In Yeeflow workflows, the Convert to PDF action is designed to automatically transform existing documents, such as Word or Excel files, into PDF format. This is particularly useful in scenarios where standardized document formats or content protection is required.
Key Features and Business Use Cases
Document Standardization: Converts various document formats into PDF to ensure consistency in appearance.
Content Protection: Protects the document from being easily edited by converting it into a PDF format.
Wide Compatibility: PDF files are widely compatible across different devices and platforms, making them easy to share and view.
How to Configure the Convert to PDF Action
Follow the detailed steps below to configure the Convert to PDF action in your workflow:
1. Add the Convert to PDF Action
In the workflow designer, drag the Convert to PDF action from the action menu into your workflow. This action will allow you to transform the input files into a PDF format automatically.
2. Configure the Convert to PDF Action
Once the action is added to the workflow, click the action to open its configuration panel. You will need to complete the following settings:
Step 1: Action Name and Description
Action Name: Provide a meaningful name for this action, such as "Convert Agreement to PDF" or "Export Contract as PDF," to clearly indicate its purpose.
Description: Optionally, include a brief explanation of what this action does. For example: "This action converts uploaded contract files into PDF format for archival purposes."
Step 2: Select Input File(s)
Use the Select input file(s) field to specify the files you want to convert to PDF.
Choose an existing file from the dropdown menu (e.g., "Attachment" or any file variable generated earlier in the workflow). Or click the switch icon to open the expression editor to set dynamic variables.
Click the delete button to remove the files.
If multiple files need to be converted, click "+Add another file" to include additional input files.
Ensure that the selected files are compatible with the PDF conversion process (e.g., Word, Excel, or similar formats).
Step 3: Output File Name
In the Output file name field, set a name for the resulting PDF file.
You can type a static name, such as "Final Agreement," or use dynamic variables like "Tracking No." to make the file name unique for each workflow execution.
To use a variable, click the Dynamic Value button (the icon next to the input field) and select an appropriate variable.
Step 4: Save Output File To
Specify where the converted PDF file should be stored.
Select a predefined folder, such as "Standard Agreement," or use a dynamic variable to determine the file’s destination based on the workflow’s logic.
Ensure that the storage location aligns with your workflow requirements, such as saving files for external use or archival purposes.
3. Test and Verify
Once the configuration is complete, test the action by running the workflow with sample data:
Check that the input file is successfully converted into a PDF format.
Verify that the output file name matches the specified format.
Confirm that the PDF is stored in the designated location.
If any errors occur during the testing phase, review the settings to ensure all fields are correctly configured and the input files are compatible with PDF conversion.
By following these steps, the Convert to PDF action can help streamline your workflows, ensure document consistency, and improve efficiency in handling standardized file formats.