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Click the Menu icon and then select Create Revision link under Revisions.

Click on Add a New Value.

Select Content as the Type, and enter the Revision Date, Description and Business Process ID.

Click Reserve.

Click Configure.

Click on Add for the content type PDF Templates.

The PDF Template Form is displayed as below.

Enter form fields and then click Upload.

Click on Choose File.

Choose a fillable PDF file.

Click Upload.

You can click on View if you would like to see how the PDF would look in another tab.

The form also previews below.

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'.

When you change pre-fill data to Yes, you will see the Global Variable lookup icon. Assign global variable to the field if you want to prepopulate data in it.

If you leave the pre-fill data as 'No', the user will be able to enter the fields into the PDF form at runtime.

Click on the lookup icon. The Lookup binds popup is presented.

Navigate through the list of binds, then click on one of the binds that has the data that you want to show in this field.  Click First Name Last Name.

Click OK.

Similarly insert binds into all the form fields and Save.

If you want to use PDF Template as BPM activity like a Smart Form, select 'Used for Data Entry' checkbox. This will open up few more entry fields to configure.

Define Form Fields

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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 Role Type that will see the PDF Form Image RemovedImage Added
Required/Optional	Required: the user needs to complete the form before continuing Optional: the user has the option to complete the form. The system will allow the user to proceed with the process and complete Submit to HR even without completing the optional activity.
Allow Bypass	By selecting this the user will have the bypass enabled for the form The user must submit the bypass activity and acknowledge the form to continue with the process
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	Image RemovedImage Added 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 Image RemovedImage Added 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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Scroll down to the bottom and click Save.

On the Content Revision page, you can see the summary of what you modified. For content type PDF Templates under Content Metrics, there will also be the number of individual templates that were changed.

Click on Return to Manage Revision.

Click on Apply.

The new PDF Template is available to be used in the onboarding process.

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Click on Review/Update for the content type PDF Templates.

Click on the Content Name that correlates to the PDF Template you want to modify.

Change any information/details that requires changes. After the changes have been made, click Save.

Click on Return.

Click on Return to Manage Revision.

Click on Apply,

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

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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/Form to appear.

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

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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In this example, check Always Route.

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

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

Click Apply.

At run time, the PDF Template is seen in the candidate process as shown below.

Example: PDF Template as fillable form

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At run time, the Name and Gender fields will have the data prepopulated and the other fields are to be filled as shown below.

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

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Click on Add for the content type Smart Forms.

Enter the required fields.

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Click on the lookup icon for PDF Template.

Select a PDF Template.

You can view the PDF Template by clicking on the box with the arrow going out of it, next to the file name.

Enter text to be presented to the user. Click on Save.

Click on Return to Manage Revision.

Click on Apply.

Now, 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/Form to appear.

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

The new activity shows under the onboarding step. Click on the activity that you just added and select the routing criteria.

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

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In this example, check Always Route.

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

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

Click on Apply.

At runtime, the form that we added shows in the candidate process as shown below.

Once the process is complete, you can see the PDF Template that we added in the Smart Form as the Print Source. Click on the Download Signed Forms.

The PDF template is printed as below.

How do you enable bypass option in a PDF Template/Form?

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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.

When the PDF Form appears in the New Hire process, the New Hire will have the ability to bypass the activity. 

Click on the Bypass Activity gadget on the right corner of the page.

Enter you comments and click Submit.

The completed bypass activity is shown as below. After the activity is bypassed, the user can still complete the activity if they want to.