# 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
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### **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
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