PDF Generator Plugin

The PDF Generator plugin populates a PDF form with values from Integrify or data entered within the request.

Plugin Configuration

The PDF Generator plugin may be configured as either a system or user task giving you the following options:

  • System task - No recipients assigned to task.  This will allow the merge to auto-complete as it is placed in the process.
  • User task - If a recipient is assigned they will receive a task and dialog box that links to the merged document.  It is important to note that until they click "OK" the task will not complete and the process will not continue to any additional tasks that remain.
To configure the PDF Merge Plugin select it from the Tasks options and drag it onto your process canvas.
Select Configuration > Configure Task to access the window below:

 

The following is required on the General Settings tab to configure the PDF Generation plugin:

  • PDF document template - The PDF Form that the system will populate.
  • Source of PDF to complete:  Template or Task
    • Template is the standard option that populates a PDF form in a single task
    • Task allows you to use a PDF that was previously filled in earlier in the process.  This is most commonly used when a document must be reviewed/printed as it proceeds through the request and details are added. If task is selected then the next field,PDF task to begin document creation, is required.  This maps to the task that contains the PDF to be completed.
  • Name of completed PDF - The title of the document that the process will create.  Spaces are not allowed in the name and will be removed.  Dynamic names can be used by using the following:
    • {FILE_NAME} - This will allow you to add a dynamic value (such as the requester's last name or other details) to the name of the generated file. Example: Document-{FILE_NAME}.pdf
    • {UNIQUE} - This variable will allow you to place a unique numeric ID to anywhere in the file name. Example: Document-{UNIQUE}.pdf

Click "Save".

Select the "Signature" Tab to continue your configuration:

Signature of the PDF is an optional feature that allows for an official digital signature to be placed within a field of the PDF being created.  This works in conjunction with the User Profile and requires a signature be stored for the contact selected.
To use this feature you must configure the following options:
  • Generated Document Must Be Signed: Check this box to activate the signature feature.
  • Field to insert signer's name: The destination in the PDF where you would like to insert the signer's name.
  • Field to insert signer's digital signature:  The field within the PDF that you want the signer's digital signature to appear.
  • Field to insert date signed: Select the field to insert the date the signeture was applied to the PDF.
  • Keep PDF editable for future appending: Yes/No.

Click "Save" to continue.

Select the "Mappings" Tab to complete mapping your PDF Generation plugin:

If you have used {File_Name} and/or {Unique} in your file name you must add a parameter that maps to the source of that data.  This is also where you will map the values you want inserted into the PDF form.  Typically this is data that has been collected in forms earlier in the process.  You can also use standard system data like the requester's name or other demographic data.

To add a new mapping click on "Add Mapping" and select the parameter or field name from the drop down. Many PDF designing applications will add prefix data to the field name you enter - for example: “form1[0].#subform[0].Body[0].” In most cases the settings page will automatically remove that prefix but each PDF creation tool may yield slight variations in this feature.

You will then be able to map the Source or form and field from which the system should pull the data. You can also enter a "Fixed Value" if a specific value is desired rather than dynamic data.

Click "Save" then "Close"

 

Training Example

For our training example we are using a process designed to automate the creation and completion of a standard IRS W4 form:

 

The forms to gather the information were split into two for ease of completion - a single form could have been used as well.

The PDF Generator General Settings tab is configured as follows:

The PDF document is the actual fill-in capable PDF form provided by the IRS on their website.  Since this is a simple form generation task I have selected template as the Source of the PDF and ignore the PDF Task field. Finally, the name of the completed PDF is entered as a static file name.

Click "Save".

No Signature is desired for this task since there is not a supervisor or other appropriate field needing completion.

The mappings tab is configured as follows:

For each Parameter shown the "Add Mapping" button was clicked and the field name was selected from the drop down.  For popular or commonly available forms, there are often website or developers notes that can be accessed to assist with the mapping and translation of the field names.  Thorough testing of the field values and auto-population is recommended as the mappings can be complicated.

The product of the PDF Generation task will be available in the Request History as well as included in the task if a User-Task, or recipient, is designated.

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