What is a PDF Template?

PDF is a type of file format that is widely used for consistent formatting and the ability to simply view a form. A PDF Template is a fillable form that can be pre-populated/automatically filled using the previous data that was filled out. They are also known as Dynamic PDF Forms. These are especially important for government required forms that need to be stored. You must provide or download a fillable PDF in order to add and use it in your system (if you have a PDF that you want to make fillable, there are programs that you can find online; there are also downloadable fillable PDFs online).

Adding a PDF Template is similar to adding an image, in which you must upload them into your own system in order to use them anywhere in the onboarding process.

To use the added PDF Template, they must be a part of a Smart Form and then applied to the business process through configuration.

You can also insert fields by using Field Forms through Smart Forms.

How do I add a PDF Template?

Create a Content Revision.

Click the Menu icon and then the Add/Update Revision link.

Click on Add a New Value.

Click on Reserve and then Configure.

Click on Add.

Put a Description and then click Upload.

Click on Choose File.

Choose a fillable PDF file.

Click on Upload.

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

However, it will preview below.

The blue boxes are selectable in order for them to become pre-populated using binds.

Click on one.

Note: the yellow came with the PDF Form as an indicator of important fields, and the white boxes must be manually filled during the onboarding process if they are required fields.

After clicking on one, this one being Given Name:

Click on one of the binds, such as "First Name Last Name."

The ones that have a bind inserted (becoming pre-poppulated fields) will turn green.

Scroll down to the bottom and click Save.

If you scroll down to the bottom of this page, you can see the summary of what you modified.

In the PDF Templates box, there will also be the number of individual checklists that were changed.

Click on Return to Manage Revision.

Click on Apply.

How do I modify a PDF Template?

You should modify a PDF Template when the PDF needs to be updated, changed, or renamed. Modifying allow you to change the description, the entire PDF, and pre-populated field binds.

Create a Content Revision.

Click on Review/Update in the PDF Templates box.

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

Modify anything you need: Description, Upload, or blue boxes.

Then click Save.

Click on Return.

Click on Return to Manage Revision.

Click on Apply,

How do I add a PDF Template to a Smart Form?

Make a Content Revision.

Click on Add.

Fill out the blue boxed fields.

Select PDF Template for Print Source.

Click on the lookup.

Select a PDF Template.

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

You need to type something intot the text editor.

Click on Save.

Click on Return to Manage Revision.

Click on Apply.

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

Add the PDF Template to a Smart Form, and then create a Process Revision.

Click on Edit.

Click on any Add under the Onboarding activity that you want the PDF Template/Smart Form to show up.

Select the Smart Form that you created for the PDF Template.

Click on OK.

Click on the one(s) that you added.

There are two options: Always Route and Add Criteria.

Add Criteria refers to being more specific on who can see the PDF Template, and therefore who it affects.

Always Route means that it will always show up in that section for the specific Participant Pool.

If you want more specification, click on Add Criteria, and go to the next step.

Select Attributes will appear and you can click on any of the Master Attributes in order for it to expand (seen below with Business Unit).

Then you can select one of the categories if you want it to only affect that specific attribute.

For example, if you select Western US under Business Unit, only New Hires (specified by the Content Revision) that are going to work in the Western US business unit will have to complete the PDF Template. The New Hires working in Eastern US would not see the PDF Template.

Click on OK after clicking on the attribute.

If you do not want to specify using attributes, but want it to appear for everyone in that participant pool, go to the next step.

When you want the PDF Template to always show up for the respective Participant Pool in that step of the process, regardless of other criteria, then click Always Route.

Click on OK.

Scroll down and click on Save.

Under Manage Content Security, click on Edit.

Click on Assign Actions to Content Security.

Click on OK.

Scroll down, click on Save.

Click on Return to Manage Revision.

Click Apply.