Use the ‘Document’ Action - create a document template and fill it in automatically with the data provided by the User in the Process.
What is a ‘Document’ Action?
The ‘Document’ action is an additionally paid function which enables the generation of PDF files on the basis of the created template and dynamic data downloaded from Snippets.
The PDF file generated in the Process is saved in the account of the indicated User and is available in his/her pofile in the Administration Panel in the ‘Files’ section. You can also automatically forward it in a Process to another User using the ‘Email’ action, or export it to another system using the ‘Data transfer’ action.
You can use the action for all Processes that require the completion of standardised documents, e.g. a personal questionnaire, a contract, RODO approval, any consents or tax documents. In addition to this, the Document PDF is great for summarising an employee's billing in an offboarding process - with it you can prepare the final workflow and export it to the employee's file.
How to set up a Document action?
Using the ‘Drag&Drop’ function in the Workflow view, drag the ‘Document’ tile to the appropriate place in the path to be created.
Fill in the field ‘File name’. - Under this name, you will later find the generated PDF file in the ‘Files’ section of your user profile in the Administration Panel.
Prepare a document template. Edit the content using various text formatting options, as well as Snippets - thanks to them, the Document will be automatically supplemented with information provided by Users in the Process.
Remember that in the ‘Preview’ tab, you can continuously verify the appearance of the edited document.
How to download the generated Document?
The generated PDF file can be downloaded from the ‘Files’ section of the User's profile in the Application Administration Panel.
How to send a generated Document to another User?
You can send the generated PDF file in a Process using the ‘Email’ action to another User. In Workflow, add a new Email Action, the release of which depends on the previously configured Document Action.
In the Attachment field, place the Snippet with the generated PDF (its name is the File Name you entered when configuring the PDF).
Draft the email message as you would for an Email Action.
How to transfer the generated Document to another system or another location?
Use the ‘Data Transfer’ action for this. - read more here.