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.

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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”

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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

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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.

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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

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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

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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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