# PDF

### **1. Introduction**

The **PDF Field** in Unifize lets you generate a downloadable and printable version of your process checklist. This PDF contains structured, formatted information pulled directly from your process and can be shared internally or externally—such as with vendors, suppliers, or auditors.

You’ll see a **“Generate PDF”** button wherever the field is configured. With one click, you can generate a document that reflects your current checklist status and details.

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### **2. How the PDF field works**

Once your admin has set up the PDF field and linked it to a pre-approved template:

* You will see a **“Generate PDF”** button inside your checklist.
* When clicked, a message appears: **“PDF is being generated now.”**
* The generated PDF is:
  * Automatically uploaded to the checklist file section (if configured).
  * Sent to your **My Inbox** conversation window.
* You can:
  * **Preview the PDF** directly in the app.
  * **Download** it from either My Inbox or the checklist.
  * **Delete or remove** it if permitted. Removing it from the checklist also deletes it from the My Inbox thread.

If there’s a backend misconfiguration, you’ll see an error: “Invalid PDF configuration”

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### **3. How the PDF field helps you**

The PDF field simplifies how you generate official, shareable reports from your checklist activity.

#### **Why it’s useful:**

* No need to manually format or export content
* Fast and consistent documentation across teams
* Easy to share with stakeholders, suppliers, or auditors
* Makes reports accessible right from your record

#### **Real-world use cases:**

* Creating NC or CAPA reports
* Submitting deviation reports
* Sending process summaries to external vendors
* Attaching evidence for audits or customer reviews

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### **4. Technical workflow**

Here’s how the process works from your side:

1. Navigate to a checklist with a configured PDF field.
2. Click the **Generate PDF** button.
3. Wait for the **“PDF is being generated now”** notification.
4. Find the PDF in:
   * The checklist's file section (if setup)
   * The **My Inbox** chat window for that record
5. You can open, preview, download, or delete the PDF (if permissions allow).

> Behind the scenes, the Unifize team maintains unique PDF templates per process and assigns each one a Template ID for generation logic.

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### **5. Roles and permissions**

| **Role**            | **Permission**                                                                          |
| ------------------- | --------------------------------------------------------------------------------------- |
| **Org Member**      | Can generate, download, preview, or delete the PDF if the field is visible/editable     |
| **External Member** | Can view/download the generated PDF **only if** shared with them via checklist/My Inbox |
| **Admin**           | *(Not applicable to this guide – handled in backend)*                                   |

> Visibility and accessibility of the PDF button depends on checklist conditions, statuses, and user roles set by admins.

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