Professional Form Manager — FAQ

Professional Form Manager — Frequently Asked Questions

Short answers to the questions merchants ask most often, grouped by topic. For a full walkthrough, see the Merchant Guide.

Contents

Getting started

What does Professional Form Manager do?

It lets you build forms for your storefront, collect the submissions — including any files visitors upload — and email each one to whoever needs it. Optionally, every submission can be turned into a filled PDF: either generated from your form, or filled into a fillable PDF you already use, such as an application, agreement, or order form.

Do I need to be a developer to use it?

No. You build forms in a visual editor inside your Shopify admin, and you place a form on your storefront either by linking to its own page or by adding the Form embed block in your theme editor — no code either way. Setting up a basic form takes about ten to fifteen minutes.

Does the app ask for access to my store's data or customers?

No. The app requests no Shopify Admin permissions and never reads your products, orders, or customer records. The information it works with is first-party data your forms collect directly from the people who fill them out.

Will it work with my theme and my custom domain?

Yes. The Form embed block works in any theme that supports app blocks, and each form also has its own web address you can link from anywhere. Forms and the spam check work the same on a myshopify.com address and on your own custom domain.

Features

Can visitors upload files?

Yes. A File upload field accepts one or more files, and you can limit the file types and the number of files. Every upload is checked twice — when the visitor picks it and again after it's uploaded — against the allowed types and a size limit.

Can it fill in my own PDF?

Yes — this is what sets the app apart. If you have a fillable PDF (one with type-in form fields), upload it and match each form field to a field in the PDF; every submission then fills a copy of your PDF and locks it. You can also go the other direction: start from your PDF and the app builds a matching form for you automatically. PDF output is included on every plan, Free included.

What if my PDF doesn't have proper fillable fields?

The app tells you what it found when you import a PDF, and if the fields have generic or missing names it can be hard to map by hand. In that case, DPD can prepare a clean, ready-to-map copy of your document for you — look for Get help preparing your PDF on the import screen.

Can I collect a signature?

Yes, as a typed-name signature: the visitor types their full name and checks an agreement line you write. It's a record of consent, not a drawn or legally-certified e-signature — see the Terms of Service, §7, for exactly what it is and isn't. The typed name can fill a signature field on your PDF.

Can the person who submits get a confirmation email?

Yes, on Pro and Advanced. You write the subject and message, and can optionally attach a copy of what they submitted along with the generated PDF.

Can I match the form to my branding?

Yes, on Pro and Advanced. A brand kit sets your logo, colors, and spacing across both the storefront form and the generated PDF, and the embed block adds per-placement styling. On Free and Basic, forms use a clean standard look and layout settings still apply.

What the app doesn't do

We'd rather you know the boundaries before you install.

Does it create Shopify orders, or add products to the cart?

No. A submission is collected and emailed to you; it does not create an order, a draft order, or touch the cart. An order-request form works fine as a form, but you act on it yourself.

Does it sync submissions to email marketing, a CRM, or a spreadsheet?

Not in this version. Submissions are delivered by email and can be exported to CSV from your admin. There's no automatic sync to Klaviyo, Mailchimp, Google Sheets, a CRM, or a webhook yet. (Integrations like these are on our roadmap.)

Does it show analytics or a dashboard of responses?

No. You get the full list of submissions, per-submission detail, and CSV export, but the app doesn't chart or aggregate responses. If you need response analytics — for a large survey, say — a dedicated survey tool is a better fit.

Can I add my own CSS or JavaScript to a form?

No. You style forms through the app's settings (colors, spacing, layout, and the embed block's options) rather than by injecting code.

Does it support multiple languages?

Not yet. A form renders in a single language — the one you write it in. There's no per-visitor translation.

Is it a booking or appointment tool?

No. There's no calendar, scheduling, or availability. It collects form submissions, not bookings.

Plans, billing, and changing plans

Is there a free plan?

Yes. The Free plan is perpetual and includes PDF output. The three paid plans — Basic, Pro, and Advanced — each start with a 14-day free trial and are billed through Shopify on your regular invoice. See the Merchant Guide for the full comparison.

What happens if I go over my plan's monthly submission limit?

Nothing is lost. The monthly submission caps are soft — the app still accepts and delivers the submission if you go over, and prompts you to upgrade. You never turn away a real customer because of a plan limit.

What happens if I downgrade or cancel?

Your data stays. If you move to a plan without branding, your styling is paused, not deleted — forms fall back to the standard look and everything returns the moment you're back on Pro or Advanced, no rebuild needed. Submissions already collected remain subject to their retention windows. Use Manage plan on the app's home page to change or cancel at any time.

Data, privacy, and security

How long are submissions and uploaded files kept?

It's set per form and capped by your plan. Uploaded files are kept 7 days on Free and Basic, 90 on Pro, and 365 on Advanced; submission records 7 days on Free, 30 on Basic, 365 on Pro, and for as long as you choose on Advanced. Files are purged first; the record stays until its own window ends. Advanced can also set a minimum-retention floor for legal record-keeping.

Is it GDPR-friendly? How do I erase one person's data?

The app responds to all three of Shopify's required privacy webhooks (data request, customer redaction, shop redaction). The most direct way to erase a specific person is to delete their submission from its detail page in the app, which removes its files too. A submission held under an Advanced minimum-retention floor is hidden and use-blocked, with deletion queued for when the floor expires. Full detail is in the Privacy Policy.

Where is my data stored, and is it isolated from other merchants?

Every merchant gets its own dedicated database, so your forms, submissions, and audit history are never stored alongside another merchant's data. Data is encrypted in transit and at rest, sensitive fields can be masked in the admin, and file downloads use signed, expiring links rather than public URLs.

What happens to my data when I uninstall?

About 48 hours after you uninstall, Shopify sends a shop-redaction request and the app deletes your store's entire dataset — database and uploaded files — and clears your billing and sessions. The ~48-hour delay is deliberate, so an accidental uninstall can be recovered by reinstalling within that window.

How is spam handled?

Every form runs a spam check (Cloudflare Turnstile) plus a hidden honeypot field, on every plan. If the check can't run, the app still records and delivers the submission and marks it Unverified rather than risk turning away a real customer.

Still need help?

Email pfm@digitalprojectdesign.com — Pro and Advanced plans include priority support. The Merchant Guide covers everything above in depth.