What is a PDF Template?

PDF is a file format that is widely used for consistent formatting and the ability to view a form. A PDF Template is a form that can be pre-populated using data that was entered previously. 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 that they must be uploaded into your system in order to use them anywhere in the onboarding process.

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

You can also insert fields by using Form Fields through Smart Forms.

How do you add a PDF Template?

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.

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.

Enter a Description 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.

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

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

Click on Name.

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.

Any fields that have had a bind inserted (becoming pre-populated fields) turn green. 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.

How do you 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 or modify a Content Revision that is In Progress.

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 a Smart Form?

Create a Content Revision or modify a Content Revision that is In Progress.

Click on Add for the content type Smart Forms.

Enter the required fields.

Select PDF Template for Print Source.

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.

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 include the Smart Form in the process.

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. 

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.

Route if criteria is met allows you to limit 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, check Route if criteria is met.

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.