Create PDF Templates

PDF Templates for Processes

PDF templates are required for Fill out a PDF and Sign a document tasks. Depending on the complexity of a process you may need more than one PDF template.

The steps to create a PDF template are:
  • If you want to collect information, create a fillable PDF and the corresponding web form.
    Note

    • To learn how to create a fillable PDF, please review the Create Fillable PDFs job aid.

    • To learn how to create a web form, please review the Create Forms job aid.

  • Configure process template settings.
  • Select a PDF file.
  • For Fill out a PDF tasks, select the web form to be linked to the fillable PDF. Then map the web form and fillable PDF fields.
  • For Sign a focument tasks, add electronic signature fields.
Important If you want collect information and signatures in the same document, you can link the web form to the PDF and add signatures in the same PDF template.

Create PDF Templates

Create PDF templates to manage electronic signatures and PDF documents in processes. PDF templates link a web form to a fillable PDF. This enables the employee to fill out a web form, which automatically generates a PDF document. The PDF can be sent for signature, archived for record keeping, or both.

Navigation:Menu > ADMIN > Process configuration > PDF templates > New PDF template

  1. At the Template name field, enter the PDF template name.
    Note Best practice is to give the PDF template the same name as the PDF fillable form.
  2. At the PDF gile field, select the Choose file button to upload a PDF document from your computer.
  3. If you are using the UKG Document Manager solution as your file management system, you can automatically archive the document in the employee's folder by selecting a document type from your organization's document tree. At the Document type field, type the first three letters of the document type name and select it from the drop-down list.
  4. To link a PDF form to a web form, select a web form from the Linked form drop-down list, otherwise skip this step.
  5. Select Create template.
    Once the web form and PDF forms are linked, you can start mapping the fields.
  6. In the Form field settings section, select Map PDF fields.
    The Map PDF fields to form fields page appears.
  7. Link the fillable PDF fields from the PDF document to the web form fields by selecting and matching each field in the drop-down menu.
    Important Even if by default fields seem to be matched, you must select each field from the drop-down list for the mapping to save correctly. An "X" symbol next to a field indicates that the web form and PDF form fields have been succesfully mapped.
    Form fields matched with PDF form fields. Next to each field there's an "X" symbol, indicating that the field mapping was successful.
  8. Select Save field mapping.
    The new PDF template is now available on the PDF templates tab.

Determine Electronic Signature Field Coordinates

To add electronic signature fields to a PDF template, you must determine the signature field coordinates. To determine the electronic signature settings, you can use a ruler o a program (such as Adobe Acrobat Pro DC) to locate the X and Y coordinates of a point on a PDF.

To determine the electronic signature fields using a ruler:

  • Print the PDF

  • For the X coordinate value: Measure distance in inches from the left side of the page to left side the signature field. Convert inches to points by multiplying by 72. Round to nearest whole number.

  • For the Y coordinate value: Measure distance in inches from the bottom of the page to the top or the signature field. Convert inches to points by multiplying by 72. Round to nearest whole number.

To determine the electronic signature field coordinates using Adobe Acrobat:

Navigation:Adobe Acrobat > open the PDF document > All Tools > select Prepare a Form

Note Instructions and screenshots correspond to interface using a PC.
  1. In Prepare Form mode, insert a text box where you want the eSignature to appear in the form.
    Displays an example of a text box inserted in an PDF document
  2. Close the Field Name by selecting away in any area of the document. by selecting away in any area of the document.enter the signature field name.
  3. Select the text box and use the cursors to move the text box so the top of the text field aligns with the signature line.
    Tip For more precision, zoom in to 125%.
  4. Double click on the text box to open the Text Box Field Properties window again.
  5. Select the position tab and on the Units drop-down list, select Points.
    • The number on the field Left corresponds to the X coordinate.
    • The number on the field Bottom corresponds to the Y coordinate.
    Displays the Text Field Properties windows, the Position Tab is selected. The Left and Bottom fields are highlighted
    Important The eSignature coordinates must be whole numbers. For better results, round down the coordinate values in the Left and Bottom fields to the nearest ten and deduct ten points.
    In this example:

    • For the x-coordinate:

      • Use the value in the Left field: 196.7192 points

      • Round down to the nearest ten: 190

      • Deduct ten: 180. The X coordinate value should be 180.

    • For the y-coordinate:

      • Use the value in the Bottom field: 159.9462.

      • Round down to the nearest ten: 150

      • Deduct ten: 140. You should use 140 for the Y coordinate value.

  6. Take note of the adjusted coordinate values and close the Text Field Properties.
  7. Delete the added text box to bring the form to the original version or close without saving the changes.
  8. Test the coordinates values by launching a process that includes a Sign a document to make sure the coordinates are correct. If you need to adjust the coordinates, you can manage your signature zones from the Admin section Admin > Process Configuration > PDF Templates > select the PDF Template > select Edit on signature to adjust

Add Electronic Signature Fields

After determining the electronic signature field coordinates, you can add signature fields to a PDF template. Repeat the process for each signature required in the document.

A document may require multiple signatures, either on the same page or on several pages of the document. If that's the case, it's recommended that you give each signature field a unique name to ensure that electronic signatures are placed in the right location. For example:

  • employee signature page 1

  • manager signature page 3

  • payroll signature page 3

Navigation:Menu > Admin > Process configuration > PDF templates

  1. From the PDF templates page, select an existing template.
  2. In the Electronic signature settings section, select New signature field.
  3. Enter an eSignature field name for the signature field.
  4. Enter the Document page number on which the eSignature appears.
  5. At the X-Coordinate (in pixels) field, enter the value for the x-coordinate you obtained after testing the signature in a process.
  6. At the Y-Coordinate (in pixels) field, enter the value for y-coordinate obtained after testing the signature in a process.
  7. Select Create eSignature field.
    The new eSignature field is now listed in the Electronic signature settings section.
    Important Electronic signatures in processes should be used for internal processes. For legally binding signatures, it's better to use a certified eSignature. If you have questions about whether to use The UKG Digital Process Manager solution to sign a particular document, contact your company legal department.