Learn how to generate a downloadable PDF from a completed Aptly form, either on demand or automatically through a workflow. This article will also walk you through setting up a reusable PDF template with merge fields.
Prerequisite: Create a PDF Template
Before you start, you’ll first need to design a template that includes merge fields. These fields pull data from completed forms to populate your PDF dynamically. You can create your template on the board under Templates, or from the primary Communication Template Library.
Creating a PDF from an Existing Form:
Creating a PDF from Scratch:
You have two options for generating PDFs in Aptly:
- Manually generate a PDF from a completed form
- Automatically generate and save a pdf to Aptly via an automation
Let’s take a look at both!
Option 1: How to Generate a Downloadable PDF Manually
Use this option when you need a one-off PDF or want to download a completed form immediately or attach to an email.
Option 2: Automatically Generate a PDF Using an Automation
Use this approach when you want every completed form to automatically generate a PDF and save it directly to the related card. Great for consistent internal documentation or auditing.
Bonus: Automatically Email the Generated PDF to a Teammate or Contact
Once your automation is set up to generate and save a PDF, you can easily extend it to send the PDF to someone on your team, or even to an external party, using automation rules.
In Summary:
- Use manual PDF generation for one-off exports
- Automate PDFs with workflows for efficiency
- Design PDF templates to keep your documents branded and organized