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Overlay Form Builder: Creating Image-Based Forms

Purpose Statement

The Overlay Form Builder allows Permit Administrators to create image-based permit forms that preserve official document formatting while automatically populating permit information from First Due.

By placing data fields over uploaded images, departments can generate professional, print-ready PDFs without relying on pre-printed forms.

Overlay Forms help departments:

  • Maintain official state and departmental document formats.
  • Reduce manual data entry by automatically populating permit information.
  • Generate PDFs for printing, digital distribution, and recordkeeping.
  • Create multi-page permits and compliance documents.
  • Standardize permit documentation across the department.

Background Information

Overlay Forms use an uploaded image as the background of a permit document. Administrators can position standard and custom data fields directly over the image using a drag-and-drop interface.

When a permit report is generated, First Due combines the background image with the mapped permit data to create a completed PDF.

Overlay Forms are useful when a department must maintain a specific document layout, such as:

  • Operational Permits
  • Aerosol Storage Permits
  • Inspection Certificates
  • State-Mandated Permit Forms
  • Department-Specific Compliance Documents

Key Features

  • Multi-Page Support: Upload separate background images for each page of a permit.
  • Standard Data Fields: Populate information using existing First Due system fields.
  • Custom Data Fields: Include fields configured for specific Permit Types.
  • Drag-and-Drop Positioning: Place and resize fields directly on the form.
  • Text Formatting: Adjust font type, size, bold, italic, underline, capitalization, text color, and highlighting.
  • PDF Generation: Produce completed permit documents using the configured Overlay Form.

Prerequisites

Before creating an Overlay Form, confirm that:

  • The appropriate Permit Type has been created.
  • Background images are available in JPG or PNG format.
  • Any required custom data fields have been configured within the Permit Type.
  • The user has access to the necessary permit administration and form configuration functions.

Required Permissions

Users must have the appropriate permissions to access the Permits module, configure forms, and generate permit reports.

The following functional access is required:

  • Permit Management: Access and manage permit records.
  • Form Builder: Create, edit, and save Overlay Forms.
  • Permit Type Configuration: Associate an Overlay Form with a Permit Type.
  • Permit Report Generation: Generate and access permit PDFs.

Note: These descriptions identify the required capabilities rather than verified permission labels. Administrators should confirm the corresponding permission settings in their agency's First Due configuration.

Video

Step-by-Step Guide

Part 1: Create an Overlay Form

Step 1: Navigate to the Form Builder

  1. Open the Module Stack and go to Permits then Form Builder List.

  2. Select Create Overlay Form.

Step 2: Enter the Form Information

  1. Enter a descriptive Form Name.
  2. Add a Note explaining the purpose of the form.
  3. Continue to the blank Overlay Form workspace.

Note: Additional form information will populate after the form has been saved.

Step 3: Upload a Background Image

  1. Click Upload Image.
  2. Select the JPG or PNG file containing the permit template.
  3. Confirm the image appears in the form workspace.

The uploaded image serves as the background for the first page of the Overlay Form.

Step 4: Add Additional Pages (Optional)

  1. Click Add New Page at the top of the workspace.
  2. Upload the background image for the additional page.
  3. Repeat this process for each required page.

Administrators can switch between pages to edit fields, remove unnecessary pages, or add additional pages as needed.

Important: Verify that pages appear in the intended order before generating the final permit.

Step 5: Add Standard Data Fields

  1. Click Add Field.

  2. Select Add Data Field.

  3. Use the search bar to locate a specific field, such as a field containing "exit".
  4. Alternatively, browse available field categories, including:
    • Construction
    • Demographics
    • Permit Data
    • Fire Department
    • Risk Assessment
  5. Select one or multiple fields.

  6. Click Add Data Field

  7. Click OK.

The selected fields will appear on the left side of the workspace, ready to be positioned on the form.

Step 6: Position and Format Data Fields

  1. Select a field from the workspace.
  2. Drag and drop the field onto the appropriate location on the background image.
  3. Resize the field horizontally or vertically to fit the available space.

  4. Use the formatting toolbar to customize the field's appearance.

Available formatting options include:

  • Font type and size
  • Bold, italic, and underline
  • Uppercase, lowercase, and capitalization
  • Text color
  • Highlight color

To remove an unnecessary field, select the field and click Delete.

Tip: Leave additional space for fields that may contain longer text values.

 

 

Part 2: Add Custom Data Fields

Custom data fields allow administrators to include information specific to an individual Permit Type.

 

Step 7: Add Custom Permit Fields

  1. Click Add Field.

  2. Select Add Custom Data Field.

  3. Choose the applicable Permit Type.

  4. Click Search.

  5. Select the custom data fields to include.

  6. Click Add Data Field.

  7. Drag each field into its appropriate location on the background image.
  8. Resize the fields as necessary.

Important: For rich text or multi-line fields, increase the field's vertical size to accommodate longer entries.

Design Recommendation

When preparing a background image, remove pre-printed lines from areas where dynamic text will appear whenever possible.

Dynamic text may not align precisely with printed lines, resulting in formatting inconsistencies in the generated PDF.

Step 8: Save the Overlay Form

  1. Click Save.
  2. Click Close.
  3. Return to the Form Builder List.
  4. Confirm that the newly created form appears with the type Overlay Form.

Part 3: Associate the Overlay Form with a Permit Type

Step 9: Attach the Overlay Form to a Permit Type

  1. Navigate to Permits and then Permit Types.

  2. Open the Permit Type that will use the Overlay Form.

  3. Locate the Forms section.

  4. Select the newly created Overlay Form.

  5. Save the Permit Type.

Note: If the Overlay Form does not appear in the available forms list, refresh the page and try again.

 

Part 4: Generate and Print the Overlay Permit

Step 10: Generate the Permit PDF

  1. Navigate to the Permit List.

  2. Open an existing permit or create a new permit using the configured Permit Type.
  3. Complete the required permit information.

  4. Select the Permit Report tab.

First Due will generate a PDF containing:

  • The uploaded background image for each page.
  • The mapped standard and custom data fields.
  • The configured field positioning and text formatting.

Once generated, the completed PDF can be downloaded or printed.

Important: Review the generated document to verify that all fields are populated correctly and that the formatting matches the required permit layout.

 

Best Practices

Background Image Quality

  • Use high-resolution background images, preferably 300 DPI.
  • Upload clear JPG or PNG files without distortion or excessive compression.
  • Match the image dimensions to the intended printed document size.
  • Remove unnecessary background lines from areas containing dynamic text.

Field Placement and Formatting

  • Keep browser zoom at 100% while positioning fields.
  • Ensure fields do not overlap logos, seals, or other important document elements.
  • Leave sufficient room for long text values.
  • Use consistent font sizes and formatting throughout the document.
  • Preview the generated PDF before using the form for official permits.

Multi-Page Documents

  • Confirm that pages appear in the correct order.
  • Verify that each page uses the appropriate background image.
  • Check that fields are positioned on the intended page.
  • Generate a test PDF to review the entire document.

Permit Accuracy and Compliance

  • Verify permit information before generating the final PDF.
  • Confirm that required state or departmental formatting is preserved.
  • Review form changes before using updated templates for active permit issuance.
  • Retain completed permit documents according to departmental recordkeeping requirements.

Common Mistakes to Avoid

  • Uploading low-resolution or blurry background images.
  • Placing dynamic text directly over pre-printed lines.
  • Creating fields that are too small for the expected data.
  • Forgetting to refresh the Permit Type configuration after creating a new form.
  • Making significant formatting changes without testing the resulting PDF.

Troubleshooting & FAQs

Why is my Overlay Form not appearing when configuring a Permit Type?

Refresh the Permit Type configuration page after saving the Overlay Form. Confirm that the form appears in the Form Builder List before attempting to associate it with a Permit Type.

Why is the background image missing from the generated PDF?

Confirm that the uploaded image is in JPG or PNG format and that the upload completed successfully. Reopen the Overlay Form, verify that the image appears in the workspace, and save the form again.

Why are data fields misaligned in the generated PDF?

Confirm that browser zoom is set to 100%. Reopen the Overlay Form and review the field positioning and dimensions. Verify that the background image uses the intended document proportions.

Why is text extending beyond the available field area?

The field may not be large enough to display the complete value. Return to the Form Builder and increase the field's height or width. This is particularly important for rich text and multi-line custom fields.

Can Overlay Forms contain multiple pages?

Yes. Administrators can add additional pages and upload a separate background image for each page.

Can multiple data fields be added at the same time?

Yes. When adding standard or custom data fields, select multiple fields before clicking OK. The selected fields will be added to the workspace together.

Can I use custom fields from a specific Permit Type?

Yes. Select Add Custom Data Field, choose the applicable Permit Type, and search for the available custom fields.

Can I change the formatting of individual fields?

Yes. The Form Builder supports field resizing and text formatting, including font size, bold, italic, underline, capitalization, text color, and highlighting.

Will changes to an Overlay Form affect previously issued permits?

Previously generated permit PDFs should be retained as part of the agency's records. The provided training material indicates that previously issued permits retain their original formatting; however, this behavior should be confirmed for the agency's specific permit storage and regeneration workflow.

Can I print an Overlay Form directly from First Due?

Yes. After generating the permit report, the completed PDF can be downloaded or sent to a printer.

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