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Adding a PDF Template is similar to adding an image, in that they must be uploaded into your system in order to use them anywhere in the onboarding process.

There are two ways how a PDF Template is used in onboarding.  They can be directly included in the process through Process Revision or added as a part of Smart Form and then applied to the business process through Process Revision.

How do you add a PDF Template?

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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
Participant Pool	The roletype that will see the PDF Form
Required/Optional	Required: the user needs to complete the form before continuing Optional: the user has the option to complete the form
	By selecting this the user will have the bypass enabled for the form
Override Save Button Label	The label on the button that the user must click in order to save or continue The default label is 'e-sign,' so if you leave this field blank, it will say 'e-sign' Examples of replacement labels: Acknowledge Agree
Enable I Agree	By selecting this the user acknowledges the information provided on the form
Acknowledge text	This field is displayed when the user selects the check box of 'Enable I Agree' label
Enable Print	Yes: the page will contain an icon that will allow the user to print the form No: the user will not be able to print the form
Print Source	This field only shows up if you click on 'Yes' for Enable Print Current Form: it will print in the form that the file is originally in PDF Template: selecting this will spawn another field below it Clicking on the lookup will pull up all of the PDF Templates that are in your system
File Name	The PDF file name uploaded

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How do you add a PDF Template to the onboarding process?

After the PDF Template has been added to a Smart Form, create a Process Revision or modify an In Progress Process Revision to There are two ways how you can add a PDF Template to the onboarding process.

• Add PDF Template in the process through Process Revision.
• Add PDF Template to the Smart Form and then include the Smart Form in the process through Process Revision.

(I) Add PDF Template in the process through Process Revision

Create a new Process Revision or use an in progress Process Revision. Click on Configure Business Process Rules.

Click on Add under the onboarding step that you want the PDF Template/Smart Form to appear.

Check the Select box for the one(s) that you added. Then click OK. 

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The new activity shows under the onboarding step. Click on the activity that you just added.

There are two options for routing: Always Route and Route if criteria is met.

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Always Route means that it will show for all users in the Participant Pool.

In this example, check Route if criteria is metcheck Always Route.

Criteria for routing can be entered.  The criteria can be as complex as you would like.  In this example, only New Hires in Business Unit 00001 will see the PDF Template activity in their onboarding process.

Click on Save after specifying all of the criteria.

On the Business Process Rules page, scroll down and click Save.

Back on the Process Revision page, click Return to Manage Revision.

Click Apply.