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As well as the Create PDF step, you can also use the Convert to PDF step to convert a Word or Excel document to PDF as part of a Process. This is useful if you want to email the document as a PDF attachment.
Note: Emails cannot be converted to PDF.
Converting to PDF
The filing details for the converted PDF are set as the default to the same filing details as the Word or Spreadsheet document that it is a copy of. The document will show as being created, saved and modified by the user who ran the automation process.
In the Convert to PDF step in the Action section:
- The Document field indicates which document to convert.
- The Thread with Original allows the user to indicate if the PDF document should be threaded with the original document.
Note: To ensure the Convert to PDF step always runs, the practice's OneDrive account owner is used as the primary authentication source. If the OneDrive account owner is inactive or removed, the Automation Owner will be used as the authentication source. If there are any issues with authentication, a warning message will display in Automation History.
Document Field
Select " Trigger Document " to select the document retrieved by the Document view in the filter.
Important: Ensure that all documents selected in the Document filter are not currently being edited. Documents that are in Edit mode cannot be converted to PDF and an error will occur when running the process step.
If the Process includes any steps that create documents, you can select one of these documents as the document to convert.
In the Document field in the Convert to PDF step, you can select one of the documents that have been set up to be created in the Process. This only includes the documents created in steps that are before the Convert to PDF step in the Process and the number of the step in the process is included for clarity.
In the following example, the Process has steps that create a Document and create a Spreadsheet. Select the document you want to convert to PDF.
Thread with Original
The Thread with Original toggle allows a user to control whether the original document is threaded to the PDF Document, when the document is converted to PDF. By default, the option will be toggled off.
When the process is run, and Thread with Original is:
- Toggled On: The PDF is added as a new document and threaded with the original document. The PDF document will be displayed in the Document list as the latest document. To view the threaded documents, refer to Managing Document and Email Threads.
- Toggled Off: The PDF is added as a new document and will not be threaded with the original document. Both documents will display separately in the Document list.