Filling and Signing PDF Forms

Overview

Many programs attach PDF forms (permits, disclosures, work orders) to a project. In OptiMiser Zeus, you open these from the project Forms area. The viewer can pre-fill fields from project data, let you complete remaining fields, capture signatures, and save the finished PDF back to the project.

Note: This is different from Report Editing, which builds HTML audit reports. PDF forms use the PDF viewer (AcroForm fields).
Open a form

1. Open a project in Zeus.
2. Go to the Forms tab (or equivalent forms table for your program).
3. Click the form name or View link for the PDF you need.
4. The PDF opens in the viewer (often in a dialog over the project).

Many fields may already be filled from audit data when the document opens.

Toolbar actions

Finish Later: Saves your work and keeps the form in progress. You can return later.

Finish: Saves the form and marks it Finished in the project Forms list. The viewer may close after save.

On smaller screens, Finish Later may appear in the toolbar menu instead of as a full-width button.

Form status in the project list

The Forms table shows status for each PDF, for example:

• Not Started — no saved filled version yet
• Intermediate statuses — defined by your program (e.g. partial completion)
• Finished — completed via Finish (or equivalent final status in your program’s status list)

When you use Finish Later on a form that was Not Started, status typically moves to an in-progress state (e.g. Started). Finish moves it to the program’s completed status.

Closing without losing work

If you close the viewer after making changes, Zeus asks whether to save. Choose Yes to keep edits, No to discard, or Cancel to stay in the viewer.

Who can edit which fields

Not every field is editable for every user. Your program configures signer role and project stage rules per field. See Signer Roles and Project Stages on PDF Forms.

Uploading your own PDF

Some projects allow Upload a Different File (user-uploaded PDF). Uploaded files can often be deleted entirely; program template forms usually offer start over (delete filled version and begin again) instead of deleting the template.

Troubleshooting

PDF does not open

Confirm you are online (or see Using Projects Offline). Refresh the Forms table.

Fields are grayed out

Your signer role or project stage may not match the field. Ask your program admin.

Save fails

Note the error number shown; contact support with project ID and form name.

Viewer blank / missing

Your site may not have the PDF viewer deployed; contact OptiMiser support.

Signer Roles and Project Stages on PDF Forms

Each PDF field can be configured with:

• For User — who may fill or sign (e.g. Owner, Tenant, Auditor, Admin, Anyone)
• For Phase — which project stage(s) the field applies to (often aligned with Zeus project stages)

When you open a form, Zeus passes your signer role and the project’s current stage to the viewer. Fields that do not match are read-only.

Common signer roles

Anyone: Homeowner or generic signer via Send Link; limited to fields marked for Anyone and the selected stage.

Anyone-FullVersion: Broader homeowner access when program allows editing fields without a strict stage match.

Named roles (e.g. Owner, Tenant): Only users signing “as” that role see those fields. Your program defines exact role names in the PDF form configuration spreadsheet.

For Phase ties fields to one or more project stages. If the project is in Assessment but a field is only for Closeout, that field stays locked until the project reaches a matching stage (or you open the form under the correct stage context).  

Forms table vs viewer

The project Forms list may show Signer Type and Stage when sending links or opening as a specific signer. Field auditors usually open forms as themselves; homeowners open via email link with signer type and stage set in the invitation.

For program administrators

Field rules come from the program’s PDF form definition (spreadsheet imported per form). See Configuring PDF Forms for a Program (Admin).

Capturing Signatures on PDF Forms

Signature fields appear on the PDF like other form fields. Click a signature field to open the Sign the Document dialog.

Draw or type

• Drawing — sign with mouse, stylus, or finger on the canvas.
• Toggle to type your signature as text (button label may show Drawing when in draw mode).
• Clear — start over on the current signature.
• Accept and Sign — applies the signature and closes the dialog.

Before accepting, you will see language stating that the electronic signature is legally binding for documents you sign in OptiMiser, similar to a pen-and-ink signature.

Reusing a signature

For the same signer + signature type (e.g. Owner + Initial), the viewer may reuse a signature you already applied in the same session for other fields on the same document. This reduces repeated signing on multi-page forms.

Sending PDF Forms to Homeowners (Send Link)

Use Send Link when the homeowner (or occupant) must fill or sign forms on their own device without a full Zeus login.

Steps

1. Open the project Forms tab.
2. Click Send Link.
3. Enter the recipient email (defaults may pull from project contact fields).
4. Choose Which File — a specific PDF or all program forms.
5. Set Signer Type (e.g. Owner, Tenant, Anyone) — must match field rules on the PDF.
6. Choose Which Stage — project stage context for field visibility.
7. Confirm to send.

The recipient receives a link to complete forms in the at-home experience (limited Zeus interface focused on PDFs).

What homeowners can do

• Open assigned PDFs.
• Fill and sign fields allowed for their signer type and stage.
• Save progress with Finish Later; complete with Finish when done.

They cannot access full audit forms or admin settings.

After the homeowner submits

Saved PDFs appear in the project Forms list with updated dates and status. Staff can open the same PDF in Zeus to review or continue if the program allows multiple signers in sequence.

Tips

• Use a signer type string that exactly matches program configuration (spelling and capitalization).
• Send the link when the project is in the stage required for the fields you need signed.
• If the homeowner reports “can’t click fields,” verify signer type and stage first.