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Overlay Form Builder: Creating Image-Based Forms

Purpose Statement

The Overlay Form feature enables Permit Administrators to create image-based permit templates that preserve official formatting (such as state forms, department letterhead, or inspection certificates) and generate print-ready PDFs directly from First Due.

This eliminates the need for physical pre-printed forms while allowing departments to:

  • Produce professional, official-looking permits

  • Maintain compliance with required document formats

  • Generate PDFs for digital distribution and archival

  • Support multi-page permit documents

Background Information

Overlay Forms allow users to upload a background image (such as a scanned permit template) and place system data fields directly on top of that image using drag-and-drop positioning.

Once configured, the system generates a PDF that includes:

  • The full background image

  • All mapped system data fields (standard or custom)

  • Preserved styling (font, size, color, formatting)

  • Configured checkbox display logic

Overlay Forms can include multiple pages, making them ideal for complex permits such as:

  • Aerosol Storage Permits

  • Operational Permits

  • Inspection Certificates

  • State-mandated compliance documentation

Key Capabilities Demonstrated in Training

  • Multi-page form support

  • Add standard data fields (system fields)

  • Add custom data fields tied to specific permit types

  • Drag-and-drop positioning

  • Field resizing and formatting

  • Font styling (size, bold, italic, underline, case formatting)

  • Text color and highlight options

Prerequisites

  • Permit Type must be configured to use a form

  • Background image(s) available in JPG or PNG format

  • Custom data fields created within the Permit Type (if needed)

  • Required user permissions enabled

Required Permissions

Users must have the following permissions:

  • Permit Management – View and manage permits

  • Form Builder Access – Create and edit forms

  • Permit Type Configuration – Associate forms to permit types

  • Report/PDF Generation – Generate and download permit reports

Permission names may vary slightly based on agency configuration.

Video

Step-by-Step Guide

 

Part 1: Create an Overlay Form

Step 1: Navigate to Form Builder

  1. Open the Module Stack.

  2. Select Permits.

  3. Click Form Builder List.

  4. Select Create Overlay Form.

 

Step 2: Enter Basic Form Information

  1. Enter a Form Name.

  2. Add a Note describing the purpose of the form.

  3. Click to continue into the blank form workspace.

Additional form details will populate after saving.

 

Step 3: Upload Background Image (Page 1)

  1. Click Upload Image.

  2. Select your background template (JPG or PNG).

  3. Confirm the image loads into the workspace.

 

Step 4: Add Additional Pages (If Needed)

  1. Click Add New Page at the top.

  2. Upload the image for the second page.

  3. Repeat as necessary for multi-page documents.

You can:

  • Click between pages to edit

  • Delete pages if needed

  • Add additional pages at any time

 

Step 5: Add Standard Data Fields

  1. Click Add Field.

  2. Select Add Data Field.

  3. Use the search bar (example: type “exit”)
    OR

  4. Filter by Permit Type (Construction, Demographics, Permit Data, Fire Department, Risk Assessment, etc.).

  5. Select one or multiple fields.

  6. Click OK.

Fields will appear on the left side of the workspace.

 

Step 6: Position and Style Fields

  1. Drag and drop fields into position.

  2. Resize fields horizontally or vertically as needed.

  3. Use the formatting toolbar to adjust:

    • Font type

    • Font size

    • Bold / Italic / Underline

    • Uppercase / Lowercase / Capitalize

    • Text color

    • Highlight color

If a field is not needed:

  • Select the field

  • Click Delete

 

 

Part 2: Add Custom Data Fields

Custom data fields are tied to specific Permit Types.

Step 7: Add Custom Permit Fields

  1. Click Add Field.

  2. Select Add Custom Data Field.

  3. Select the applicable Permit Type.

  4. Click Search.

  5. Select from the available custom fields.

  6. Click OK.

Drag and position the custom field as needed.

For rich text or multi-line fields:

  • Stretch the field downward to allow sufficient space for text expansion.

 

Important Design Recommendation

If your background template includes pre-printed lines for text entry:

It is strongly recommended to remove those lines from the background image before uploading.

Aligning dynamic text perfectly over printed lines is extremely difficult and may cause visual misalignment in the final PDF.

 

Step 8: Save the Overlay Form

  1. Click Save.

  2. Click Close.

  3. Confirm the form appears in the Form Builder list as type Overlay Form.

 

 

Part 3: Associate Overlay Form to Permit Type

Step 9: Attach Form to Permit Type

  1. Navigate to Permits.

  2. Open the desired Permit Type.

  3. Go to the Forms section.

  4. Select the newly created Overlay Form.

  5. Save the Permit Type.

 

 

Part 4: Generate and Print the Overlay Permit

Step 10: Generate the Permit PDF

  1. Navigate to Permit List.

  2. Open or create a permit using the configured Permit Type.

  3. Complete all required fields.

  4. Navigate to the Permit Report tab.

  5. Click Generate Report.

The system automatically:

  • Detects the Overlay Form type

  • Generates a properly formatted PDF

  • Preserves background image and field positioning

Download the PDF or send it directly to your printer.

 

Best Practices

Image Quality

  • Use high-resolution images (minimum 300 DPI).

  • Avoid blurry or compressed templates.

  • Match paper size to original form dimensions.

Field Placement

  • Keep browser zoom at 100% when positioning fields.

  • Avoid overlapping logos, seals, or signature areas.

  • Leave sufficient spacing for expanding text fields.

Multi-Page Forms

  • Confirm correct page order before saving.

  • Double-check that fields are placed on the correct page.

Data Accuracy

  • Review all entries before generating the PDF.

  • Treat printed permits as official compliance documents.

Avoid These Common Mistakes

  • Using low-resolution background images

  • Leaving form lines in place under dynamic text

  • Forgetting to refresh Permit Type screen after form creation

  • Modifying field positions after permits are actively issued

Troubleshooting & FAQs

Issue: Overlay Form Not Appearing in Permit Type

Solution: Refresh the page after saving the form.

Issue: Background Image Missing in PDF

Solution:

  • Confirm image format is JPG or PNG

  • Verify upload completed successfully

  • Re-save the form template

Issue: Fields Appear Misaligned

Solution:

  • Confirm browser zoom is set to 100%

  • Recheck drag-and-drop positioning

  • Ensure image resolution matches original document size

Issue: Rich Text Field Overflows Area

Solution:

  • Expand the field vertically in Form Builder

  • Remove background lines from template

Frequently Asked Questions

Q: Can Overlay Forms have multiple pages?
Yes. You can add additional pages and upload separate background images for each page.

Q: Can I select multiple data fields at once?
Yes. You can select multiple fields before clicking OK, and they will load together.

Q: Will form updates affect previously issued permits?
No. Existing permits retain their original formatting for record integrity.

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