Hello everyone,
I have a requirement to prepare the following scenario:
When an HR case is created and its state is changed to "Ready to Work," three document tasks should be created in the following order:
- The assigned user has a document task to fill out a PDF document with data.
- The subject person then fills out the PDF document with updated data.
- Finally, the assigned user reviews the PDF.
For testing purposes, I used a Non-Disclosure Agreement, which is an out-of-the-box (OOTB) editable PDF, as my PDF document in the document template.
Part of PDF:
I followed this link: ServiceNow Documentation and created the document template in the correct scope, Document Templates application (sn_doc).
I then added participants, as mentioned, with actions: fill, fill, review.
Document template record in Document Templates app with participants set:
Next, I created an HR case template that references the document template:
I also created an HR service that references the HR case template and added Automatically Initiate Document Task option
Now everything looks fine. When the case is created and the state is changed to "Ready to Work," the document task for the assigned user to fill out the PDF is created.
There is a "Fill Document" UI action on the document task record that opens the viewer, but I cannot edit anything there. It should be possible, as indicated in the link I provided earlier.
The same problem occurs in the Employee Center. The assigned user can open the PDF task for themselves, but the fields are not editable; they cannot write anything into the PDF.
I have already spent a lot of time trying to figure this out. This is not an HR document template; it is a document template, and it should be possible to allow users to type directly into the PDF in ServiceNow.
Any ideas on what might be wrong here? Thanks in advance!
Hi Miro2,
Thanks for the attached screenshot. I noticed that there is a "Participant" field on the mapping record, which is not visible on the form. I just figured out that I need to set this field to "Participant" to allow them to edit the field.
This is not mentioned anywhere in the documentation, so for anyone facing a similar issue: when creating a mapping, you need to define the participant to enable them to write into the field.
I'm not sure why this field isn't present on the template mapping form by default or documented, but I will suggest this improvement to ServiceNow.
Here’s how it looks:
The document is then saved perfectly and passed on to the next participant's document task.
Once again, thank you, everyone!
Hi @Marek Remi_
You have 10 template mappings created when you clicked Parse PDF. The fields on the PDF file will be auto-populated based on the mapping.
Could you provide a screenshot or steps on how you mapped these fields from the document?
'Template For Non-Disclosure Agreement' as an example
