Basic Designer PDF Troubleshooting

This article covers some of the most common issues users experience with Designer PDFs in GoCanvas, along with clear explanations and step-by-step solutions. Whether you’ve recently updated your form and noticed that your changes aren’t appearing on your PDF, or you’re struggling with multi-photo fields or email settings, this guide will walk you through the process to get everything working correctly.

Updated Table Information Not Showing on Your Designer PDF

Issue Overview
When you make changes to a table field in the form builder (for example, adjusting column names, adding rows, or changing field types), your Designer PDF continues to display old or outdated information. This can be frustrating, especially when everything looks correct in the form builder but not in the generated PDF.

Why This Happens
The Designer PDF does not automatically detect or update changes made in the builder. Each field placed in the Designer PDF is treated as a fixed element tied to the version of the field that existed when it was first added. So, if you make modifications later, those updates will not reflect until you manually refresh the field placement within the Designer.

Step-by-Step Solution

1. Log in to GoCanvas.com and open your form.
2. Click PDF Designer to open your customized layout.
3. Locate the table field that is not showing the updated information.
4. Remove the old instance of the table by selecting it and pressing the delete or remove icon.
5. On the left side panel, drag and drop the same table field back into your design. The field will appear highlighted in blue when properly placed.
6. Click Save in the upper right corner to confirm your changes.
7. Have your users resync their mobile or desktop app so the new form version is downloaded.

If users skip the resync step, their submissions will continue to use the previous version of the form, producing outdated PDFs.

Learn more: My PDF doesn't match my Form

Emailed PDF Uses the Standard Template Instead of Your Designer PDF

Issue Overview
When you send a submission by email, you may notice that it uses the default Standard PDF version rather than your custom-designed one. This can lead to confusion since the Designer PDF may include branding, layout, or formatting you need to share with clients.

Why This Happens
GoCanvas automatically sets the Standard PDF as the default unless you specifically change this preference. When you first create a Designer PDF, the system may prompt you to set it as your default email PDF, but if that setting was not applied, your emailed submissions will continue using the Standard version.

Step-by-Step Solution

1. Log in to GoCanvas.com as either a Company Administrator or Company Designer. Only these roles can adjust form email settings.
2. Go to the Forms tab in the left navigation menu.
3. Use the search bar to locate your form.
4. Click on the form Settings menu (three dots icon or gear symbol next to the form name).
5. Scroll down to the Email Options section and open the Email Settings tab.
6. Find the dropdown labeled Choose which PDF to email.
7. Select Designer from the list.
8. Click Save at the bottom of the screen.

Now, all new submissions will automatically send your Designer PDF to recipients, replacing the Standard layout.

Learn more: Customize and Edit a PDF using the PDF Designer

Multi Photo Field Won’t Add to a Specific Section in the Designer PDF

Issue Overview
The multi-photo field is designed to collect several photos under a single section, which makes it easy for users to upload multiple images per item or entry. However, when adding this field to your Designer PDF, you might find it difficult to position it between other elements. In some cases, the system will not allow you to drop the multi-photo field where you want it to appear.

Why This Happens
Multi photo fields have unique formatting requirements because of how image data is grouped and displayed on the PDF.

Workaround Solution
A quick trick can help you place the field where you want it.

1. In the Designer, add a Page Break right below the section where you want to place your multi-photo field.
2. Once the break is placed, drag the multi-photo field into the empty space created between sections. It should now drop into position.
3. After the field lands where you want it, delete the page break.
4. Save your layout.

Learn more: Adding Multi Photo Fields to a Designer PDF

Excess White Space Appears When Fewer Photos Are Used

Issue Overview
When a multi-photo field contains fewer images than the template expects, you might notice extra blank space appearing in your PDF layout. This can make your final document look uneven or misaligned, especially if the field allows many images but most submissions use only one or two.

Why This Happens
The Designer PDF automatically reserves layout space for the maximum possible number of photos. If fewer images are uploaded, the reserved space remains empty, resulting in large blank gaps in the layout.

How to Remove or Reduce White Space
In the Designer, try placing the multi photo field on a separate page or section so its extra space does not disrupt nearby content.
If consistency is key, consider designing the layout to accommodate that white space with text fields using a white background and text color.

Conclusion

Understanding how the Designer PDF interacts with your form setup is key to keeping your documents accurate and professional. Most issues such as outdated data, layout misalignments, or default settings can be quickly resolved by updating fields, adjusting settings, or applying layout workarounds. Regularly reviewing your Designer PDF after making form changes ensures your PDF continues to match your form’s current layout and content. By following these troubleshooting steps, you can maintain a seamless, branded, and consistent user experience across all your GoCanvas submissions.

Contact GoCanvas Support

If you have tried the steps above and still experience issues, we’re here to help.

Submit a Ticket: Contact GoCanvas Support
Phone (US): 703 436 8069 ext. 3
Live Support Hours: Monday to Friday, 9 a.m. to 5 p.m. EDT