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Associate PDF form with PSIsafe Management template

After you create a PDF form and configure it to meet your business needs, check the following.

  • Make sure that you have named your PDF form fields in their properties to recognizable names that correlate to folder index fields that you would like to link to your PSIsafe Desktop Installation. For example, if a field requires a Last Name, First Name, make sure to name it "Last Name, First Name" or "LN, FN" to ensure that when you continue to the next steps to linking the fields, you are aware of which fields are being linked.
  • Make sure that your text size choices within your PDF Form Fields are consistent, and that the appearance of the text in the filled form field matches the rest of the document. If the text size is too large, or the pulled-in Folder Index field is too long to fit in the box, the information may be cut-off or not displayed properly.
  • Folder indexes can only fill out text fields, so check boxes, radio buttons, or similar Boolean fields will not be synced to the form upon creation, and cannot be linked.

Edit template in Management

  1. Go to Document Settings > Templates in PSIsafe Desktop Management.
  2. Select the preferred template and click Edit.
  3. Click Next to proceed to Step 2. Managers/Extensions.
  4. Make sure to select the "PDF Forms" manager, or any manager configured as an Electronic Form with the PDF extension. Selecting the "Adobe" manager will not allow you to link the form fields.
  5. After selecting the PDF Forms Manager, and associating the PDF Extension by clicking Add, associate your newly created form.

    To do so, click Pick, which brings up a Windows Explorer dialog to browse to the form file in question.

    After you select a form, you should see the File Exists? column change to Yes. Then, click Edit to open the PDF Form Linking Dialog.

Link folder indexes to PDF form fields

The PDF Form Management dialog window contains 3 tabs: General, Constants, and folder Index Links.

General tab

  • Database Connect:

    This tab connects the PDF form to a SQL table in the PSIsafe Desktop SQL Database. Once linked, every time the PDF form is filled out in PSIsafe Desktop, a record will be added to this table in the SQL database.

  • Form template table:

    Specify the form template table in the SQL database to which the record of forms created will be synced.

Constants tab

On the Constants tab, PSIsafe Desktop Administrator can link a type of constant field to a PDF Form field. For example, if the date on the PDF Form that a user would create should always be the date on which they created the PDF Form, linking the constant "Date" would then result in today's date when creating the PDF Form. After your constants are linked, you can move on to Folder Index Links.

Folder Index Links tab

By default, the Folder Index Links tab will be blank when you first create a series of Folder Index Links.

  1. Click Add and the PDF Form Folder Index Links Edit dialog appears, where PSIsafe Desktop Administrator can link each index field accordingly.

    Make sure to select the correct repository and cabinet for which you would like to associate your Folder Indexes, since Folder Indexes are based on the cabinet configuration.

  2. In the Indices column on the left, click to select an index which corresponds to your Folder Indexes.

    Then, click a field in the Field column on the right-hand side, which is a field within your PDF Form.

    After you have confirmed that the two fields match, select Add to link the fields.

    If the process is done correctly, you should see the newly-linked Index appear in the Index column on the right-hand side. Only Linked Indexes will be displayed in this column.

  3. Click OK to complete the linking process, and click the subsequent Finish button to finish linking indexes to your PDF Form.
  4. To edit the form fields at a later time, return to the Templates Section of PSIsafe Desktop Management, go to Step 2 of the templates creation process, and select the Edit button next to the File Exists? column (see Edit template in Management).

    Now, on the Folder Index Links tab, the program displays the linked Index Fields for you to review. To expand, click the triangle expansion button to the left of the repository name.

    From this screen, you can either add a new series of Folder Index Links, edit an existing series of links, or delete an existing series of links.

    Click Finish when complete, and then click Finish once more on the Template Creation process to complete the overall Folder Index Linking process for PDF Forms.