms online, eliminating the need for printing, manual completion, and scanning. This page provides an overview of PDF forms and how the builder works. For step-by-step instructions on digitizing your first PDF form, see Digitizing PDF Forms.
Complete PDF Form Builder interface showing all three panels
Don’t have a PDF? If you want to build a custom questionnaire from scratch instead of digitizing an existing PDF, see Creating Advance Forms to learn how to create forms with conditional logic and repeatable question groups.

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Common forms to digitize

Immigration advisers commonly work with government forms and official documents that are perfect candidates for digitization:
  • INZ 1226 (New Zealand) - Student Visa Declaration Form
  • Form 956 (Australia) - Appointment of a registered migration agent, legal practitioner or exempt person
  • IMM 5476 (Canada) - Use of a Representative Form (IMM 5476)
  • Form G-28 (United States) - Notice of Entry of Appearance as Attorney or Accredited Representative
Any PDF form with fillable fields, signature requirements, or structured information can be digitized using the PDF form builder.

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How PDF forms work

The process is straightforward:
  1. Upload your PDF - Start with any existing PDF document
  2. Add interactive fields - Drag and drop text fields, checkboxes, signature boxes, and more onto your PDF
  3. Assign to cases - Forms automatically assign to relevant cases based on categories you set
  4. Share with clients - Send forms to clients through the client hub with a unique link
  5. Client completes - Clients fill out and sign the form online
  6. Automatic PDF generation - A completed PDF is saved to case documents

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Understanding the PDF form builder

The PDF Form Builder is where you transform your static PDF into an interactive form. The interface consists of three main panels designed to streamline the form creation process:
Complete PDF Form Builder interface showing all three panels

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Left panel: Form fields palette

This panel displays all available field types that you can drag onto your PDF. Fields are organized into two categories:
Left panel showing client and admin field categories

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Client fields

These fields can be filled out by clients when they receive the form:
  • Text - Single-line or multi-line text input for names, addresses, or other information
  • Checkbox - Yes/no or checkbox selections for agreements or options
  • Client Image - Upload area for clients to attach photos (e.g., passport photo)
  • Client Signature - Digital signature field for client signatures
  • Placeholder Field - Auto-populated fields using client or case data (e.g., client name, case reference)
  • Client File Attachment - Upload area for clients to attach supporting documents
For detailed examples and best practices for each field type, including when to use each one, see the PDF Form Field Types guide.
Hover over the help icon (?) next to each field type to see a detailed description of its purpose and usage.

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Admin fields

These fields are pre-filled by you and visible but not editable by clients:
  • Label - Static text labels for headings or instructions
  • Adviser Signature - Your digital signature
  • Adviser Image - Images or logos you add to the form
  • Adviser File Attachment - Documents you attach for client reference
  • Line - Visual dividers or lines to organize form sections
Admin fields are useful for adding your branding, pre-filling information, or providing instructions that clients should read but not modify.

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Center panel: PDF canvas

The center panel displays your PDF pages with the background document visible. This is where you’ll add and position your interactive fields.
Center canvas showing PDF background without any fields
Key features of the canvas:
  • Zoom controls - Adjust the view size for precise field placement (located in the top toolbar)
  • Page navigation - For multi-page PDFs, scroll through pages vertically
  • Field overlay - Fields appear as colored boxes overlaid on the PDF background
  • Background image - Your original PDF content remains visible beneath the fields

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Right panel: Properties panel

When you select a field on the canvas, this panel displays its properties and settings. You can configure:
  • Basic information - Field label and question text
  • Position & dimensions - Exact coordinates and size
  • Display settings - Colors, borders, and visual appearance
  • Field-specific options - Options unique to each field type
Right panel showing properties for a selected text field
The properties panel remains empty until you select a field on the canvas. Click any field to see and edit its properties.

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Digitizing Existing PDF Form

For detailed step-by-step instructions on how to digitize an existing PDF form, see Digitizing PDF Forms.