Node: Create PDF
The Create PDF node generates a custom PDF file during workflow execution. You define the content using a rich visual editor — with support for formatted text, tables, and workflow variables — and the resulting PDF becomes an artifact available to downstream nodes: it can be attached to emails, uploaded to Google Drive or OneDrive, and referenced at other points in the flow.
The node advances immediately after the file is generated, without waiting for any external action.
When to Use
Use the Create PDF node whenever the process needs to generate a formal document as part of the automation. Common examples:
- Approval reports — generate a PDF with the request data and the approval result to send to the requester or archive.
- Receipts and confirmations — create a personalized confirmation document after a form is filled, such as a registration or order confirmation.
- Contracts and terms — assemble a pre-formatted PDF with information collected in the form for signing or archiving.
- Inspection reports and assessments — consolidate field form data into a structured document ready for distribution.
- Process summaries — produce a PDF with the history or result of a flow for auditing or compliance purposes.
The file generated by this node is available as an artifact in all descendant workflow nodes. You can attach it to emails in the Send Email node, upload it to Google Drive or OneDrive, or include it in Approval emails.
Configuration
To configure the Create PDF node, click on it in the workflow editor canvas. The side panel will display the following fields:
| Field | Required | Description |
|---|---|---|
| Node label | No | Display name of the node on the canvas. Does not affect PDF generation. |
| File name | Yes | Name of the PDF file to be generated. Supports variables in the format {{field_name}} to make the name dynamic. The .pdf extension is added automatically if not provided. Example: Report-{{customer_name}}. |
| PDF content | Yes | Body of the document. Click the Configure content button to open the rich visual editor, where you can format text, create tables, and insert workflow variables. |
| Page format | No | Paper size for the PDF. Options: A4 (default) or Letter. |
| Page orientation | No | Paper orientation. Options: Portrait (default, vertical) or Landscape (horizontal). |
PDF Content — Visual Editor
The PDF content is defined in a rich text editor accessible via the Configure content button in the properties panel. The editor supports:
- Text formatting (bold, italic, underline, font size, color)
- Ordered and unordered lists
- Tables with multiple columns and rows
- Paragraph alignment
- Insertion of workflow variables (fields from forms responded earlier in the flow)
Using variables in the content
You can insert variables in the format {{field_name}} directly in the PDF body to include dynamic instance data. Available variables correspond to fields from forms that have already been answered up to that point in the flow.
Example content with variables:
Request Confirmation
Requester: {{full_name}}
Department: {{department}}
Requested item: {{product}}
Amount: {{total_value}}
Approved on: {{approval_date}}
For reports and receipts with a professional appearance, structure the content using tables in the editor. Each table row can contain a label on the left and the variable value on the right, resulting in a clean and readable document.
File Name with Variables
The File name field supports variables in the format {{field_name}}, allowing each instance to generate a PDF with a unique and identifiable name.
Examples:
Report-{{customer_name}}→Report-Mary-Smith.pdfInspection-{{date}}-{{location}}→Inspection-06-01-2026-Branch-NY.pdfOrder-{{order_number}}→Order-1042.pdf
The system automatically sanitizes the file name, removing characters invalid for file systems. Avoid using / \ : * ? " < > | in the file name.
Node Output
The Create PDF node has a single output. After the file is generated and uploaded, the workflow automatically advances to the next connected node.
The generated file is available as an artifact in all subsequent workflow nodes. To use it:
- Send Email: select the artifact in the attachment selector in the email body.
- Approval: select the artifact in the approval email attachments so approvers receive the document.
- Upload to Google Drive / OneDrive: select the artifact in the artifacts to upload list.
Best Practices
- Position the node after collecting all data: the PDF should be generated after all necessary forms have been responded to, as variables depend on data already available in the flow.
- Combine with the Set Status node: insert a status node before Create PDF to indicate the document is being generated, making tracking clearer in the instance panel.
- Archive with Google Drive or OneDrive: after generating the PDF, use an upload node to save the document to a centralized repository, ensuring traceability.
- Use descriptive file names: include variables that identify the context, such as the customer name, order number, or date, to make files easy to locate in repositories.