The PDF Form action in Onboarding allows the admin to create tasks where the employee fills out and/or signs a PDF document, with the results automatically saved in their personal documents.
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In the Onboarding creation wizard, when adding a new action within a step, select the PDF Form type. A configuration panel will open with the following fields:
Field Description Title Name of the form (optional emoji). Person responsible for completing it Who needs to fill out the form. Default: Employee. Description Instructions for the employee about what needs to be filled out. PDF File Base document to be completed. Max size: 100 MB. Destination folder Personal documents folder where the completed PDF will be saved. You can also enable additional options: attach files, set an expiration date, and configure reminders.
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After uploading the PDF, click Edit PDF Form to open the editor. The editor has three sections:
• Left sidebar: types of fields you can drag onto the document — Text, Number, Date, Checkbox, Radio button, Dropdown, Signature, and Autofill.
• Center area: the PDF viewer where you place fields by dragging them to the desired spot.
• Right sidebar: thumbnails of the PDF pages and a counter of placed fields.
When you’re done placing fields, click Save PDF.
The Autofill field is automatically filled with information from the employee’s profile (name, start date, etc.), so they don’t have to enter it themselves.
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The employee sees the PDF Form task in their Onboarding list. When they open it:
- They view the PDF document with the fields defined by the admin.
- They fill out the editable fields (text, numbers, dates, selections).
- They sign wherever required.
- Once finished, the completed PDF is automatically saved in their personal documents folder.
Fields marked as required must be filled out before the form can be submitted.
Using PDF forms in the Onboarding process digitizes document signing, reduces manual work, and ensures all documentation is organized from the employee’s very first day.