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If I want every submission to generate a formatted PDF with tables, signatures, and images, how do I design the template? Can the PDF also be emailed or stored automatically for later use?
You're running a business where every form submission needs to become a professional-looking document. Maybe it's client invoices, inspection reports, or compliance certificates—and you need them formatted perfectly with your branding, complete with tables, signatures, and images. The good news? Clappia makes this incredibly straightforward, and yes, those PDFs can absolutely be emailed or stored automatically.
Think of it like having a super-efficient assistant who instantly converts every form into a polished document and delivers it exactly where you need it. Let's dive into how this all works.
Save Time and Increase Efficiency
Manual document creation is a productivity killer. When you're spending hours copying form data into templates, formatting tables, and chasing down signatures, you're not focusing on what really matters—growing your business. Automated PDF generation eliminates this bottleneck entirely.
Reduce Errors and Improve Accuracy
Human error is inevitable when manually transferring data between systems. Automated PDF generation ensures that every piece of information flows directly from your form to the final document without any transcription mistakes.
Enable Professional Document Delivery
Your clients expect polished, professional documents. Automated PDF generation with consistent branding, proper formatting, and all the bells and whistles shows you're serious about quality—even when you're moving fast.
Clappia's PDF generation works through two main components: Configure PDF templates and Workflow automation. The Configure PDF feature lets you design your template with static and dynamic content, while workflows handle the automatic delivery.
Different Types of PDF Content
The print setting uses a visual editor, letting you position text, headers, footers, images, and variables in a structured template. Behind the scenes, it merges data from your form submissions and formats the output into a clean PDF using your configured layout.Step-by-Step Guide to Setting Up PDF Generation
Navigate to your app's configuration section and look for "Configure PDF" or "Dynamic PDFs". This is where the magic happens—you'll design your template that transforms raw form data into professional documents.
Start with the basics: add your company header, logo, and any static text that should appear on every document. The visual editor lets you position these elements exactly where you want them.
For dynamic content, you'll map form fields to specific locations in your template. When someone submits a form, these placeholders automatically populate with their actual responses.
Tables are perfect for itemized lists, pricing breakdowns, or any structured data. Configure table columns to pull from different form fields—quantities, descriptions, prices, whatever you need. The system handles formatting automatically.
Signature blocks are essential for contracts and approvals. Configure these to pull from signature fields in your form. For images, you can include both static company images and dynamic photos uploaded through file upload fields.
In Configuration → Print Settings, you'll set up template parameters like page size, margins, fonts, and colors. This is also where you can duplicate templates if you need variations for different purposes.
Here's where it gets really powerful. In the Workflows section, create automated processes that trigger when forms are submitted. You can configure:
Always test with a few sample submissions to ensure everything looks perfect. Check formatting, verify that dynamic data populates correctly, and confirm that automated delivery works as expected.
Transform order forms into professional invoices automatically. Include itemized tables, calculate totals, add payment terms, and deliver directly to clients' email addresses.
Convert inspection checklists into formal reports with photos, ratings, notes, and inspector signatures. Automatically route copies to different stakeholders based on the results.
Generate contracts from proposal forms, including client details, service specifications, pricing, and signature blocks. Automatically send for review and approval.
Create certificates of completion, compliance reports, or training documentation that include participant information, course details, and official signatures.
Transform service requests into detailed work orders with customer information, service descriptions, technician assignments, and completion documentation.
Use your brand colors, fonts, and styling throughout. This creates a professional appearance and reinforces your company identity in every document you send.
Think about how information flows on the page. Group related information together, use clear headings, and leave enough white space to keep documents readable.
Some form submissions will have lots of text, others might be minimal. Test your template with various data lengths to ensure it always looks good.
Many people will view your PDFs on phones or tablets. Use readable fonts and appropriate sizing to ensure documents look good on all devices.
Configure automatic file naming that includes relevant details like submission date, client name, or reference numbers. This makes documents easier to organize and find later.
Check that your form field mappings are correct and that the fields actually contain data. Empty fields won't show placeholder text unless you specifically configure default values.
Verify that your template dimensions work with your content. Long text fields might need multi-line configurations, and tables need proper column sizing.
Review your workflow settings to ensure triggers are properly configured. Check that email addresses are valid and that workflow conditions are met.
Confirm that image fields in your forms are capturing data correctly and that your template is configured to handle the specific image formats being uploaded.
If PDFs are taking too long to generate or are too large, consider optimizing image quality settings or breaking complex documents into multiple templates.
Setting up automated PDF generation in Clappia transforms how your business handles document creation and delivery. Instead of spending hours on manual formatting, you get professional documents generated automatically with every form submission. The combination of flexible template design and powerful workflow automation means you can create exactly the document process your business needs.
The key is starting simple—get basic PDF generation working first, then add complexity as you get comfortable with the system. Your future self will thank you for investing time in setting up this automation, especially when you're processing dozens or hundreds of forms without lifting a finger for document creation.
Ready to eliminate manual document creation from your workflow? Start with a simple template, test it thoroughly, and then scale up to handle all your business documentation needs.
L374, 1st Floor, 5th Main Rd, Sector 6, HSR Layout, Bengaluru, Karnataka 560102, India
3500 S DuPont Hwy, Dover,
Kent 19901, Delaware, USA
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3500 S DuPont Hwy, Dover,
Kent 19901, Delaware, USA
L374, 1st Floor, 5th Main Rd, Sector 6, HSR Layout, Bengaluru, Karnataka 560102, India