Use a custom PDF and a document export query when your process requires a downloadable or scheduled copy of an electronically signed confirmation or acknowledgement statement. The custom PDF supplies the statement text and mapped signature fields. The document export query returns the generated PDF and, when needed, an index file.
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Choose a signature storage approach
You can support this pattern in either of these ways:
Approach | Use when | Considerations |
|---|---|---|
Store signature values in application-scoped fields | You want a durable signature and submission date value directly on the application record. | Requires creating and mapping fields before configuring the custom PDF. |
Read values directly from the form response | The form is submitted once per application and the custom PDF can use the form response as the source. | Requires a merge query that joins to the correct form response, typically sorted by submitted date descending. |
Create the form and signature fields
Create an application-scoped form.
Add the confirmation or acknowledgement statement text to an instruction block.
Create the fields needed to capture the electronic signature and signature date. For the field-based approach, create application-scoped fields.
Add the fields to the form.
Create and upload the custom PDF
Create a PDF version of the statement text outside Slate.
Go to Database > Files.
Upload the PDF.
Set the path to begin with
/apply/, such as/apply/confirmation_statement.pdf.
Map data onto the custom PDF
Open the custom PDF configuration.
Add mapped fields for the signature and signature date.
If the PDF needs values that are not available directly, configure a merge query and use it to supply the mapped data.
Save and preview the PDF against a test application.
Create the export material
Create a custom material for the custom PDF.
Use a material key that matches the custom PDF naming convention. For a custom PDF stored at
/apply/confirmation_statement.pdf, the related system material key should follow the custom-mapped PDF convention described in Configuring Document Export Materials.Configure the material export value required by the receiving system.
Build the document export query
Create a configurable joins document export query.
Add filters that return the applications and custom material to export.
Include the required
pdf:fileandpdf:xmlexports.Add any exports required for the index file, such as the applicant identifier used by the external system.
Run the query and test the formatted export output.
📝 Note
Document export queries require
pdf:fileandpdf:xml. Do not remove or rename these exports.
Schedule the export when an index file is needed
If the receiving process requires an index file, configure the query's scheduled export settings. The scheduled export controls the output package and index file behavior for document exports.
Use form response fields directly
Instead of storing signature values in separate application-scoped fields, you can use fields from the form response directly when each application should have only one relevant submission.
Create the same custom PDF and custom material.
In the merge query, add a base join to the application-scoped form.
Sort the form response join by submitted date in descending order so the query returns the most recent submission.
Rename the join clearly so future maintainers understand which form response is being used.
Map the form response fields onto the custom PDF.