How to Update PDF to Match Revised Form Layout Without Rebuilding Entire Form?

Hello,

I created form 2026 H2B Questionniare in Smart Pdf Editor. The original .pdf form used is very different from the actual form I developed on Jot Form. Upon the first submission, I looked at the .pdf that was created from the submission and nothing was mapped correctly-due to the fact that i made many changes when creating my form. I went back into the form and turned off all the mapping. This worked as far as the submitted data not appearing on the .pdf, but I would like to create a new .pdf with all the information from the submitted form. I have attached a few examples of the form and the original .pdf. For example, the form asks for separate fields for each part of the address----the .pdf just lumps it all together on a few lines. Also, I created new questions on the form that do not appear on the original .pdf. Is there a way, without me having to create a new questionnaire form, that we can create a new .pdf for the client to receive?

It appears it only allows me to upload one screenshot!

Thank you for your help.

Hi Melanie,

Thanks for reaching out to Jotform Support. I understand that you're trying to create a new PDF that fully matches the updated version of your form, especially since you've made several changes from the original uploaded PDF. I also see that you're hoping to avoid rebuilding the entire form from scratch.

Just to clarify how Smart PDF Forms work: when you upload your own PDF, the system attempts to recreate the structure by automatically generating corresponding form fields. It does its best to match the layout and content of your PDF, but the process isn’t always perfect. Some fields are mapped correctly right away, while others might not be detected or aligned accurately—especially when the form has been significantly modified.

As outlined in the screencast below, I recorded the process using your sample PDF to give you a clearer view of how it works:

You’ll notice that the system automatically generated a form and mapped some fields correctly, but a few sections may still need manual adjustments. If any part of your original PDF isn’t appearing as a form field, you’ll need to manually add or adjust it to align with your updated layout.

I also checked your current Smart PDF Form, and I can see that it’s still mapped to the original PDF—which is understandable, especially since you mentioned wanting to upload a new version. The original file no longer reflects your updated form structure, which is likely what’s causing the mapping difficulties. The good news is that you can update the original PDF without losing your existing form setup. Let’s walk through the steps below:

1. In the Smart PDF Forms Builder, click the Upload button on the top menu.
2. Click Update PDF.
3. On the Update PDF pop-up window, choose the Re-Upload PDF option.

This allows you to upload a new version of your PDF, and the system will try to preserve your current form fields and structure—so you don’t have to start over.

Give it a try and let us know if you have any other questions.

Hello,

The information you provided was so helpful. I uploaded a new version of the .pdf but the many of the numbered items on the .pdf do not correspond with the form. I do not want to re-map everything again. Is there a way to edit only the .pdf version? Or if I "Update and re-load the .pdf will I have to re-map everything?

Lastly, how to I send a copy of the completed .pdf to the client.

Thank you for your help.

Hi Melanie,

I understand that you want to update the original PDF without having to go through the full re-mapping process again. Just to clarify, it's not currently possible to directly edit the Original PDF inside Jotform. If you need to make layout changes, text updates, or modify existing content on the PDF itself, that would need to be done using an external tool like Adobe Acrobat or any other third-party PDF editor. Once you’ve made those changes, you can re-upload the updated PDF to your Smart PDF Form using the “Update PDF” option I mentioned earlier.

The good news is—when you re-upload the revised PDF, Jotform will retain your existing field mappings as long as the general structure and positions of the original fields remain the same. However, if your new PDF has additional sections or new content that wasn’t part of the original version, you’ll need to manually add new form fields in the builder. Map them to the new areas on your updated PDF.

Also, for your second question about how to send a copy of the completed Original PDF to your form filler (your client), here’s a quick and easy walkthrough:

1. In the Form Builder page, click on the Settings tab at the top.
2. On the left menu, select Emails, then hover over the Autoresponder Email and click the little pencil icon to edit it.
3. Go to the Advanced tab.
4. Find the Attach PDF option and switch it to On.
5. From the list that appears, check the box next to The Original PDF with form submission data.
6. Once done, click Save at the bottom.

After following these steps, your client will automatically receive an autoresponder email along with a copy of the filled-out original PDF after submitting the form. 

Give it a try and let us know if you have any other questions.

Once again, so helpful.

Thank you again for all your help.

Melanie

Hi Melanie,

Glad we could help out! We just want to make sure everything’s working smoothly on your end, so I’ve gone ahead and split your other concern about the emails you used getting blocked when testing Autoresponder Emails. You can access that new thread via this link.

I’ll follow up on that one shortly with more details.

In the meantime, I’ll go ahead and mark this ticket as resolved. But no worries—if you need further help with the same topic, feel free to reply here anytime, and it will automatically re-open.

Let us know if there’s anything else we can help you with.