# PDF ### **1. Introduction** The **PDF Field** in Unifize enables users to generate downloadable and printable PDF documents based on a configured process checklist. These PDFs can be shared internally with team members or externally with vendors, suppliers, or auditors. Each PDF is based on a unique template that reflects the structure and data of a specific process. Admins configure this field to define how the PDF is created, what content is included, where the file is saved, and whether it’s stitched with additional documents.
*** ### **2. How the PDF field works** Based on the existing process and checklist configuration, which is determined by the client requirements , Unifize team can create custom PDF templates and generate template ID. This template ID can be added in the PDF checklist field settings. Once the PDF field is configured: * The end user can see a “Generate PDF” button, which appears in the checklist. * When the user clicks it, the message “PDF is being generated now” is shown. * The PDF is automatically: * Delivered to the My Inbox conversation window * Uploaded to the designated file field in the checklist * Users can: * Download the PDF from either location * Preview it directly in the app * Delete or remove the generated PDF (”Remove from the checklist” also removes it from My Inbox) * If the PDF field is not properly configured, users will receive the error: “Invalid PDF configuration” *** ### **3. How the PDF field helps you** The PDF field is useful for: * Automatically creating consistent, formatted documentation for records * Enabling fast sharing of process information without exporting data manually * Supporting audits, reviews, and external stakeholder communication * Standardizing report output across different processes #### **Common use cases:** * NC Report generation * CAPA summary documentation * Deviation reports * Supplier communication with structured process output *** ### **4. Roles and permissions** | **Role** | **Permissions** | | ------------------- | --------------------------------------------------------------------------------------------------------------------- | | **Admin** | Configure PDF generation mode, set the destination field, assign template ID, define file naming and attachment logic | | **Org Member** | Click **Generate PDF** button, download, view, or delete the file (if permissions allow) | | **External Member** | Access generated PDF only if shared via the checklist or conversation window | > Note: If the field is not visible to a role, it’s likely restricted via conditional logic or checklist access controls. *** ### **5. PDF field settings** | **Setting name** | **Description** | **Use case** | | ---------------------------------- | ----------------------------------------------------------------------------------------------------------- | ------------------------------------------------------------------------------------------------------------------ | | **Type** | Choose the PDF generation method: PDF Generator API, PDF Generator API v2, Adobe Convert Native File to PDF | Choose API types when using JSON-based templates; choose Adobe for visually designed templates or file conversions | | **Template ID** | Required for PDF Generator API and v2. Enter the unique ID assigned by the Unifize team. | Every process has its own template; the Template ID links the checklist to its correct output layout | | **Upload to Another File Field** | Choose where the generated file should be uploaded (e.g., Supporting Documents) | Store generated PDFs in a specific field for clarity and document management | | **Don’t Attach File to Checklist** | Prevent the PDF from being added to the checklist and only shows in My Inbox | Use when the file is for review only, not for permanent recordkeeping | | **Attach Latest Version Only** | Replace the previous version each time a new PDF is generated | Keep only the most up-to-date CAPA report, NC form, or audit document | | **Attach All Versions** | Retain a full version history of all PDFs generated | Maintain revision logs for audits and regulatory traceability | | **Sort By** | Define sort order (by **Date Added** or **Name**) | Improve findability of reports in long checklists | | **+ Stitch** | Merge additional files (images, checklists, native files) into the final PDF | Combine protocol data + evidence attachments into one cohesive report | *** ### **6. Template types** | **Template type** | **Details** | | ------------------------------------ | ----------------------------------------------------------------------------------------- | | **PDF Generator API** | Requires a Template ID mapped to a JSON layout. The PDF contains full-format option | | **PDF Generator API v2** | Lightweight version of v1, requires simplified JSON template and better performance | | **Adobe Convert Native File to PDF** | Converts uploaded DOCX/XLSX/PPTX files to PDF; relies on **File Upload** checklist fields | *** ### 7. Condition field | **Setting** | **Description** | **Use case** | | --------------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | -------------------------------------------------------------------------------------------------- | | **Show until condition met** | Displays the approval field until a specified condition is satisfied. Once met, the field will stay in shown state until the condition is met and there’s a behavior selected. | *Show “Generate PDF” until Status = Finalized* (e.g., during initial CAPA review stages only) | | **Hidden until condition met** | The field is hidden by default and becomes visible only when the condition is met. | *Only show the PDF generation button when “Implementation Complete” = Yes* (Validation checklists) | | **Mandatory until condition met** | Makes the field mandatory until the condition is satisfied (less relevant for PDF fields). | *Enforce PDF generation before allowing a record to close* (Audit prep workflows) | | **Disable until condition met** | Locks the PDF field from interaction until a certain condition is true. | *Prevent PDF generation until all required fields are completed or status is “Ready for Review”* | | **Condition (Field + Qualifier)** | Defines the trigger condition based on form or checklist field values. | *Trigger logic based on fields like “Severity”, “Risk Level”, or “Type” to allow PDF visibility* | | **+ Add condition (AND)** | Allows combining multiple conditions; all must be true to activate the behavior. | *Show PDF only if “CAPA Required” = Yes **and** “Severity” = Critical* (Regulatory filings) | | **Behavior (Show/Hide/Disable)** | Defines what happens to the revision field when the condition is met. A behavior state is only applied if the condition is met, if its not met it simply falls back to default state. | Ensure PDF is generated before moving status forward, nly when field is visible | ### **8. Feature limitations** * **Excel column-** PDFs generated from Excel sometimes **miss column data**—especially in large or complex spreadsheets [🖊️Edit this page](https://www.notion.so/Admin-v-214860e6b45e809890aad50a8deee780?source=copy_link) ### **1. Introduction** The **PDF Field** in Unifize enables users to generate downloadable and printable PDF documents based on a configured process checklist. These PDFs can be shared internally with team members or externally with vendors, suppliers, or auditors. Each PDF is based on a unique template that reflects the structure and data of a specific process. Admins configure this field to define how the PDF is created, what content is included, where the file is saved, and whether it’s stitched with additional documents. *** ### **2. How the PDF field works** Based on the existing process and checklist configuration, which is determined by the client requirements , Unifize team can create custom PDF templates and generate template ID. This template ID can be added in the PDF checklist field settings. Once the PDF field is configured: * The end user can see a “Generate PDF” button, which appears in the checklist. * When the user clicks it, the message “PDF is being generated now” is shown. * The PDF is automatically: * Delivered to the My Inbox conversation window * Uploaded to the designated file field in the checklist * Users can: * Download the PDF from either location * Preview it directly in the app * Delete or remove the generated PDF (”Remove from the checklist” also removes it from My Inbox) * If the PDF field is not properly configured, users will receive the error: “Invalid PDF configuration” *** ### **3. How the PDF field helps you** The PDF field is useful for: * Automatically creating consistent, formatted documentation for records * Enabling fast sharing of process information without exporting data manually * Supporting audits, reviews, and external stakeholder communication * Standardizing report output across different processes #### **Common use cases:** * NC Report generation * CAPA summary documentation * Deviation reports * Supplier communication with structured process output *** ### **4. Roles and permissions** | **Role** | **Permissions** | | ------------------- | --------------------------------------------------------------------------------------------------------------------- | | **Admin** | Configure PDF generation mode, set the destination field, assign template ID, define file naming and attachment logic | | **Org Member** | Click **Generate PDF** button, download, view, or delete the file (if permissions allow) | | **External Member** | Access generated PDF only if shared via the checklist or conversation window | > Note: If the field is not visible to a role, it’s likely restricted via conditional logic or checklist access controls. *** ### **5. PDF field settings** | **Setting name** | **Description** | **Use case** | | | ---------------------------------- | ----------------------------------------------------------------------------------------------------------- | ------------------------------------------------------------------------------------------------------------------ | - | | **Type** | Choose the PDF generation method: PDF Generator API, PDF Generator API v2, Adobe Convert Native File to PDF | Choose API types when using JSON-based templates; choose Adobe for visually designed templates or file conversions | | | **Template ID** | Required for PDF Generator API and v2. Enter the unique ID assigned by the Unifize team. | Every process has its own template; the Template ID links the checklist to its correct output layout | | | **Upload to Another File Field** | Choose where the generated file should be uploaded (e.g., Supporting Documents) | Store generated PDFs in a specific field for clarity and document management | | | **Don’t Attach File to Checklist** | Prevent the PDF from being added to the checklist and only shows in My Inbox | Use when the file is for review only, not for permanent recordkeeping | | | **Attach Latest Version Only** | Replace the previous version each time a new PDF is generated | Keep only the most up-to-date CAPA report, NC form, or audit document | | | **Attach All Versions** | Retain a full version history of all PDFs generated | Maintain revision logs for audits and regulatory traceability | | | **Sort By** | Define sort order (by **Date Added** or **Name**) | Improve findability of reports in long checklists | | | **+ Stitch** | Merge additional files (images, checklists, native files) into the final PDF | Combine protocol data + evidence attachments into one cohesive report | | | | | | | *** ### **6. Template types** | **Template type** | **Details** | | ------------------------------------ | ----------------------------------------------------------------------------------------- | | **PDF Generator API** | Requires a Template ID mapped to a JSON layout. The PDF contains full-format option | | **PDF Generator API v2** | Lightweight version of v1, requires simplified JSON template and better performance | | **Adobe Convert Native File to PDF** | Converts uploaded DOCX/XLSX/PPTX files to PDF; relies on **File Upload** checklist fields | *** ### 7. Condition field | **Setting** | **Description** | **Use case** | | --------------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | -------------------------------------------------------------------------------------------------- | | **Show until condition met** | Displays the approval field until a specified condition is satisfied. Once met, the field will stay in shown state until the condition is met and there’s a behavior selected. | *Show “Generate PDF” until Status = Finalized* (e.g., during initial CAPA review stages only) | | **Hidden until condition met** | The field is hidden by default and becomes visible only when the condition is met. | *Only show the PDF generation button when “Implementation Complete” = Yes* (Validation checklists) | | **Mandatory until condition met** | Makes the field mandatory until the condition is satisfied (less relevant for PDF fields). | *Enforce PDF generation before allowing a record to close* (Audit prep workflows) | | **Disable until condition met** | Locks the PDF field from interaction until a certain condition is true. | *Prevent PDF generation until all required fields are completed or status is “Ready for Review”* | | **Condition (Field + Qualifier)** | Defines the trigger condition based on form or checklist field values. | *Trigger logic based on fields like “Severity”, “Risk Level”, or “Type” to allow PDF visibility* | | **+ Add condition (AND)** | Allows combining multiple conditions; all must be true to activate the behavior. | *Show PDF only if “CAPA Required” = Yes **and** “Severity” = Critical* (Regulatory filings) | | **Behavior (Show/Hide/Disable)** | Defines what happens to the revision field when the condition is met. A behavior state is only applied if the condition is met, if its not met it simply falls back to default state. | | Options include:- Show field- Hide field- Disable/Lock field. | *Force PDF visibility during pilot or testing phases, regardless of other logic* | | **Mandatory if not hidden** | Makes the PDF generation action mandatory when it’s visible (if enforced). | *Ensure PDF is generated before moving status forward—only when field is visible* | ### **8. Feature limitations** * **Excel column-** PDFs generated from Excel sometimes **miss column data**—especially in large or complex spreadsheets