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📄 Forms

Create fillable PDF form templates in Heidi, save them, and auto-fill them in seconds using your session information.

Product & Engineering avatar
Written by Product & Engineering
Updated this week

Here you can learn how to:

  1. Access your Form templates and auto-fill them in your sessions

  2. Structure your PDFs correctly and upload them as a template in Heidi

🚀 How to access Form Filling

  1. Click "Create a Template" and choose "Fill a PDF Form"

    ❗Make sure your PDF is structured correctly for accurate results - see ‘Formatting your PDF templates’ instructions below

  2. Name your template and click Save.

  3. Open any session, click "Create Document", and select your saved PDF template.

  4. Heidi will automatically fill out the form, ready for you to download it to your computer.

👋 Formatting your PDF templates

Before uploading a PDF template to Heidi, you’ll need to make sure your form is properly structured and fillable. Follow these steps to convert your document and set it up correctly.

💡This setup only needs to be done once using any standard PDF editor. We recommend Adobe Acrobat, PDF-XChange Editor or pdfFiller

  1. Export your form as a PDF - if your form is already a PDF skip to step 2

    1. Open your document in your preferred editor (such as Google Docs or Microsoft Word).

    2. Choose Export as PDF or Save as PDF to download the file.

      • In Google Docs or Sheets, go to File > Download > PDF Document.

  2. Open the PDF editor to add fillable fields

    1. Open your PDF editor and upload the PDF you just exported from step 1

    2. Use the Add Field tool to insert text fields, date fields, checkboxes, or other elements wherever you want Heidi to populate information.

    3. Resize each field so it aligns neatly with your form layout.

    4. Repeat this process for all areas you’d like Heidi to fill in.

  3. Label and structure your fields in the PDF editor

    1. Click into each field to access its settings and follow the formatting tips in the table below.

  4. Download Your Fillable PDF

    Once all fields are added, named, and configured:

    1. Click Download.

    2. Make sure you select the option to save as a fillable PDF document.

Formatting Tip

What to Do

Examples

Label each field clearly

Use descriptive field names that reflect the content being filled. Avoid generic labels like “Text1”.

✅Do this: patient_name, dob, referral_reason
​
❌ Not this:
​Field_2, Text1

Add helpful field descriptions

Use the description field in the PPDF editor to provide helpful context or formatting guidance. These instructions help Heidi fill the form accurately.

E.g., Enter full legal name
​
​E.g., Use DD/MM/YYYY format

Match the field type to content

Choose the right input type for each field to ensure correct formatting.

- Date → Date field
- Free text →
​Text field
- Multiple options →
​Checkboxes
- Single choice →
​Radio buttons

Set word or character limits

Apply limits to prevent long responses and sentences from breaking form layouts.

Max characters: 30
Max lines: 1

Include conditional logic

If a field should only appear in certain situations or based on another answer, use the Make this field conditional option.

Conditional rue: only show “Section B” if “Yes” is selected in “Section A”

Required fields

For any fields that must always be completed, enable the Required toggle.

💡 This setup only needs to be done once using any standard PDF editor (e.g., Adobe Acrobat, PDF-XChange Editor, pdfFiller etc.)

📬 Need help?
Reach out to theo@heidihealth.com or support@heidihealth.com - we’re happy to assist

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