What is Visual Forms?

Understand when to use a PDF-based form instead of a standard form.

Visual Forms was previously known internally as Topforms - if you've seen that name in older communication, this is the same feature.

Visual Forms turn a PDF into a fillable form.

Use them when the final document must keep a fixed layout.

This is the right choice for paper forms, compliance documents, and customer-specific templates.

Employees complete Visual Forms in the mobile app.

The result stays linked to the work order.

When Visual Forms fit best

Use Visual Forms when:

• you already work with an existing PDF
• the layout matters as much as the answers
• you need the final result to match a formal document

What Visual Forms add

Visual Forms let you:

• upload a PDF template
• place fields directly on the document
• autofill values from OutSmart
• add rules such as required or read-only behavior
• use the result in work orders and the mobile app

How Visual Forms differ from standard Forms

A standard form uses a question list.

A Visual Form uses a PDF layout with positioned fields.

That makes Visual Forms a better fit for industry forms and fixed report layouts.

Quick comparison

Standard Forms

• show questions in a list
• are often faster to build
• work well when layout is not important

Visual Forms

• use a PDF as the form
• keep the original document layout
• work well for formal or branded documents

Start here

• Activate Visual Forms through the License Manager
• Use the Visual Forms Configurator
• Create a Visual Form
• Use advanced mandatory rules in Visual Forms
• Configure read-only fields in Visual Forms
• Use Visual Forms in work orders
• Use Visual Forms in the mobile app

What stays the same

Visual Forms still belong to the work order flow.

Employees still complete them in the app.

Completed results stay available with the work order.

Availability

Visual Forms may require an additional add-on.

Check the License Manager if the option is not available.

Frequently asked questions

Is Visual Forms the same as standard Forms?

No.

It is a different form layout based on a PDF.

When should I choose Visual Forms?

Choose it when the document layout matters as much as the answers.

Can I still use standard Forms too?

Yes.

You can use both, depending on the process.

Does Visual Forms need a separate license?

It can.

Check the License Manager for your current package.

Related topics

• Forms
• Choose between standard and Visual Forms
• Power-Ups