V2 PDF/Word/HTML Document

 

Note: This feature is a limited release for clients using Version 2 forms. Please contact your ProntoForms account manager to discuss adding these features to your account.

About

PDF, Microsoft Word, and HTML documents are the most commonly used document types.   Set up formatting guidelines to control the document's page size, page breaks, font colour, size and style, the arrangement of images, etc. 

The formats discussed in this article are compatible with Repeatable Sections and other V2 Form Features. Please note that V2 documents are not backwards compatible, i.e., they cannot be attached to V1 forms.

 

Selecting the PDF Template

When creating a V2 PDF using the Template, please ensure you have selected the correct template for V2 forms. This is done on the Formatting tab of the Document Creation screen.

2017-09-26-V2PDFTemplate.png

 

Formatting Options

These options control the appearance of the document. Shown in the image below are the main parts of the documents that can be controlled.

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Global Settings

These settings apply to the entire document.

 Paper

  • Paper Size: Choose the rendered page size -- "Letter", "Legal", or "A4".
  • Paper Orientation:  Choose between Portrait or Landscape.

 

Font

  • Font: Choose the font family to use across the entire document.
  • Font Size: Changing this setting will change the size of page and section headers, and well as question and answer text.  They will scale according to the chosen size -- so that page headers are always larger than section headers, for example.  

 

Page Breaks

Choose when the document will break to a new page.  This is helpful for organising the document for its viewers, although settings other than "Auto" will increase the length of the document.

Auto

If chosen, the document will break to a new page automatically, whenever there is no longer room to print the next lines of data. Choose this option for the most efficient use of space.

 

Before all form pages or sections

If chosen, a new dropdown will appear below.

Break to a new page: Choose whether the document will break to a new page before showing the next form page, or if should break to a new page before each new form section.

 

Before specific form pages or sections

This option allows you to customize when the document breaks to a new page.  This is useful if certain information from your form is required to all show on the same page, like a summary. 

  • Break to a new page: Choose whether the document will break to a new page before showing specific form pages, or form sections.
  • Page (or Section) Labels: Enter a comma-separated list of page labels (or section labels, if you chose to break before custom form sections).  

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Document Layout

These settings control which of the following areas of the document are visible, as well as the data they contain and their appearance.

  • Document Header
  • Document Title
  • Submission Metadata
  • Document Footer

 

Document Header

Options

  • Show Document Header: Controls if the document has a header or not.  If disabled, none of the below settings are available.
  • Show header on first page: If off, the header will not appear on the first page, only on the second page and subsequent pages, if there are any.
  • Left Header Text: Use any combination of DREL (link) and static text to specify a single line of text to be shown on the left of the header. Leave this empty if you do not want any text to show here. 
  • Right Header Text: Use any combination of DREL (link) and static text to specify a single line of text to be shown on the right of the header. Leave this empty if you do not want any text to show here. 

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Document Title

The document title typically contains the logo, and formatted information like the form name, a work order number, or the contact information for your business.  

The Document Title shows in the document below the header (if enabled), and above Submission Metadata (if enabled). The Document Title will only appear on the first page of the document.

Options

  • Show Document Header: Controls if the document has a title or not.  If disabled, none of the below settings are available.
  • Layout: Controls whether the logo should be on the left and the title on the right, or vice versa.
  • Show Logo: If On, the document will include the logo configured in your team-level Custom Branding.  If you have a FormSpace-level logo, it will use that instead. If Off, no logo will be shown.
  • Title: Use any combination of DREL (link) and static text to specify a single line of text to be shown in larger characters above the "Additional Information".  Leave empty for no title.
  • Additional Information: Use the HTML editor to format any text you wish to include here.  DREL (link), static text, images, and tables are all supported.  Common pieces of information to include are Work Order or PO numbers, or company contact information. 

Example:

title.png

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Submission Metadata

This section includes information about the form submission. 

 

Options

  • Show Submission Metadata: Controls if the document has a metadata section or not.  If disabled, none of the below settings are available.
  • Background Color: Choose a background color for this block. The only available text color is black, so ensure to choose a color light enough that your text will show on it. 
  • Excluded/Included Metadata: These are the metadata options available to show in this block. Use the arrow buttons to move wanted options into the "Included" area.
    • Reference Number: The form submission's unique identifier in the ProntoForms system. The first half shows the submission date, the second half shows the submission ID.
    • Submission ID: The second half of the reference number (see above) -- this is the "unique" part. 
    • Submission Name: The Data Record Name of the form submission.
    • Form Name: The name of the form the submission was made for.
    • Form Version: The version of the above form that the submission was made against.
    • FormSpace Name: The name of the FormSpace the form is in.
    • Submitter Name: The Name and Username of the user who submitted the form.
    • Location: The Geolocation from where the user was when they submitted the form.
    • Address: The address extracted from the location (see above).
    • Submission Date:
    • Local Submission Date: 
    • Server Receive Date:
    • Device: The type of mobile device the form was submitted from.
    • Device Version: The software/OS version on the mobile device the form was submitted from.
    • Mobile App Version: The ProntoForms app version used to submit the form. 

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Document Footer

  • Show Document Footer: Controls if the document has a footer or not.  If disabled, none of the below settings are available.
  • Show footer on first page: If off, the footer will not appear on the first page, only on the second page and subsequent pages, if there are any.
  • Footer Text: Use any combination of DREL (link) and static text to specify a single line of text to be shown on the left of the footer. Leave this empty if you do not want any text to show here. 
  • Page Number: If the footer is enabled, a document page count will appear on the right of the footer.

 

 

Appearance

This section controls the visual appearance of core parts of a form (pages, sections, and questions) in the document. This is a good opportunity to change colors to match your company's custom branding.

Control the appearance of:

  • Page Headings
  • Section Headings
  • Repeat Entry Headings
  • Content (answers and questions)

 

headings.png

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Page Headings

This controls how the name of the form's pages will be shown in the document.

  • Solid Backing/Underline: Controls if the page heading will have a solid colored background behind it, or if it will have a colored underline instead.
  • All Caps: Will show the page name in all caps.
  • Bold: Will show the page name in a bold font.
  • Backing Color/Underline Color: Choose either the solid background color behind the page name, or the underline color.
  • Font Color: Only available if you have a solid backing.  We recommend black, white, or grey. Ensure there will be enough contrast with the backing color, so that the text will be easily readable. 

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Section Headings

This controls how the name of the form's sections will be shown in the document.  

  • Solid Backing/Underline: Controls if the section heading will have a solid colored background behind it, or if it will have a colored underline instead.
  • All Caps: Will show the section name in all caps.
  • Bold: Will show the section name in a bold font.
  • Backing Color/Underline Color: Choose either the solid background color behind the section name, or the underline color.
  • Font Color: Only available if you have a solid backing.  We recommend black, white, or grey. Ensure there will be enough contract with the backing color, so that the text will be easily readable. 

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Repeat Entry Headings

This controls how the title for each entry into a repeatable section will be displayed.

  • Solid Backing/Underline: Controls if the heading will have a solid colored background behind it, or if it will have a colored underline instead.
  • All Caps: Will show the heading in all caps.
  • Bold: Will show the heading in a bold font.
  • Backing Color/Underline Color: Choose either the solid background color behind the heading, or the underline color.
  • Font Color: Only available if you have a solid backing.  We recommend black, white, or grey. Ensure there will be enough contract with the backing color, so that the text will be easily readable.  

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Content Layout

This controls how the questions and answers in your form will be displayed in the document. 

  • Question Column Width/Answer Column Width: Controls how much of the page width will be given to the question text vs. the answer text. 
  • Text Formatting: Make all question text bold, all answer text bold, or none of the text bold.
  • Section Overrides: This allows you to specify different answer/column widths for different sections of your form.  For example, you may have one section with very long questions, and very short text. For this section, specify the above settings, then list the labels of each section you would like these settings to apply to. 
  • Boxed/Non-Boxed Layout: Controls if there is a line/box around the questions and answers or not. Generally, if your section headings do not have a solid backing, a non-boxed layout looks better. 

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Answer Format

This section controls how the document handles different types of questions.

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Attachments

  • Show photos, sketches and signatures in the document: If ON, these will be shown as images embedded in the document.
  • Show attachment filenames in the document: Print the filenames of attachments in the document, below the images.  This is helpful if the attachments are also included as separate files when sent through a data destination, so they can be easily identified.
  • Image Compression: Adding compression reduces the size of the document.  If the document could exceed 20mb with uncompressed images, you must add compression so that the document can still be emailed.
  • Show barcode images: Will render any scanned barcode as an image, instead of just listing the barcode value.
  • Include attachment hyperlinks to the web portal: Any attachments can be clicked on to be viewed in the ProntoForms web portal.  This will only work if the person viewing them has a ProntoForms account with permissions to view the form submission.

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Date/Time Formats

This controls how answers that includes dates and/or times will be shown in the document.  

Style Format:  Choose Short, Medium, Long or Full depending on how much detail should be shown.

Short: Date: 11/27/13 Time: 6:50 PM
Medium: Date: Nov 27, 2013 Time: 6:50:40 PM
Long: Date: November 27, 2013 Time: 6:50:40 PM PST
Full: Date: Wednesday, November 27, 2013 Time: 6:50:40 PM PST

 

Custom Format:  Create custom date or time formatting using this syntax.

Date Formatting: yyyy (Year) MM (Month) dd (Day)    
Time Formatting: hh (hour[12 hour syntax]) a (AM/PM Marker) HH (Hour[24 hour syntax] mm (Minute) ss (Second)
Timezone: z (up to 4 z's) (Time Zone) Z (up to 3 Z's) (Time Zone as Offset/City)      
 

Elements of this syntax can be combined.  For example, "hh:mm a z" could output the time as "6:50 PM PST."
 

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