Table of Contents
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Create a Content Revision or modify a Content Revision that is In Progress.
Click the menu icon and then select "Create Revision" link under Revisions.
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Click on "Add a New Value".
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Select "Content" as Type, and enter the Revision Date, Description and Business Process ID.
Click on "Reserve".
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Click on "Configure".
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Under Content Metrics for PDF Templates/Forms, click on "Add" for "PDF Templates".
| Content Revision Page |
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The PDF Template/Form is displayed displays as below.
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Refer to the chart below for information on the fields.
| Field | Behavior | |
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| PDF Name | Name that describes the PDF Form | |
| Description | To find the PDF Form easily, name it accordingly | |
| Output File Name | Save the PDF Form to a file | |
| Used for Data Entry | when unchecked, form can have the pre-populated data that was entered previously when Is process Action | When checked, few more entry fields will show up; can
When unchecked, the form cannot be used in the process flow. |
| File Name | PDF file name uploaded |
Enter form fields and then click "Upload".
When "Used for Data EntryIs process Action" is unchecked:
| PDF Template Form Page |
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Click on "Choose File".
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Choose a fillable PDF file.Click , then click "Upload".
| Upload file |
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You can click on "View" if you would like want to see how the PDF would look in another tab.
The form also previews below.
| PDF Template Form Page |
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Double click on the field to open the field properties. You can edit field label on clicking fillable label. By default, the pre-fill data is selected as 'No'.
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In this case, "Description" field is used for searching the variable "First Name Last Name". The variable matching the search criteria is shown. Click the variable that you would like to include in the text.
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Another option is to navigate through the tree structure. Click on "Display as Tree" button to navigate back to the tree structure.
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Search for the variable in the tree structure and then click on it.
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Similarly insert binds into all the necessary form fields and save.
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When "Used for Data EntryIs process Action" is checked:
If you want to use PDF Template in other content types like Smart Form, select 'Used for Data Entry' checkbox. This will open up few more entry fields to configure.
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When "Is process Action" is checked, it will open few more fields to enter.
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Refer to the chart below for information on the fields.
| Field | Behavior |
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| Participant Pool | The Role Type that will see the PDF Form
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| Required/Optional |
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Allow Bypass |
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Override Save Button Label |
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Enable I Agree |
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| Acknowledge text | 
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| Enable Print |
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| Print Source |
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| File Name |
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Scroll down to the bottom and click "Save".
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Similarly, you can add multiple contents of PDF Template/Form based on your requirement.
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Click on the Content Name that correlates to the PDF Template you want to modify.
| PDF Templates Page |
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Change any Update the information/details that requires changes. After the changes have been as needed. However, you cannot change the checkbox value for "Is process Action" field. After the changes are made, click "Save".
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Click on Return.
| PDF Template Page |
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Create a Content Revision or modify a Content Revision that is In Progress.
Click on Add for the content type on "Add" for Smart Forms content type.
| Content Revision Page |
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Enter the required fields.
Select PDF Template for Select PDF Template for Print Source.
Click on the lookup icon for PDF for PDF Template.
| Define Smart Form Page |
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Select a PDF TemplateIn the lookup, select a template.
| Lookup PDF Template Box |
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You can view the PDF Template by clicking on the box with the arrow going out of it, next to the file name.
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Enter text to be presented to the user and save. Click on Save.
| Define Smart Form Page |
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Click on on "Return to Manage Revision".
| Content Revision Page |
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Click on Apply the revision.
| Manage Revision Page |
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Now, create a new Process Revision or use an in progress Process Revision. Click on on "Configure Business Process".
| Configure Business Process Rules |
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Click on on "Add" under the onboarding step that where you want the PDF Template/Form to appear.
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Check the Select box for the one(s) that you added. Then click click "OK".
| Select the Smart Form that you have created |
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The new activity shows under the onboarding step. Click on the activity that you just added and select configure the routing criteria.
| Configuring Business Process |
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Always Route means that it will show for all users in the Participant Pool.
In this example, check Always Route.
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On Scroll down the Configure Business Process page , scroll down and click Saveand save the configuration.
| Configure Business Process |
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Back on On the Process Revision page, click click "Return to Manage Revision".
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Click on Apply the process revision.
| Apply Process Revision |
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in runtime, the The form that was added shows in the candidate process as shown below.
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Once the activity is completed, the form can be downloaded by clicking on "Download Signed Forms" icon..
| Print Form |
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The printable form is shown below:
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| PDF Template/Form with print enabled |
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Example of a PDF Template/Form runtime page in New Hire's process with "Download Signed Forms" enabled. Also, this PDF Form will be available in the list whenever the signed forms are downloaded from other activities/actions.
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If "Enable Print" is chosen as "No" in the PDF Template/Form, then the runtime page will not have the icon to download or print the form.
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Example of a PDF Form runtime page in New Hire's process with missing download/print icon is shown below.
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You can enable bypass option while defining a new PDF Template or modifying an existing one. Check "Allow Bypass" option on the PDF Form.
When the option is set, the participant pool that will see the PDF Template, will have the ability to bypass this activity. So it is the users choice that they can either complete the activity or opt for bypass.
| PDF Form - Bypass option |
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When the PDF Form appears in the New Hire process, the New Hire will have the ability to bypass the activity.
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