M228: Auto Generating a PDF File with Business Data Inserted

 

By placing [Generate PDF File] in the middle of the Flow Diagram and preparing a template PDF, a PDF file will be automatically generated upon arrival at this Step. Business data will be inserted in each Form field of the Template PDF. For example, you can automatically generate a PDF file following the confirmation of expense data by a supervisor or accounting personnel.

1. Usage Example of PDF Auto-generation

a. Internal Record

Auto-generating a PDF document for an audit trail (e.g. 'Detailed Statement of Expense', 'Invoice')

b. External Submission

Auto-generating a PDF document to be an email attachment or printed and mailed (e.g. 'Appointment Letter', 'Employee Transfer Letter')

2. Arrange and Set the PDF Generation Step

1. String to be the Name of the Generated file

Refers to String-type data such as the Issue name or issued ID

2. Directory where the Generated file will be Stored

The generated file will be added to the specified File-type Data Item

• To prevent duplication of the file name prepare a unique String-type data upstream of the automated process
  E.g. "Invoice-#{#format(#q_datetime, 'yyyyMMddHHmm')}.pdf", etc.
• It is possible to delete PDF files created in the past (optional)
• There is also built-in automated steps to generate PDF files from HTML, available in the Advanced Edition

3. Prepare and Register a Template PDF

1. Create an Outline for a Template PDF

Create a PDF of your design, with fixed sentences and background images using Microsoft Word, etc. (no-form.pdf)

2. Arrangement of the Form

Place the "Form Field (Text)" to the position where you want to insert the data (Requires Acrobat, etc.)

3. Set the Insertion ID

Change the "Name" of each Form Field to the Insertion ID (e.g. "q_name")

4. Register as a Template PDF

Register the Template PDF to the Workflow platform or external server

• To insert data, use the Field name (character string following q_) set for each Data Item
  • Also works with an old format that uses data definition numbers (data ['9']) instead of Field names
• [Administrative privileged Users] are able to register a Template PDF to be used Cross-operationally (M320)
• It is also possible to obtain samples of the Template PDF

R2280: Business Data Insertion Id (PDF)
BPMN Icons: Generate PDF File
Base PDF

Fig. Conceptual image of generation of a new PDF from the Template PDF

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X. Business Apps

• Billing Process
• Shipment BPO Flow
• Estimate Creation Flow
• Online Estimate Storage Flow
• Expense Claim Monthly Flow
• Postal Matter Sending Process
• Acceptance Inspection Request Flow
• Approval Flow-Budget Control
• Invoice Issuance-Sampling Check
• BPO Shipment Process
• Approval Request Flow

Z. More Info: Samples of Template PDF

a. Sales Operation

Quote (63 forms of Destination, Message, etc.)

b. Invoicing Operation

Invoice (66 forms of Destination, Bank details, Payee, etc.)

c. Postal Procedure

Letter of transmittal (7 forms of Address, Destination, etc.)

Z. More Info: Generate PDF from HTML

a. DocRaptor

Built-in Automation: DocRaptor: Generate PDF

Tutorial: Generating PDF files from HTML with inserted business data (integrated with DocRaptor)

b. Adobe

Built-in Automation: Adobe: Generate PDF (HTML to PDF)