Fillable PDF docs and E-sign HR Task Types

[alijubran]

I have created a PDF Document template and parsed/mapped fields to the fields within the PDF. I am now creating Activities for Onboarding and one of the Activities is for an Employee to E-Sign a pre-filled PDF.

My HR Task Template sets the Task Type to E-Signature, I assign it to the subject person of the LE Case, and the Acknowledge Document is the one that I created the mappings for.

When I go to sign the document none of my mapped fields are populated. Also my signature doesn't get placed on the mapped signature area.

I expected the mappings to work for HR Task Activities, but it seems they do not. Can anyone confirm whether HR Task E-Signatures should work with mapped/fillable PDF Documents (in Jakarta)?

I did test to make sure my mappings work by creating an HR Case and selecting the PDF Template on the case and then creating a Task for a Sign Document. My goal is to skip this step with Onboarding.

[michaelj_sherid · Accepted solution]

You would need to present the Fillable PDF as a part of the HR Case template. This will allow you to create a service activity of Sign Document. There is a difference between sign document and e-Signature as tasks types. When you have the child Task (Service Activity) as Sign Document you will see the mapped fields. The e-signature is more of an acknowledgement that you have received a document (the e-signature doc uses the Managed Documents reference to present the document).

[alijubran]

Thanks Michael! Now I realize that the Acknowledge Document reference is to the Managed Document table and not the Document Template table. I should have seen that and realized that the mappings are not on the Document Mgmt table. 

Appreciate the clarification! 

[Ritu Priya]

The mappings work fine when created on HR Case by selecting the PDF Template on the case and then creating a Task for a Sign Document. I need this functionality from task record i.e option to select pdf template on task table, and generate and sign pdf on task table itself.

Has any one had similar requirement? Any lead with approach i should take will be helpful.

[Community Alums]

Ritu,

hi.  One approach I have done is to create a UI action that saves the changes to the case (where the pdf fields are mapped from, if they are a dot walk to a related table then save the changes onto that record) then clear the pdf template value on the case save the case, then restore the PDF template field and re-save the case. These clear save then reset pdf template and save steps will cause the OOB to repopulate the pdf values and will happen quick enough that the user won’t be waiting.

this approach works very well in the backend.

hope this helps

Bill