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Currently (WCMS 3.2.5), Fillable PDF’s can only be created by Administrators.

Example: Students need to complete a form, but an original signature on paper is required. WCMS Web form and Fill PDF can be used together to allow the student to complete the form in their web browser and download a PDF of the completed form, which they print, sign, and return. 

This allows you to get forms on paper, but without having to worry about reading messy handwriting or retyping the data in a database. 

See also: Create a download PDF link on the confirmation page

To get started, you will need: 

  • A fillable PDF form. You can make this in software like Adobe Acrobat Pro (available through the IST Webstore) or LibreOffice (free download).

  • A WCMS Web form configured to collect the information you need. There is no special configuration of the Web form needed for it to work with Fill PDF.

Configuring your Fillable PDF  

  1. From the administration bar, select Workbench, and then select My Dashboard.  

  2. Under Forms, select the dropdown beside Form.

  3. Select Manage PDFs.

    Form dropdown displaying option to Add, Manage submissions, and Manage PDFs.

  4. Under Upload PDF template, upload your PDF file by selecting Browse.

  5. Once you have uploaded your PDF select Create.

  6. The Edit PDF form page will appear. Configure the PDF.

  7. Optionally, provide an Administrative title. This is the title that will display on the form overview page.

  8. By default, the Filename pattern field will contain the name of your PDF file. Optionally, adjust the Filename pattern.

  9. Using the drop-down arrow under Default Webform, select the Web form to which this PDF will be linked.

  10. Select Save.

  11. In the PDF Form Information Panel, under Sample PDF select See which fields are which in this PDF. This will download a PDF in which each field has been filled with the key to each field.

    PDF Form Information Panel, highlighting the Sample PDF section.

    1. Optionally, use Update PDF template if you want to use a new version or copy of the Fillable PDF.

    2. Under Form info, locate the Form ID (the number between the square brackets). This can be used to create a download PDF link.

  12. At the bottom of the Edit PDF form page is a list of all the fields in the PDF. Under PDF Key there is an identifiable PDF key that corresponds with the PDF field label.

    The list of PDF Keys at the bottom of the edit fill pdf page.

  13. For each field that you want to fill, you need to assign a value. Select Edit under Operations for the PDF Key you want to configure.

    1. Note: In the Sample PDF (from step 11), you will see what PDF Keys exist in your PDF.

      Highlighting the Edit button under the operations column.

  14. In the Fill pattern field, enter the corresponding token. Note: Ensure the token is in lowercase and that there are no spaces within or before/after the token before saving.

    An example of inserting a token into the Fill pattern field.

    1. The token for a submission is [webform_submission:values:element_key]

    2. The token for an element that is under a container is [webform_submission:values:fieldset_key:element_key].

    3. The token for a sub-field of a submission, such as the token for the 'city' field of the Basic address element, is [webform_submission:values:element_key:sub_element_key].

      1. Note: Element keys can be located in the Build sub-tab of your Web form, under the Key column.

        Highlighing the form keys that are found under the Key column of the web form.

  15. Select Save.

  16. Repeat steps 13-15 for each PDF field key that you want to fill.

Testing your Fillable PDF  

After configuring your Fillable PDF it is recommended to test your Web form to see that each field is filling correctly. To do this: 

  1. Make a submission to your web form by filling out each field.

  2. Return to the Edit FillPDF form page.

  3. Under Default Webform, select Download this PDF template populated with data from the webform [webform-name].

    The Default webform heading containing the download pdf link.

  4. This will download a PDF with the fields filled out according to the last submission. Confirm that all fields are filling as expected.

Providing users the option to download the Fillable PDF 

Now that the Fillable PDF has been configured and tested, the next step is to provide the option for users who complete your web form to download their filled PDF. A link to the Fillable PDF can be displayed on the confirmation for both authenticated and anonymous users. See how to create a download PDF link on the confirmation page. 

 

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