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Convert to PDF

The Convert to PDF rule allows you to convert a Word document (.doc or .docx) into a PDF (.pdf) file. This rule is very useful when sharing Word documents using the send email rule, the Convert to PDF rule will convert a file into PDF which can be attached to an email. This will allow other users to open the PDF file on any device.

When to use

You can use this rule when you need to convert a .doc or .docx file into a PDF. PDF files are very useful as they can be opened on any device.

You can add this rule:

  • to a field
  • to a form
  • to a process (the rule will run on load)

Before you get started

In advance of using the Convert to PDF rule, in your process you need to have created at least one or more forms. The rule also requires two file fields in order to select a Word document file and the other is used to store the converted PDF version. To learn how to add a file go to File upload control.

  • File field (Word document) - used to hold the Word document file that you want to convert.
  • File field (Converted PDF file) - used to store the converted PDF version of the original Word document file.

How to get started

  1. Click on an existing process by going to Administration > Designer and decide which form, or field you will apply the rule to, by clicking on that item so that it is in edit mode so you can see the Edit/pen button, Pen button Pen button.

  2. Click on Add a rule > File management > Convert to PDF.

  3. In the Edit rule - Convert to PDF dialog box, give the rule a title in the Title field.

    Edit rule - convert to PDF

  4. If you want to add conditions for the rule, click on the Edit conditions button Edit conditions button see Conditions for more details.

  5. Under the Action section fill out the following:

    • Convert Word File - used to hold the Word document file that you want to convert.

    • Converted PDF File - used to store the converted PDF version of the original Word document file.

      See below for an example of a Word document before and after conversion, note the file extension in the Word file field before converting into a PDF:

      Convert to pdf before

      Below is an image representing the result after converting the Word document file into a PDF, note the file extension in the Converted PDF file field:

      Edit rule - convert to PDF

  6. When you are finished editing the dialog box, click on OK or click on Close at any time to exit the dialog box.

Editing, deleting or duplicating rules

When you have clicked on an existing rule, and the rule is visible in the right-hand pane under Rules, there are a number of options available to you.

  1. To disable a rule click the slider across beside the rule name.
  2. To copy a rule, click on the Duplicate button Duplicate button beside the rule name.
  3. To delete a rule, click on the Bin/Trash button Bin/Trash button.
  4. To view a rule, click on the rule name to open the Edit rule dialog box.

User tip Target icon

  • When converting files to a PDF format, you can set the destination of the converted file field to a location where you want to store the PDF. This will save you some time as you will not have to download the converted file because the destination that you choose in the file field will keep a separate copy.

What’s next Idea icon

To find out more about other File management rules go to File management rules.

To find out more about other rules go to Rules.