Convert Word to PDF

This rule lets you select a Word document stored in a SharePoint document library and convert it to a PDF.

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Title

The first part of the business rule lets you define a title for your rule and select the event on which it operates. The default title is the standard FlowForma rule name; change it by deleting the text and entering your own. In the event field you determine when the rule is executed. For a flow this can occur when the form is loaded, started, or completed. For a step this can occur when the step is started, saved, or completed. For questions it can occur when the question is updated.

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Rule condition(s)

The second part of the business rule lets you set conditions. These are not required, but if entered they control when the rule is executed in relation to other items in the form.

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Rule actions

In the SharePoint Document URL field, type the URL of the document you want the rule to convert. You can use several tokens to build the URL:

• FormID: the ID of the current form
• StepID: the step ID of the form where the document is located
• FlowTitle: the title of the flow
• StepTitle: the title of the step
• FormTitle: the title of the form

The document must already have been created in the same step or a previous step, using the Generate Document business rule. Click editor to help build the path to the document by selecting the relevant step.

• Overwrite document: yes or no. If you select yes and a document with the same name already exists, it’s replaced with the new version of the document.

Select the PDF security checkbox to configure a password and permissions for the PDF, as described below.

• Stop execution: if stop execution is enabled and this rule is executed, no other rules are executed.
• Enabled: rules aren’t saved to a list like questions and steps are, so if you want to stop a rule executing without deleting it, toggle this option to enable or disable the rule.
• Enable audit: if checked, a record is added to the audit trail when this rule is executed. This option is available when the Compliance feature pack is activated.

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Setting passwords

Setting a password requires two options:

• User password: if the PDF is opened using the user password, the selected permissions are applied to the document.
• Owner password: if the PDF is opened using the owner password, the “Allow all” permission is applied to the document.

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Choosing a password

There are two options for choosing a password:

• Questions: set the password by selecting a question in the form from the dropdown; the value contained in that question is applied as the password.
• Free text: set the password by typing into the answer field. When you save the rule editor dialog, the password is encrypted, and the encrypted value is displayed the next time the dialog is opened, not the original password.

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Permissions

There are several permissions you can apply to the PDF:

• Allow all: allows all operations on the PDF document.
• Disallow all: disallows all operations on the PDF document. This is the default value.
• Content copying: allows copying or otherwise extracting text and graphics from the document, including extraction for accessibility purposes.
• Content copying for accessibility: allows extracting text and graphics to support accessibility for disabled users, or for other purposes.
• Modify contents: allows modifying the document’s contents.
• Modify annotations: allows adding or modifying text annotations.
• Fill in: allows filling in forms and signing the document.
• Document assembly: allows assembling the document: inserting, rotating, or deleting pages, and creating navigation elements such as bookmarks or thumbnail images.
• Printing: allows printing the document.