Docrio allows users to upload PDF Files to be used as source files when creating templates. After selecting a source file to use, Docrio will scan that file to identify form fields. After linking these fields users can then merge client information on the template they’ve created.

Table of Contents

  1. Navigating to the PDF Builder
  2. Uploading and Managing a Source PDF File
  3. Uploading a PDF File
  4. Source File Actions
  5. Linking and Managing Fillable Fields
  6. Fillable Field Summary Overview
  7. Fillable Fields Actions and Statuses
  8. Linking Fillable Fields
  9. Adding Inputs from the Input/Template Preview Sections
  10. Performing Merges with PDF Templates
  11. Related Articles

Navigating to the PDF Builder

Access the ability to create templates using PDF files from the PDF Builder tab within Docrio. This tab can be accessed by launching the Docrio Document Generation tab, and then clicking the PDF Builder tab.

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Uploading and Managing a Source PDF File

Use the steps below to create a new Docrio template using a PDF file as a source.

Uploading a PDF File

The first part of this process involves creating a new template and uploading your source PDF file.

  1. Navigate to the PDF Builder tab within the Docrio Document Generation application. 
  2. On the PDF Template tab, click New Template. You can also edit a previously created template, or pick up where you left off when creating a template, using the Edit Template button.

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  3. Enter required and optional information in the fields provided under the Template Properties section. Required fields include: Template Name, Merged File Name, and Starting Object.
    • The Starting Object field will only list objects where Docrio has been enabled. This can be configured via the Docrio Admin Settings page under Objects and Display Fields

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  4. Select the optional Auto-merge feature if you’d like to enable it. 
  5. Select an optional Parent Folder by clicking the + Choose Parent Folder button and following the steps displayed.
  6. Click the Add PDF Template File button under the Source File section.
  7. Select your source PDF file from the Finder/Explorer window that appears.

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  8. Docrio will process the source file and populate the Fillable Fields Summary tab on the right side of the page. Use the Replace PDF Template File button to replace the selected source file if desired. 
    • If you replace the PDF template file it is possible the fillable fields listed on the Fillable Fields Summary section will change as well. These fields are directly tied to the PDF File, and by swapping out the source file it is possible you will change which fields are displayed.
  9. Click Save.
  10. Click the PDF tab to view a preview of your PDF template.

Source File Actions

In addition to adding a template file, there are a number of other available actions under the Source File section. Many of these options are not available for you until after you’ve uploaded a template file (see the two images below).

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Below is a list of the available source file actions: 

  • Add Template File: This is the initial option used to select and designate a source template file.
    • Once used this button changes to the Replace PDF Template File button.
  • Replace PDF Template File: Replace the template file that you’ve originally updated. 
    • This action is only available after uploading a template file.
  • Edit PDF Template File: Edit the uploaded template file using the Docrio Desktop App.
    • This action is only available after uploading a template file.
    • You will need the Edit File File Action to perform this action. 
  • Download PDF Template File: Download a copy of the uploaded template file to your computer.
    • This action is only available after uploading a template file.
  • Clone PDF Builder Template: Create a clone of the selected template. To access this clone, close out of the template editor, select Edit Template from the PDF Templates Tab, and select the cloned template from the list provided.
    • This action is only available after uploading a template file.
  • Test Me: Opens a modal where you can select a record to perform a test merge using this template. 
    • This action is only available after uploading a template file.

Linking and Managing Fillable Fields

The sections below cover how you can link fillable fields to input fields.

Fillable Field Summary Overview

The Fillable Fields Summary section is populated by the Fillable Fields that are embedded in the PDF source file.

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If you do not see the fields you need on the Fillable Fields Summary view, or the fields look incorrect, we recommend opening the source file in a PDF Editor program and looking at the form fields there. Or reaching out to who provided the PDF to you.

The Fillable Fields Summary tab is organized into a table. The columns of that table contain the following sections: 

  • Field Type: Docrio can identify what type of fillable field is on the PDF. 
    • Text Field is the primary field type that will be displayed here. However, Number Field and Image Field are also possible values for this section.
  • Field Name: Displays the name of the fillable field as set by the creator or editor of the source PDF.
  • Input Name: Displays the name of the input from within Docrio that you link up to the fillable field.
  • Actions: These are the available actions that you can perform on the selected field.
    • Click here to view more information on these actions.
  • Status: Displays the current status for the associated field. 
    • Values for this field include Linked, Unlinked, or Omitted. 
    • Click here to view more information on the possible status options.

Fillable Fields Actions and Statuses

This section outlines the available actions and possible statuses associated with fillable fields.  

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The Actions column provides easy access to the actions that can be performed on a fillable field using one of the displayed buttons. Keep in mind that these actions are available from both the input level as well as from the Template Preview tab.

  • Link (Plus Icon): Begin the process of linking the fillable field to one of a number of possible input fields.
    • Once linked, this icon will change to the Edit/Pencil icon.
  • Preview (Arrow Icon): Clicking this icon takes you to the template preview tab. This tab shows you what input is linked to the fillable field.
    • This action is only available after a field has been linked or marked for omission. 
  • Unlink (“X” Icon): Undo the previous established field link. You will be prompted to confirm this action after selecting it. 
    • This action is only available after a field has been linked or marked for omission. 
  • Edit (Pencil Icon): Edit an established link by changing the input the form field is linked to.
    • This action is only available after a field has been linked or marked for omission. 

Next to the Actions column is the Statues column. This field allows you to quickly view whether a field has been linked, needs to be linked, or has been marked for omission.

  • Linked: This field has been linked to one of the available input fields.
  • Unlinked: This field needs to be linked or marked for omission.
  • Omitted: This field has been marked for omission.
    • This designation is used for fields that you do not wish to include when this template is merged. Omitted fields will not appear in the preview window when performing the merge, nor will they be filled on templates. 

Linking Fillable Fields

After uploading a source file for your template, Docrio will process that file and identify fillable fields within it. After this process completes you will see the Fillable Fields Summary section populated with a list of fillable fields, all marked with the status Unlinked in red text. This is a visual indicator to remind you that you must now link these fields so that the template will identify and populate the correct information.

  1. Locate the fillable field that you wish to link within the Fillable Fields Summary.
  2. Under the Actions column, click the plus (+) icon. 
    • Notice how clicking this button will move the left side of the screen over to the Input view, and will move the right side of the screen over to the Template Preview view. You can navigate freely between these tabs while defining the input for a fillable field. 
  3. From the left side of the screen select the input type that you want to configure for the fillable field. 
    •  There are several options to choose from on this page (click the hyperlink headings below to view detailed how-to videos explaining how to add that field)
      • Add Freeform Entry: Users will enter data into this field based on the type you select.
      • Add Salesforce Field: Show users a pre-filled field value from your starting object, or from any record in a direct lookup from it.
      • Add Salesforce Record: Salesforce Records can be included in a PDF template, however only one field can be included for a PDF. Whereas with Template Builder, users are able to include multiple fields.
        • A new input type was created for PDF Templates called Salesforce Record Field.
        • It's also worth noting that users can only choose one record to merge in at a time. This is also different from how the Template Builder works.
      • Add Existing Input: Add an input that was already created. This can help you save time and reduce the need to duplicate work for similar fields.
        • The list of available existing inputs has been modified to only display the input types that are compatible with PDF templates. 
      • Add Omitted Field: Mark an input omitted. This will essentially hide it from the frontend user.
  4. Use the Rules tab (left side of the page) to help define how a field is merged, and to establish new rules if desired.

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  5. Repeat the process of linking/omitting fields as many times as is necessary until all fields are marked as Linked or Omitted.

Users also have the ability to cancel out of the linking flow from either the Fillable Field Summary or the Template Preview—depending where you started your link action from. This allows you to stop the linking flow in the event that you appear to be linking the wrong fields/inputs.

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Adding Inputs from the Input/Template Preview Sections

The previous sections of this article assume that you are selecting a field from the Fillable Fields Summary tab and then selecting the Link (+/plus) button under the Actions column. Users also have the option to enter inputs via the Input tab on the left side of the screen, and then associate those inputs  to a fillable field using the Template Preview tab on the right side of the screen.

  1. Select the type of input field you would like to add. After selecting an input field you will notice that the right side of the screen will move to the Template Preview tab.
  2. Enter information on the left side of the screen as is necessary for the new input. You will notice that doing this will start to populate additional information on the right side of the page.

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  3. Click Save.
  4. The new input is listed as Unlinked. Users can click the plus (+) icon next to the status in this view and then select a fillable field to associate it with. 

Performing Merges with PDF Templates

After creating your PDF template within the PDF builder, you will want to use that template to perform merges. For next steps on using your PDF template please see the articles listed below:

  • Create and Edit File Packets : Add your template to an existing packet, or create a brand new packet for it. 
  • Generate Document Packet: Use this article to learn more about performing a merge after adding your template to a packet. 
  • Use Bulk Merge on Docrio: The Docrio Bulk Merge feature allows users to generate documents for many clients at the same time. Take advantage of this feature using your newly created PDF template to distribute it to many parties at once.

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