Scenario 1: How can I view attached PDFs in a form in Upvise?


Use Case:
My contractor fills in an onboarding form and attaches their documents in PDF format. How can I see the PDF attachment?


Explanation:

When viewing an attached PDF in the Upvise web or mobile interface:

  • The PDF will appear as a thumbnail within the form

  • The full content of the PDF is not displayed inline in the form itself.

  • Example: 

To view the document in full:

  1. Click on the PDF thumbnail. 

  2. Then click the download option to open the complete PDF in your preferred PDF viewer. 

Additionally:

  • The PDF attachment will also appear in the form's PDF export 



Scenario 2: How can I make a PDF readable within the form during data entry?


Use Case:

Before commencing work, contractors must review the site's Safety Management Plan (PDF), which outlines critical safety procedures and site rules, and then acknowledge their understanding by signing an onboarding or induction form.


Explanation:

Since PDF embedding is not supported at the data entry step, it's recommended to use an acknowledgment checkbox with an external link to the PDF document instead.


Instructions:

Option A — Simple Method (Checkbox + Link):

  1. Upload the PDF to the Files module in Upvise.

  2. Copy the link to the PDF file.

  3. In the form design, add a Read-only Text Field explaining where to access the document:

    Please read the following document before proceeding:

  4. [Link to Document].

  • See example using field type label:


  • This can be copied and pasted into a browser: 

  • Add a Checkbox Field directly below:

    I confirm I have read Document XYZ, version x.y, dated xx/yy/2025.


This ensures:

  • The user can field and view the PDF during form entry.

  • The acknowledgment is recorded in the form submission.

Option B — Detailed Method:

Alternatively, during onboarding or training, you can utilise the below process:


Step 1 — Load the PDF Document

  1. Navigate to the Files module.

  2. Select the Onboarding Files folder under the group of folders (as shown in the image).

  3. Upload the required PDF document (e.g., Safety Management Plan - Commercial Office Building).

  4. Confirm that the file is successfully available and visible to users.

Step 2 — Create the PDF Acknowledgement Form Template (sample)

  1. Go to the Forms module.

  2. Create a new form template:
    (e.g., Safety Management Plan (SMP) Acknowledgement Form).

  3. In the form, add the following fields:

    • Mandatory Questions
      Include any site-specific or general questions you want staff to answer regarding the PDF document (e.g., about the SMP content).

    • File Field
      Add a File field type, configured to point to the Onboarding Files folder where the PDF document is stored.

      This allows the employee to select the correct PDF document they have reviewed (e.g., the SMP document).

    • Read Instructions (Text Field)
      Provide clear instructions such as:
      "Before completing this form, please click on the linked file above to view the PDF document (e.g., SMP document). Review the document fully before proceeding."

      • the instructions can be read only for instructional purposes and hidden in the PDF output if need. 

    • Name Field (Text Input)
      Capture the employee's full name.

    • Signature Field
      Capture a digital signature to confirm that the employee has read, understood, and agrees to comply with the contents of the PDF document (e.g., SMP document).


Example Template:



Step 3 — User Guide- Sample Process

When completing the form:

  1. The employee will select the uploaded PDF document via the File Module (e.g., the SMP document).

  2. They will submit the Acknowledgement form & acknowledge they have read the PDF by clicking on it directly from the form.

  3. They must answer all mandatory questions.

  4. They must enter their name and provide a digital signature to complete the acknowledgment.

This process ensures that:

  • Employees have instructions on how to access the PDF document from files in Upvise

  • A formal acknowledgment is recorded on the Project

  • Records are available for compliance and audit purposes

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