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Embedded PDF Workflow

Embedded PDF Workflow (V.1)

Now, you can not only upload a PDF using the embedded PDF answer type but also edit the PDF from the form designer itself. As soon as you upload the PDF, it will open in the designer's PDF editor. You can also edit the PDF later using the Edit PDF button. In the editor, you can add text boxes, prefill any information, add annotations, and most importantly, create Signature Fields. The signatures fields are tied to the new PDF workflow feature explained below. When you click on the Create Signature button, a draggable and droppable field will be displayed. You can drag and resize the box according to your requirement. Once you are done, you can hit save PDF and the boxes will turn into sign here fields.

  • Note: You can create as many signature fields as you want. Use the Delete All Signature button to remove all the signatures at once or use the annotation manager on the left-hand side to select any field that you've added to delete them one by one. Select the annotation and click on the ellipses menu to see the delete option in addition to other features inside the annotation manager.
  • Note: When you click on the Create Signature button and before selecting the added signature box you click outside, the signature box disappears. You can re-select the hidden signature box using the annotation manager on the left.

For PDF permissions: Click on Assign Your Form within form designer or use data security page inside Admin screen to assign permissions to desired organization/s and/or user/s. The available permissions are: Complete PDF and Reset PDF which is explained below along with other PDF features.

PDF Workflow:

Important Note: PDF events are logged only after the form is saved or submitted. Remember to save or submit the form first before making any changes to your PDF if you want the PDF events logged to the form chat. Also, save the submission once you are done editing the PDF. In case you forget to save the form, check the Drafts page under Form-Hub to resume where you left off.

  1. Start Filling PDF: This sets the PDF to the editable mode and lets you fill the PDF. Signature fields are disabled in this state.
  2. Start Signing PDF: This sets the signature fields to the editable mode and lets you sign the PDF. You'll be prompted with a signature policy that you must accept to sign the PDF. Note: Start Signing PDF is shown only if the PDF consists of one or more Sign Here fields.
  3. Done Signing PDF: If the submission has been saved, Done Signing PDF adds a chat record with the current snapshot of the PDF which you can use for future data integrity purposes.
  4. Complete PDF: This completes the PDF and puts it to a non-editable lock mode after which the PDF cannot be edited. An exception to this is the Reset PDF functionality. Complete PDF also adds a log to the form chat with the current snapshot of the PDF.
    • Note: There are three prerequisites to see the Complete PDF button
      1. The submission must be saved or submitted.
      2. The user must have access to the Complete PDF permission. Again, this can be granted through the form designer's "Assign Your Form" feature or Admin screen's "Data Security" page.
      3. All signature fields must be signed first. 
  5. Reset PDF: This removes the PDF signatures and the PDF lock that was set by Complete PDF action. This also adds a log to the form chat with the snapshot of the PDF before clearing out the signatures.
    • Note: Prerequisites to see the Reset PDF button.
      1. The submission must be saved or submitted.
      2. The user must have access to the Reset PDF permission. This can be granted through the form designer's "Assign Your Form" feature or Admin screen's "Data Security" page.
      3. The PDF must be completed.
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