Staff Guide
DKForm Fill

DKForm Fill is the client app in the DKForm Paperless System. It's what your customers use — on a tablet or phone at your front desk, lobby, or counter — to fill out and sign your forms. This guide covers everything a staff member or owner needs to set it up, brand it, and manage it day to day.

1. What DKForm Fill Does

DKForm Fill turns any of your paper forms into a digital fill-in experience:

• Customers tap through your form on-screen — text fields, checkboxes, dates, signatures — instead of writing on paper.

• Completed forms are saved as standard PDFs with real, fillable form fields (AcroFields). There's no proprietary file format holding your data hostage — any standard PDF tool can open them.

• Finished forms can be printed, saved to the device, or sent up to iCloud, where your DKForm Finder app can search, organize, and report on them.

• The app's home screen can be branded with your own image, so it looks like your business's check-in screen, not a generic template.

2. First Launch

The first time DKForm Fill opens on a device, it comes preloaded with a generic Registration Form so you can try the workflow immediately — no setup required. You'll replace or add to this once you have your own forms (see Section 6).

The app has four tabs at the bottom:

Tab Purpose

Fill In The customer-facing screen. Starts a new form.

Local Forms already filled in and saved on this device.

Admin Branding, passcode, and app settings.

Support App info and contact details.

Local and Admin can be passcode-protected once you set up a passcode, so customers browsing the Fill In screen can't wander into saved forms or settings. For detail, see Section 4.

3. Branding the Home Screen

This is what makes the app feel like yours instead of an off-the-shelf tool.

1. Go to the Admin tab (enter your passcode if prompted).

2. Under Home Screen Image, tap Choose from Photos and pick your logo, storefront photo, or branded graphic.

3. Under Home Screen Image Display Mode, choose how it should be displayed:

   • Show Full Image — the whole image is visible, may show empty space around it.

   • Fill Screen — the image fills the entire screen edge-to-edge, may crop the edges.

4. Your chosen image now appears behind the Fill In Form button on the main screen.

You can remove the image at any time from the same screen (Remove Image), which reverts to the default plain background.

4. Setting an Admin Passcode

By default, the Local and Admin tabs are not passcode protected.  To set up passcode in order to protect those tabs, do the following:

1. Go to Admin.

2. Find the Admin Passcode section.

3. Set a new passcode of your choosing.

If no passcode is set, a banner will remind you that Admin is unprotected. We recommend every business set up passcode before putting the device in front of customers.

5. Filling In a Form (Customer Workflow)

This is the flow your customers or front-desk staff will use most:

1. On the Fill In tab, tap Fill In Form.

2. Pick the form you want from the list (e.g., "Registration Form"). If you have several forms, they may be grouped into category tabs across the top for faster browsing.

3. The form opens in a split view: the live PDF preview on one side, and the actual fields to fill in on the other. You can drag the divider to resize either side.

4. Fill in each field — text boxes, checkboxes, radio buttons, dates, phone numbers, email — and watch the PDF preview update in real time.

5. For a signature field, tap Sign Here and sign with a finger or stylus.

6. Once all required fields are complete, the Save button in the top right becomes active. Tap it.

7. You'll see a confirmation once the form is saved. It now lives in the Local tab.

If someone tries to leave a partially filled form without saving, the app will ask for confirmation first, so accidental data loss is avoided.

6. Managing Saved Forms (the "Local" Tab)

Every form a customer completes and saves lands here, most recent first. For each saved form you can:

• View — tap the entry to open a read-only preview.

• Edit (pencil icon) — reopen and correct a mistake (e.g., a mistyped name). Note: signatures can't be changed once saved, by design, to preserve the integrity of a signed document.

• Print (printer icon) — send directly to any AirPrint-compatible printer.

• Download (down-arrow icon) — copy the completed PDF into a local "Downloaded Documents" folder on the device. From there, it shows up in the iOS Files app, where you can AirDrop it, email it, or use any of Apple's standard share options to hand a copy to your customer.

• Delete (swipe left) — remove a form from the device. This does not affect a copy already uploaded to iCloud.

7. Sending Forms to iCloud (the Real Power of the System)

Saving a form locally is only step one. To make a form searchable and manageable from DKForm Finder, it needs to go to iCloud:

1. From the Local tab, tap Upload to iCloud at the top.

2. Confirm the upload.

3. The app uploads every completed form currently on the device to your iCloud Drive, where DKForm Finder can find it.

A few important details:

• Uploading requires the device to be signed into iCloud and connected to the internet.

• A backup copy of each uploaded file is also kept locally in an "Uploaded Backup" folder, so nothing is lost even if the upload has an issue partway through.

• Because everything is standard iCloud Drive storage under your own Apple ID, you own your data outright — no vendor lock-in, no third-party server, no subscription to a database you don't control.

• Any device signed into the same Apple account and running DKForm Fill or DKForm Finder can see the same uploaded forms — this is what makes multiple staff iPads (or front desk + back office) work together as one system.

8. Getting New or Updated Forms onto the Device

Your actual fill-in form templates (built for your business — see Section 9) are distributed through iCloud too:

1. On the Fill In Form screen, tap the Sync button (circular arrows icon) in the top right.

2. The app checks iCloud for new or updated forms and downloads them.

3. You'll see a summary of what was added, updated, or removed.

No internet at the moment? If a staff member emails or AirDrops you a .dkforms file (a form pack) ahead of time, you can tap Import instead and load it directly from local storage — useful as a backup plan if iCloud is briefly unreachable.

9. Getting Your Own Custom Forms

DKForm Fill comes with a basic generic Registration Form to get you started. Most businesses, though, get more value from a form built specifically around their own workflow — a clinic intake form, a salon consent form, a rental agreement, an event waiver, etc.

Custom form design, along with any broader workflow consulting, is handled directly — reach out via the Support tab in the app, or contact us at DKFormPaperless@outlook.com.

10. Quick Troubleshooting / FAQ

Q: I forgot the Admin passcode.
A: In case you absolutely forget the passcode, you can remove passcode protection by using Files app, navigate to the DKForm Fill folder, and delete the aasp.json file.  The app will reset to no passcode protection mode.

Q: A form won't save — the Save button is greyed out.
A: All required fields must be filled in first. Scroll through the form panel to find any incomplete fields.

Q: The Upload to iCloud button did nothing / showed an error.
A: Check that the device is signed into iCloud and has an internet connection. The app will tell you specifically if iCloud Drive isn't reachable.

Q: Can a signature be edited after saving?
A: No — once a form with a signature is saved, the signature is locked to protect the integrity of the signed document. If a real correction is needed, fill out a new form.

Q: Where do completed forms actually live?
A: Locally on the device until you upload; after upload, in your iCloud Drive, accessible from any device signed into the same Apple account running DKForm Fill or DKForm Finder.