Automated PDF Generation with Unique IDs and JotForm Table Integration

Hello JotForm Team,

I have a client for whom I developed a JotForm form. This client is an embassy and requires a visitor control system for their facilities.

The form needs to do the following:

STEP 1 When the user fills out and submits the form, it should immediately send a PDF to the sender's (user's) email with specific information taken from the form, specifically the user's name, reason for visit, as well as the scheduled appointment date and time. (I need to be able to edit the PDF to add the embassy logo and other fixed data), meaning "user name, reason, date and time, and correlative number" would be the variables that will be embedded or included in the PDF.

For example: "Dear visitor [name], your visit was successfully processed and is scheduled for [Date] at [time]. Your request was scheduled for [Reason for visit]... and it must also include the unique correlative number of that PDF.

The PDF must have a unique and correlative number so that no two PDFs are identical, as this PDF will serve as an "entry pass to the embassy."

STEP 2 The information sent from the same form should feed in real-time into a "JotForm Table" with the following columns: Name, date, time, reason for visit, and the correlative number assigned in their PDF.

This table will be embedded on the embassy's website so that staff can check it daily to know who will be visiting their headquarters, the reason, the time, and check the assigned correlative number to validate their access to the embassy.

CONSIDERATIONS: The form is already built with your appointment system, etc. I would just like you to explain the step-by-step process to accomplish this task.

I know how to embed tables on the website.

Thank you very much for your attention, and I look forward to your response.

Hi Agustin,

Thanks for reaching out to Jotform Support. I'm an AI assistant. I'll do my best to help you until someone from the support team is available.

Let me help you with that:

Step 1: Create and Customize the PDF

1. Open PDF Editor: Customize your PDF by adding the embassy logo and fixed data.
2. Add Form Fields: Insert variables like user name, reason for visit, date, time, and a unique correlative number.
3. Set Unique Number: Use a unique ID field or create a custom correlative number to ensure each PDF is distinct.

Step 2: Automate PDF Sending

1. Set up Email Notification: Configure the form to send the customized PDF automatically to the user’s email upon submission.

Step 3: Integrate with Jotform Table

1. Ensure Form Data Feeds Table: The form submissions will automatically populate the Jotform Table with columns for Name, Date, Time, Reason, and Correlative Number.
2. Embed Table: Embed this table on the embassy’s website for real-time visitor tracking.

This setup allows you to send personalized, unique PDFs as entry passes and maintain a live visitor log accessible via the website.

Give it a try and let us know how it goes.

1. where: Open PDF Editor: Customize your PDF by adding the embassy logo and fixed data.

Hi Agustin,

You can customize your PDF in Jotform by using the PDF Editor. Here's how to access it:

1. Go to My Forms and select your form.
2. Click More on the right side of the form.
3. Select Create PDF Document under the Data column. This opens the PDF Editor.
4. In the PDF Editor, use Add Elements to insert text, images (like the embassy logo), and form fields such as name, reason, date, time, and your unique correlative number.
5. You can drag, resize, and position elements as needed to design your PDF.

This allows you to create a personalized PDF with fixed data and dynamic form information.

1. how? Set Unique Number: Use a unique ID field or create a custom correlative number to ensure each PDF is distinct.

Hi Agustin,

A member of our Support Team has taken over your thread and will assist you further. I will no longer be responding here.

Thank you for your understanding.

Hi gtacloud2023,

With Jotform's PDF Editor, you can easily add or edit form fields in the PDF files used for submissions. Any changes you make will be applied directly to the downloadable files. Let me show you how:

1. In PDF Editor, click on the Add Element menu on the left side of the page.
2. Under the Form Fields tab, click on an element that you want to add.
3. Then, select the field you added and click on the Gear icon.
4. In the menu on the right, customize your field as you want.

You might also want to check out our guide How to Create PDF Forms with PDF Editor for more information.

Once you create a PDF document, you can attach it with the Notification Email. Attaching your submissions as PDF files to your Notification Emails is easy. Let me walk you through it:

1. In Form Builder, in the orange navigation bar at the top of the page, click on the Settings tab.

2. In the menu on the left side of the page, click on Emails.

3. Hover your mouse over the Notification Email element and click on the Pencil icon.

4. Click on the Advanced tab, toggle Attach PDF to the On position, and select the PDF file you created.

5. Now, scroll down, click on Save, and you're done.

Give it a try and let us know if you need any more help.

Thank you Arsian!!! It turned out perfect!!