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What is a PDF Template?
PDF is a widely used file format that is widely used known for its consistent formatting and the ability to view a formdisplay forms. A PDF Template is a form that can either be pre-populated using data that was entered previously or can be with previously entered data or serve as a fillable form where the user inputs the datausers input information. These templates are especially important for government-required forms that need to be stored . You securely. To add and use a PDF Template in your system, you must provide or download a fillable PDF in order to add and use it in your system. if . If you have a PDF that you want to make isn't fillable, there are programs that you can find online . There are also downloadable fillable PDFs online. You can include these fillable PDFs programs to convert it, or download fillable PDFs from various sources. These fillable PDFs can be included in your onboarding process using Process Revisions.
Adding a PDF Template is similar to adding an image, in that they must as both need to be uploaded into your system in order to use them anywhere in to be used during the onboarding process.
There are two ways how to use a PDF Template can be used in onboarding. They :
- It can be directly included in the process through a Process Revision
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- .
- It can be added as
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- part of a Smart Form
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- and then applied to the business process through a Process Revision.
How do you add a PDF Template?
Create a new Content Revision or modify a an existing Content Revision that is In Progress.Under in progress. Under Content Metrics, click "Add" for PDF Templates/Forms, click on "Add".
| Content Revision Page |
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The PDF Template/Form displays page to enter the PDF form details opens as below.
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Refer to the chart below for information on the fields.
| Field | Behavior |
|---|---|
| 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 |
| Is process Action | When checked, few more entry fields will show up;
When unchecked, the form cannot be used in the process flow. |
| File Name | PDF file name uploaded |
Enter the form fields and then click "Upload".
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Choose a PDF file, then click "Upload".
| Upload file |
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You can click on "View" if you want to see how preview the PDF would look in another tab.The form also previews belowuploaded PDF form.
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Double click on the any field to open the its field properties. You can edit field label on clicking fillable label. By default, the pre-fill data Pre-Fill Data field is selected as 'No'.
If you leave the prePre-fill data Fill Data as 'No', the user will be able to enter the fields into the PDF form at runtime.
| Pre-fill data = No |
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When you change prePre-fill data Fill Data to 'Yes', you will see the Global Variable lookup icon will appear. Assign global the appropriate variable to the field if you want to prepopulate it with data in it.
Click on the lookup icon to select the Global Variablevariable.
| Pre-fill data = Yes |
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The Lookup page open as below. You can select Select the variable by expanding the tree structure or using "Search Binds" lookup.
When "Search Binds" lookup is clickedused, the search fields display to search for the variableVariable ID and Description fields will be available for searching.
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Select any operator and enter the text that needs to be searched in the search field. You can use Variable ID or Description fields for searching.
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In this case, "Description" field is used to search for searching the variable "First Name Last Name". The variable matching that matches the search criteria is shownwill be displayed. Click on the variable that you would like to include in the textlink from the search results.
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Another option is to navigate through the tree structure. Click
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the "Display as Tree" button to
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return to the tree structure.
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Search for the variable
within the tree structure
, then click on it.
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This will populate the variable on the Field Properties page. Click
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"OK".
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Similarly insert binds into the necessary form fields and save.
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When "Is process Action" is checked:
When "Is process Action" is checked,
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the form can be used as an activity in the process flow. Additional fields will appear and must be filled.
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Refer to the chart below for information on the fields.
| Field | Behavior |
|---|---|
| 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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After entering the above details, scroll to the bottom of the page and click "Save".
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Similarly, you can add multiple
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Templates/
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Forms based on your requirement.
On the Content Revision page, you
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will notice a summary of
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your changes. For content type PDF Templates
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, the Content Metrics
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section will also
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display the number of individual templates that were added/changed.
| Manage Content Revision Page |
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Click
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the "Return to Manage Revision" button to return to the revision main page.
| Manage Content Revision Page |
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Apply
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the revision. The new PDF Template
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will be available for use in the onboarding process.
| Manage Revision Page |
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How do you modify a PDF Template?
You should modify a PDF Template when
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you need to update, change, or rename it. Modifying allows you to alter the Description, the entire PDF content, and pre-populated field binds.
Create a new Content Revision or modify
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an existing Content Revision
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which is
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in progress.
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Under Content Metrics section, click "Review/Update" for PDF Templates/Forms.
| Content Revision Page |
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Click on the
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content name that requires modification.
| PDF Templates Page |
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Update the information/details as needed
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, but note that you cannot change the checkbox value for the "Is process Action" field. After making the changes
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, click "Save".
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Click
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"Return" to return to the Content Revision page.
| PDF Template Page |
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On the Content Revision page, click "Return to Manage Revision" to return to the revision main page.
| Content Revision Page |
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Apply the revision to see the changes take effect.
| Manage Revision Page |
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How do you add a PDF Template in the onboarding process?
There are two ways
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to add a PDF Template to the onboarding process.
- Add PDF Template in the process through a Process Revision.
- Add PDF Template to the Smart Form and then include the Smart Form in the process through a Process Revision.
(I) Add PDF Template in the process through a Process Revision
Create a new Process Revision or use an in progress Process Revision.
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Select the "Configure Business Process" option.
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Click
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"Add" under the onboarding step
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where you want the PDF Template/Form to appear.
| Configure Business Process |
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Select
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the form and click "OK".
| Select Actions Page |
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The new activity shows under the onboarding step. Click on the activity that you just added.
| Business Process Rules Page |
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Add criteria details for routing. You have two options
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:
Always Route
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: This option ensures the activity is visible to all users in the Participant Pool.
Route if
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Criteria is Met: This option allows you to
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restrict visibility based on specific criteria, limiting who can see the activity in their onboarding process.
Always Route means that it will show for all users in the Participant Pool.
In this example,
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"Always Route" is selected. Save the criteria details.
| Action Details Page |
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Save the configuration by clicking the "Save" button at the bottom.
| Business Process Rules Page |
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On the Process Revision page, click
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the "Return to Manage Revision
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" button to return to the revision main page.
| Process Revision Page |
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Apply the revision.
| Manage Revision Page |
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As configured, the PDF Template
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will appear in the candidate's process
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.
| PDF Template in the New Hire Flow |
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Example: PDF Template as fillable form
While creating the PDF Template, lets take pre-fill data for Name and Gender as 'Yes' and other fields as 'No'.
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When the PDF appears in the process, the Name and Gender fields will have the data prepopulated and the other fields are to be filled as
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configured.
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(II) Add PDF Template to the Smart Form and then include the Smart Form in the process through a Process Revision.
Create a Content Revision or modify a Content Revision that is
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in progress.
Under Content Metrics section, add a new Smart Forms.
| Content Revision Page |
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Enter the
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necessary Smart Form fields.
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Select PDF Template for Print Source.
Click
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the lookup icon
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to select the PDF form from the system.
| Define Smart Form Page |
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| Lookup PDF Template Box |
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You can view the PDF Template by clicking on the box with the jump arrow
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, next to the file name.
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Enter the Smart Form text to be presented to the user and save.
| Define Smart Form Page |
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Click
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the "Return to Manage Revision" button to return to the revision main page.
| Content Revision Page |
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Apply the revision.
| Manage Revision Page |
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Now, create a new Process Revision
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and select "Configure Business Process" on the Process Revision page.
| Configure Business Process Rules |
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Click
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"Add" under the onboarding step where you want the PDF Template/Form to appear.
| Configure Business Process |
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Select
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the PDF form and 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 configure the routing criteria.
| Configuring Business Process |
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You have two options for routing:
Always Route
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: This option ensures the activity is visible to all users in the Participant Pool.
Route if
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Criteria is Met: This option allows you to
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restrict visibility based on specific criteria, limiting who can see the activity in their onboarding process.
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In this example, "Always Route" is selected. Save the criteria details.
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Scroll
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to the bottom of the page and save the configuration.
| Configure Business Process |
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On the Process Revision page, click "Return to Manage Revision" to return to the revision main page.
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Apply the process revision.
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As configured, the form will appear in the candidate's process
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.
| New Hire Flow |
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Once the activity is completed, the form can be downloaded by clicking on the "Download Signed Forms" icon.
| Print Form |
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The
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downloaded signed form is shown below:
| PDF Template |
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How do you enable/disable print
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for a PDF Template/Form?
The print option
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is controlled by the "Enable Print" field
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in the PDF Template/Form.
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If "Enable Print" is
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set to "Yes,"
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the online page will
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include an icon that
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allows the user to download and print the form after completing the activity
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.
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| PDF Template/Form with print enabled |
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Example of a PDF Template/Form
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in the 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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The downloaded signed Form shows as below:
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If "Enable Print" is
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set to "No" in the PDF Template/Form,
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the
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online page will not have the icon to download or print the form.
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Example of a PDF Form
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in the New Hire's process with
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download/print icon disabled is shown below.
Note: Also, this PDF Form will not be available in the list whenever the signed forms are downloaded from other activities/actions.
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How do you enable bypass option
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for a PDF Template/Form?
You can enable the bypass option
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when defining a new PDF Template or modifying an existing one
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by checking the "Allow Bypass" option on the PDF Form.
When
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this option is
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enabled, users will have the
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choice to 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
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option to bypass the activity.
Click
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the "Bypass Activity" gadget on the right bottom corner of the page.
| Bypass Activity |
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Enter you comments and
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submit.
| Bypass Activity |
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The completed bypass activity is shown as below. After the activity is bypassed, the user can still complete the activity if they want to.
| Bypass Activity completed |
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