Description:

The Set PDF Form Field Values step enables a FlowWright workflow to populate one or more interactive fields within a fillable PDF form using workflow variables, global variables, constants, or mapped values.

Many business processes require standardized PDF documents such as contracts, applications, invoices, inspection reports, medical forms, or compliance documents to be completed automatically. Rather than requiring users to manually enter information into PDF forms, this step fills the configured PDF fields and generates a completed output document during workflow execution.

The step accepts an existing PDF form, applies the configured field mappings, creates a new completed PDF, and stores both the physical output file path and its virtual path for downstream workflow activities such as emailing, archiving, document management, or customer delivery.

An optional setting allows the generated PDF to be marked as read-only, preventing further modification after creation.

Typical uses include:

• Completing application forms
• Generating contracts
• Producing invoices
• Creating inspection reports
• Filling compliance documentation
• Preparing onboarding forms
• Generating customer agreements
• Producing printable workflow documents

This step enables organizations to automate PDF document generation while ensuring consistent, accurate, and repeatable document creation.

Usage :

The Set PDF Form Field Values step is typically used after workflow data has been collected and before documents are distributed, archived, or attached to workflow records.

During execution:

1. Open the selected PDF form.
2. Read the configured PDF field mappings.
3. Populate each mapped PDF field with its corresponding workflow value.
4. Generate the completed PDF document.
5. Store the physical output file path and virtual file path in the configured workflow variables or global variables.
6. Optionally mark the generated PDF as read-only.
7. Continue workflow execution through either the True or False return path.

A typical workflow might look like this:

Typical workflow scenarios include:

• Creating completed customer application forms
• Producing employee onboarding documents
• Generating signed contract templates
• Creating inspection certificates
• Producing insurance claim forms
• Filling government reporting forms
• Generating quality assurance documents
• Producing printable approval packages

Example:

Let’s build and execute the “setPDFFormFieldsDef” example.        

• Create a new definition called “setPDFFormFieldsDef” and open the definition in designer mode. 
• Drag a “setPDFFormFields” step to the canvas. 
• Connect the dots between the “Start” and “setPDFFormFields” steps, as shown above. 
• Click the “setPDFFormFields” step to configure its “Required” properties. Provide a name for the step. Select the PDF file from the drop-down list. Provide a variable or global reference to store the PDF output file. Provide a variable or global reference to store the virtual path of the PDF output file. Click the button to complete the field mappings. Click the Save button. Note: Click the "AI Predict" button for the Copilot to add new process steps that match your process description. 

• Click the "PDF Form file" button. Choose and upload the PDF file from the local folder. Note: The PDF file should include editable text fields. 

• Click the Field Mappings button. A configuration pop-up window appears. Click the Add Row button to insert an empty row. Select the PDF field names from the drop-down list. Provide the variable or global reference that holds the value. You may insert multiple field mappings by using the Add Row button. Click the Save button. 

• Click the “setPDFFormFields” step to configure its “Optional” properties. Select “On” to set the output PDF file to read-only. Click the Save button. 

• The “Logging” configuration is necessary for documentation and also measures workflow progress and percent complete. This is achieved by configuring the step state and percent fields individually, as shown in the images below. Configure the “Logging” using the following properties.

• Save the process definition, create a new instance, and execute it. Render the process instance. Click the process step to view its properties. The step should retrieve the virtual file URL path.  

• The PDF file in this example contains the following field structure (for reference).

Tips:

• Verify that the source PDF contains fillable form fields before configuring field mappings.
• Configure field mappings carefully to ensure workflow values populate the correct PDF fields.
• Enable Set Output PDF Read Only when generated documents should not be modified after creation.
• Store the virtual PDF path when the document will be accessed through portals or email links.
• Route the False execution path to logging and notification activities for easier troubleshooting.
• Combine this step with Generate PDF, PDF Encrypt Secure, Add Attachments, Send Email, Archive Form Instance, or document management steps to build complete document automation workflows.

Notes:

• The step operates on fillable PDF forms.
• The original PDF form remains unchanged; a new output PDF is generated.
• Both the physical and virtual output file paths are returned through workflow variables or global variables.
• Field population is controlled through the configured PDF field mappings.
• The generated PDF can optionally be marked as read-only.
• Both the True and False return paths should be implemented for complete workflow handling.
• Ensure that the executing workflow has permission to read the source PDF and write the generated output document.
• PDF generation activities are recorded in the FlowWright workflow execution log.

Set PDF Form Field Values vs. Move Data:

Although both workflow steps populate destination fields using configurable mappings, they operate on different targets.

As a general guideline:

• Use Set PDF Form Field Values when workflows need to generate completed PDF documents from workflow data for printing, distribution, archival, or customer delivery.
• Use Move Data when workflows need to synchronize or transfer business data between FlowWright form instances without generating external documents.

Configure:

This workflow step requires manual configuration of its data type. As an admin user, navigate to Administration > Data Types > Auto Detect. Select the data types for this step and configure them for your FlowWright environment, as shown in the graphic below. 

As an admin user, go to Administration > Steps > Auto Detect. Select and configure the step for your FlowWright environment, as shown in the graphic below. 

Definition Sample:

You may download the sample workflow definition from the link provided and import it into your FlowWright environment.

Note: Verify and complete any missing configuration after importing the sample, including:

• Source PDF form
• Output PDF file variable
• Output virtual file path variable
• PDF field mappings
• Read-only option
• Success and failure workflow branches

After verifying the configuration, save and publish the workflow before execution.

Click here to download the sample file.