The Forms module can be used to populate PDF form templates with information that is stored within Time Portal. This feature may be useful for organizations that wish to print pre-filled documents for each employee.
Creating form templates
PDF form templates are often created in Adobe Acrobat using Acrobat's Edit Form feature on an existing document. When in form editing mode, form fields can be drawn onto the document and given field names that match those in Time Portal. For example, a form field named EmployeeFirstName will serve as a placeholder for the first name of an employee in Time Portal.
Time Portal includes the following fields that can be mapped to Acrobat PDF field names:
Once a form template has been created in Adobe Acrobat, it must be imported into Time Portal for use. On the Form Templates page, the "Manage Form Templates" option may be used to review a list of Acrobat templates that have already been imported into Time Portal. Click the "New Form Template" button to display the Create Form Template screen. As illustrated, this screen provides an option to choose the file that was created in Adobe Acrobat.
Adding extra form data to Time Portal
In many cases, it is desirable to populate form fields with information that is not stored within Time Portal. While not visible within Time Portal, extra information can be associated with employees by defining extra columns on the Employees tab of the Time Portal Excel import document. If, for example, a PDF Form includes a field called phoneNumber, simply add a column with the heading "phoneNumber" to an Excel import template that was generated by Time Portal.
When at least one employee record has been imported with data in the custom column, Time Portal will begin to store data for that custom column. The Import Data spreadsheet will include custom columns along with Time Portal's built-in columns and serves as a mechanism for maintaining custom data.
Generating forms with form data
The Forms module provides a list of previously generated forms as well as options for creating new documents. Select one or more employees and one or more form templates then click the Create Forms button to generate a single PDF document that includes all the selected forms with data merged from all selected employees.
Once document has been created, it will be included in the Forms List for and can be downloaded for review.