Create a PDF containing the responses stored on an Aptly card. Use a PDF/Print template for a one-off download, or use Create PDF in an automation to save the document to a file field on the card.
Before You Begin
- Open the board and card that contain the completed form’s responses. Check that the expected values are present.
- Prepare a PDF/Print communication template with merge fields for that board.
- For automation, identify the stage or field values that mean the form is ready to export. A timing choice alone does not detect a form submission.
- Choose a destination Files field that supports multiple attachments.
- Prepare a dedicated test card with sample data. Keep the automation in Draft while building it.
A PDF captures the values used when it is generated. Review the card before exporting, especially if the same form can be submitted more than once.
Create the PDF Template
- On the board, open Templates → Communication Templates → Add Template. You can also start from Template Library in the main navigation.
- Choose Start from Scratch if the creation options appear.
- Enter a descriptive Template Name, such as Completed form summary.
- Open Show Template Details and check Related Board. Select the board that stores the form responses.
- Choose PDF/Print as the template type.
- Set Document Title and add the labels and content you want in the PDF. Use the merge-field picker to insert the corresponding card values.
- Select Save.
Use the form as a checklist for the values the PDF should include. Merge fields display saved data; form fields collect new input. A PDF summary needs merge fields for the completed responses, not blank input fields.
PDF/Print templates support text or HTML formatting. For a full template walkthrough, see Create a New Communication Template.
Option 1: Download a PDF Manually
Use this option for a one-off export or to review a completed form before sharing it.
- Open the card containing the form responses.
- Open the card’s three-dot menu and select PDF from template.
- Open Choose template… and select the PDF template for this board.
- Review the generated document. Check the responses, missing values, page layout, and any long text.
- Use the download or print control for the output you need.
To email the PDF, select Share, review the recipients and attached document in the email composer, then send only when they are correct. Downloading a PDF and sending an email are separate actions.
Option 2: Save a PDF with an Automation
Create the Draft
- Open the board’s Automations window using the sparkle/wand icon, then select New Automation.
- Enter a descriptive Title, such as Create PDF: Completed form summary. Choose a Folder if needed.
- Keep Status: Draft.
- Choose the Trigger and conditions that identify a form ready for export.
- Select Action: Create PDF.
- Choose the PDF Template and destination File Field. The destination must support multiple attachments.
- Set When, review Only fire if office is open, then select Save. Reopen the draft to confirm the saved settings.
Example: Your team checks completed responses, then moves the card to a dedicated form-complete stage. Use On Stage Change, select that stage, choose Create PDF with the summary template and destination file field, and set When: Immediately. Use the actual stage name on your board. “Immediately” uses the automation queue; it does not mean an instant result.
If you use a field-based condition instead, verify that it distinguishes completed forms from incomplete cards. Do not assume that an existing populated field proves a new submission occurred. For repeated exports on the same card, review the trigger’s repeat behavior before choosing the rule.
Test the Saved PDF
- Review the board’s Test Mode Settings and select a dedicated test card with sample responses.
- Open the rule with three-dot menu → Edit, set Status: Test Mode, and save.
- Follow Using Test Mode for Automations to run the test from the selected card.
- Open the destination file field and inspect the generated PDF. Check the template, response values, page breaks, long text, and images.
- Check that an incomplete or unrelated card does not qualify. Review existing output before repeating a test so you can identify unintended duplicates.
Test Mode can create output on the test card. Review every action before testing; it is not a guarantee that all external effects are blocked.
After reviewing a successful result, Verified records your check. It does not automatically validate the PDF or activate the automation.
Go Live
Open the rule, recheck the trigger, conditions, template, file field, and timing, then set Status: Live and select Save. Check the first live PDF and the rule’s three-dot menu → Logs.
Email the Generated PDF
Use a separate email automation to send the PDF saved by your Create PDF automation. In that email automation, you can elect to include files from the card’s files field.
- Create a separate automation on the board and keep Status: Draft while setting it up.
- Select Action: Send Email and configure the sending inbox, communication template, and intended recipients.
- In File Attachments, choose the file field where the Create PDF automation saves its output.
- Configure the email automation’s trigger, conditions, and When for your workflow. Confirm that the intended PDF is present in the selected field before the email runs.
- Test the email automation with a dedicated test card and a test destination you control. Open the received attachment and check that it is the intended PDF.
Review all files in the selected field so the email does not include an unintended attachment. Also check any CC recipients, additional delivery rules, or SMS fallback.
The PDF-generation automation and email automation are separate rules. Do not rely on a fixed delay as proof that PDF generation has finished.
For the complete email setup and go-live checklist, see How to Create an Email Automation.
Troubleshooting
- No PDF appears: Check the saved Status, trigger conditions, When, office-hours setting, and automation Logs. Confirm the destination is the intended multiple-attachments file field.
- Responses are blank or wrong: Check the values on the source card, the template’s Related Board, and its merge fields. Use merge fields for saved responses rather than form input fields.
- The PDF is hard to read: Review the template layout with long sample values, then inspect a new generated PDF before using it.
- The email has no PDF or an older file: Check the selected attachment field and confirm the intended PDF existed before the email ran. Check for an earlier delivery before retrying.
- Repeated or unexpected output: Review other automations, trigger repeat behavior, and prior test results before running the rule again.
If the result remains unclear, contact Aptly support with the automation title, relevant card, event time, and error text. Remove personal information from screenshots.