The Custom PDF Output feature is powerful. It allows admin users to build and upload a completely customized fillable PDF Output for each workflow. But over time when you make changes to your workflow and/or your Custom Output, things can get out of whack!
If you add a field that wasn't present on earlier versions of your workflow and it's also on your Custom Output PDF, older versions of processes don't have that information, so your current Custom Output won't work for those older processes. In that scenario, you may need to create and upload a slightly different Output document for those older versions of the workflow, so the system won't be trying to map information that's not present.
In the opposite scenario, you might choose to have different versions of the PDF appear for certain timeframes / versions of your Workflow. For example, you might have had a document that had "2020 Business License" typed into the fillable PDF on it a few years ago, but more recently updated the license year on your license printout to be dynamic. For those older versions, you might want to add in an alternate Output version so that a 2020 applicant can print out an accurate record of what they received in 2020.
With the "Manage Documents" feature you're able to see a visual representation of each of the fillable PDFs that have been uploaded into the system, as well as which "versions" of your workflow each document is being used for. You have the option to name those fillable PDFs so it's easier to tell them apart. And you can see if there are any "missing" fields that weren't available for mapping in older versions of the workflow, and see at what point your current document may not be working as expected. Then you can decide whether to use another set of data, or just leave that information blank on older versions.
By clicking on the ellipsis (3 dots) you'll also see the option to Delete or Replace a document. Replace is an excellent option if you have a document with complex mappings, and you'd like to upload a new document without having to remap all your fields. However don't use the Replace feature if you'll need to retain your older document for older versions of the workflow.
You're also now able to look at a specific process and see which version of a workflow it was created with. That can help you figure out which Custom PDF Output it's using, and make adjustments if you need to. The version number appears just to the left of the Process ID # at the top right of your admin view of a process.
Here are some tips:
To make your current document retroactive to all previous versions of your workflow, you can change the "Start Version" number to 1. But then be sure to check for any field incompatibilities in the list that appears below. The system defaults to leaving the information blank if it can't find the "correct" field to map in an earlier version of a workflow.
Adjust "Untitled document" to have a name that will help you remember what version it is. Like "License with Automatic Issue and Expiration Date".
The one element you may not be able to map completely to your Document(s) retroactively is system-generated data on Reviews. If you had previous Review groups that were deleted, those are not currently accessible to map, even to older document versions.
If you have an existing document and you don't need to preserve it for older versions, you can use the Replace option to avoid having to remap all of your fields.
If you're not sure why a specific Output document isn't working for all versions of your workflow, scan the fields list to see if there's one that is being used that isn't available on earlier versions of the workflow. You may need to make additional Outputs for earlier versions that don't require the use of that field.
If you see (Version 1-latest) for all fields on your current document, you're good to go! But in the case where there are gaps, you may want to use alternate versions of your document to cover those older versions.
Stay tuned for updates that will make it easier to know which "Versions" of the workflow were deployed on which dates!