Description:

The FormPDF workflow step converts a specified form instance to PDF and stores the resulting file path information in the configured Variables or Globals.

The step supports:

• Selecting a form instance ID from a Variable, Global, or FormVariable.
• Converting the form instance HTML to PDF.
• Storing the physical PDF file path in a Variable or Global.
• Optionally storing the virtual PDF file path in a Variable or Global.
• Using the generated PDF path in subsequent workflow activities.
• Returning a True or False result for subsequent workflow processing.

Usage:

The FormPDF step is typically placed after a workflow creates, populates, or completes a form instance.

The workflow provides the form instance ID and specifies where to store the generated PDF path information. FormPDF then converts the form instance HTML to PDF and makes the resulting path information available to subsequent workflow activities.

A typical workflow pattern is:

Form Instance → FormPDF → Use PDF

The generated PDF path can then be used by later workflow steps to:

• Store or archive the generated PDF.
• Attach the PDF to an email.
• Transfer the PDF to another system.
• Upload the PDF to an FTP server.
• Save the PDF as part of a document-processing workflow.
• Provide the PDF path to another workflow activity.
• Perform additional processing on the generated document.

Typical Workflow Suggestions:

Generate a PDF from a Completed Form

Use FormPDF after a form instance has been completed when a PDF representation is required.

Example:

Complete Form → FormPDF → Send Email

The generated PDF can then be used by a subsequent email activity.

Generate a PDF for Email Attachment

Use the step to create a PDF representation of a form before sending an email.

Example:

Form Submission → FormPDF → Send Email

The workflow can use the physical PDF file path FormPDF stores when preparing the email.

Create a PDF for Document Archiving

Use FormPDF to generate a PDF you can retain as part of a workflow's document-processing activities.

Example:

Form Completion → FormPDF → Archive Document

You can pass the generated physical file path to the next document-processing activity.

Generate a PDF for FTP Transfer

Use FormPDF before an FTP upload when a completed form needs to be transferred to an external FTP location.

Example:

Form Submission → FormPDF → FTPSendFile

The outputPath value can provide the physical path of the generated PDF to the file-transfer step.

The XML confirms that the output path is stored in a Variable or Global, but it does not define the exact syntax used to reference that value in another step.

Generate a PDF for External Integration

Use FormPDF to create a document that can be supplied to a downstream integration.

Example:

Process Form Data → FormPDF → External Integration

The subsequent integration activity can use the generated PDF file based on its input requirements.

Generate a PDF After Approval

Use FormPDF after an approval process when the approved form needs to be represented as a PDF.

Example:

Submit Form → Approval → FormPDF → Distribute PDF

This pattern ensures that PDF generation occurs after the workflow reaches the required approval stage.

Generate a PDF for Reporting

Use FormPDF when a form instance represents a report, request, application, or other business record that needs a PDF representation.

Example:

Collect Form Data → FormPDF → Store/Send Report

The physical output path can then be passed to the next activity.

Store Physical and Virtual PDF Paths

The step provides separate properties for storing the physical and virtual file paths.

Example:

Form Instance → FormPDF → Use Physical Path / Use Virtual Path

The outputPath property is required, while outputVirtualPath is optional.

This can be useful when downstream workflow activities require different representations of the generated file location.

Generate a PDF Before Document Processing

Use FormPDF as a preparation step before another activity processes the generated PDF.

Example:

Form Instance → FormPDF → PDF Processing → Complete

The generated PDF path can be stored in a workflow Variable or global variable for use by the downstream activity.

Create a PDF for User Distribution

Use FormPDF when a completed form needs to be distributed to users as a PDF.

Example:

Complete Form → FormPDF → Notify User

You can then incorporate the generated document into the subsequent notification or distribution process.

Handle PDF Generation Failures

Connect the False return path to an appropriate error-handling activity.

Example:

FormPDF

True → Continue Process

False → Log Error → Notify Administrator

This allows the workflow to distinguish between successful and unsuccessful PDF generation.

Generate PDFs for Multiple Workflow Instances

Use FormPDF within a repeated processing pattern when multiple form instances need to be converted into PDFs.

Example:

Get Form Instance → FormPDF → Process PDF → Get Next Form Instance

You can process each form instance using its corresponding form instance ID.

The XML confirms that the step operates on a form instance ID but does not specify looping or batch-processing behavior itself.

Example:

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

• Create a new process definition named “formPDFDef” and open it in Designer mode. 
• Drag a “routeForm, and formPDF” step to the canvas.
• Connect the dots between the “Start” and other steps, as shown above. 
• Select the line between the steps to configure the “Connection Properties”. The default property values are “None, True, False, Error, and Evaluate”. Depending on the step’s purpose, you can configure additional values.
• Define a variable or a global to store the result. 
• Click the “routeForm” step to configure its “Required” properties. Provide a name for the step. Select a Form Definition from the drop-down list. Provide a variable or a global reference to store the Form Instance ID. Navigate to the Optional tab. Configure the route to an existing user or an application role. Click the Save button. Note: Click the "AI Predict" button to have the Copilot add new process steps that match your process description. 

• Click the “formPDF” step to configure its “Required” properties. Provide a variable or global reference to store the Form Instance ID and the PDF's physical file path. Click the Save button. Note: Click the "AI Predict" button to have the Copilot add new process steps that match your process description.   

• Click the “formPDF” step to configure its “Optional” properties. Provide a variable or global reference to store the PDF's virtual file path. Click the Save button. 

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

• Save the process definition, create a new instance, and execute it. Render the process instance and click the process step to view its properties. When the workflow reaches the FormPDF step, FlowWright uses the configured form instance ID to convert the form instance HTML to PDF. FlowWright stores the physical output path in the configured Variable or Global, and also stores the virtual output path when the optional property is configured. The workflow then follows the True or False return path according to the operation result. The Step generates and stores a new PDF file at the specified output path.

Tips:

• Verify that the configured form instance ID refers to the intended form instance.
• Make sure the form instance is available before the FormPDF step executes.
• Use a meaningful Variable or Global name for the physical PDF path.
• Use a meaningful Variable or Global name for the optional virtual PDF path.
• Verify that the physical output path is available to downstream workflow activities.
• Configure the optional virtual output path when a downstream activity requires it.
• Test the workflow with representative form instances before deploying it.
• Verify the generated PDF after execution.
• Confirm that the expected form content appears in the generated PDF.
• Test the workflow with forms containing different amounts of data.
• Test the workflow with forms containing multiple sections or complex layouts.
• Test the workflow when the supplied form instance ID is invalid or unavailable.
• Test the False return path for PDF-generation failures.
• Connect the False path to suitable error handling where PDF generation is required for subsequent processing.
• Log the generated physical path when document traceability is important.
• Verify the generated file before sending, uploading, or archiving it.
• Avoid deleting or moving the generated PDF before downstream activities have finished using it.
• If the PDF is uploaded to another system, verify that the downstream step uses the correct physical file path.
• If both physical and virtual paths are used, clearly distinguish their purposes in the workflow.
• Do not assume that the physical and virtual paths are interchangeable.
• Do not assume specific PDF page size, orientation, fonts, rendering behavior, or styling options unless confirmed by the FlowWright implementation.
• Do not assume that FormPDF modifies the original form instance; the XML describes conversion of the form instance HTML to PDF and storage of output paths. 
• Test the workflow after changes to the underlying form definition or form layout.
• Verify the resulting PDF before using it in external integrations.

Definition Sample:

You may download the sample definition from the link provided and later import it into your FlowWright Process Definition XML file or Form Definition HTML file page.

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

• Form instance ID.
• Physical output path Variable or Global.
• Virtual output path Variable or Global, if required.
• Workflow Variable references.
• Environment-specific settings.
• Downstream True and False workflow paths.
• Error-handling configuration.

After verifying the configuration, save the Process Definition before execution.

Click here to download the sample file.