PDF Reports

The PDF Reports feature automatically populates fillable PDF forms with survey data, eliminating manual data entry and ensuring consistent, professional documentation.

Use Cases

• Field Service Reports - Technicians complete surveys, system generates client-facing reports
• Compliance Documentation - Survey data populates standardized regulatory forms
• Multi-Format Output - Same survey data generates different reports for different audiences

Key Concepts

Workflow Overview

1. Upload PDF Template    →  System extracts form field names
2. Create Mapping         →  Connect survey fields to PDF fields
3. Complete Survey        →  User fills out survey (existing flow)
4. Generate Report        →  One click generates populated PDF

Uploading PDF Templates

Requirements

• PDF must be a fillable form (AcroForm) with named fields
• Regular PDFs without form fields cannot be used
• Field names should be descriptive (not "Text1" or "Field_42")

Steps

1. Navigate to Survey Templates → PDF Templates
2. Click Upload Template
3. Drag and drop a fillable PDF or click to browse
4. Enter a name and optional description
5. Click Upload

What Happens

• PDF is uploaded to secure storage
• System extracts all form field names
• Template appears in the list with extracted field count

Viewing Template Details

• Click on a template row to open the details sheet
• View all extracted form fields with their types (text, checkbox, dropdown)
• View PDF button opens the original PDF

Creating Field Mappings

Mappings define how survey data flows into PDF form fields.

Access

From the PDF template list → dropdown menu → Configure Mapping

Steps

1. Click New Mapping
2. Enter a mapping name (e.g., "Standard Inspection Report")
3. Select the survey template to map from
4. For each PDF field, configure the data source
5. Check Set as default for the primary mapping
6. Click Save Mapping

Mapping Interface

• Left panel - PDF preview with field highlighting
• Right panel - Mapping configuration table
• Progress indicator - Shows "X/Y fields mapped"

Not all fields need to be mapped - unmapped fields remain empty in the generated PDF.

Source Types

When mapping a PDF field, choose how to populate it:

Survey Field

Map directly from a survey field value. This is the most common option.

Static Value

Fixed text that never changes:

• Company name: "ACME Corp"
• Form version: "Form Rev 2.1"
• Default values: "N/A"

Session Metadata

Information about the survey session:

Concatenation

Combine multiple survey fields:

1. Click field badges to select which fields to combine
2. Enter a separator (e.g., ", " or " - " or newline)
3. Fields are joined in order

Example: First Name + Last Name with separator " " = "John Smith"

Transformations

Transform values before inserting into the PDF. Click the gear icon on a mapping row.

Date Format

Format date values:

Custom format strings are also supported.

Number Format

Example: 1234.5 → "$1,234.50"

Case Conversion

Boolean to Text

Convert true/false values:

• True text: "Yes" (customizable)
• False text: "No" (customizable)

Value Map

Map specific input values to output values. Useful for converting voice-friendly survey options to PDF symbols:

Set an optional default value when no mapping matches.

Custom Template

Use {value} placeholder in a template string:

• Template: Reading: {value} PSI
• Input: 42
• Output: Reading: 42 PSI

Conditional Logic

Apply different values based on conditions. Click the branch icon on a mapping row.

Structure

IF [survey field] [operator] [value]
THEN use [true value]
ELSE use [false value]

Operators

Example

IF equipment_status equals "Failed"
THEN "REQUIRES IMMEDIATE ATTENTION"
ELSE "Equipment operating normally"

True/false values can be:

• Static text
• Survey field value
• Session metadata

Generating Reports

Prerequisites

• Survey session must be Completed
• At least one mapping must exist for the survey's template

Steps

1. Open a completed survey session
2. Scroll to PDF Reports section in the Actions card
3. Click Generate Report
4. Select a mapping from the dropdown (if multiple exist)
5. Click Generate
6. Wait for generation to complete
7. Click Open PDF to view or download

Generated Reports List

The section shows all previously generated reports:

• Mapping name used
• Generation date
• File size
• Who generated it

Click the download icon to get any report.

PDF Field Types

The system handles different PDF form field types:

Best Practices

PDF Template Design

• Use descriptive field names in your PDF forms
• Group related fields logically
• Test the PDF form manually before uploading

Mapping Configuration

• Create mappings for specific use cases
• Use meaningful mapping names ("Client Summary Report", "Internal Audit Form")
• Set a default mapping for the most common use case

Value Maps for Voice Surveys

When surveys are completed via voice, users speak natural language that may need conversion for PDF output:

Create value map transformations to handle these automatically.

Troubleshooting

"0 fields extracted" from PDF

• Ensure the PDF is a fillable form (AcroForm)
• Try opening in Adobe Acrobat to verify form fields exist
• Regular scanned PDFs without form fields cannot be used

Field not populating in generated PDF

• Verify a mapping exists for that field
• Check the survey field has data in the session
• For dropdowns/radios, ensure the value matches an available option

Transformation not applying

• Verify the transformation is configured (gear icon should be filled)
• Check input format matches expected type (e.g., date string for date format)

Conditional logic not working

• Verify the condition field has data
• Check operator and comparison value are correct
• Test with "is_empty" / "is_not_empty" to debug