Gravity Flow – PDF Generator Extension

The order of the step decides what the document says

Someone submits a purchase order, their manager corrects a detail and approves it. If the PDF came out when the form was submitted, the file on record tells the previous version. You have a flawless document describing something that is no longer true.

In a workflow with reviews, a PDF is a snapshot of one moment. The extension generates it when its step is triggered, so choosing where that step goes is choosing which version of the request becomes a document. Before approval you have a request. After it, a record of what was approved.

PDF Generator lets you place PDF creation steps at any point in a Gravity Flow process. If your workflow allows corrections, check with a test entry that the file picks up the reviewed data.

How the step is built

• Template: designed just like a notification, with merge tags. All Gravity Forms merge tags are supported.
• Page breaks: the <pagebreak /> tag splits the document wherever you place it.
• Conditional logic: like other Gravity Flow steps, it can run only when your conditions are met.
• Scheduling: the step supports scheduling its execution.
• File name: the "Custom File Name" option sets the name of the attachment and of the server copy. Slashes are removed.

Getting the PDF to the right person

By email. With "send by email", the PDF goes to the selected users. If you choose a role, it reaches every user in that role.

By link. Without that option, the file is generated on the server and downloaded with {workflow_pdf_download_link}, which creates a link, or with {workflow_pdf_download_url}, which gives the bare URL.

With care on signed links. An unsigned link checks whether the person has the gravityforms_view_entries or gravityflow_status_view_all capabilities, or is an assignee on the step. With signed="true" all those checks are skipped: anyone with the link can download the document. It expires after 20 minutes by default, and expires lets you change that. If the PDF holds personal data, choose that period deliberately.

Simple documents that come from a template

It is a tool for simple PDFs from form entries, without touching configuration files. If you need advanced design, Gravity Flow also supports Gravity PDF.

It is an extension: it does not create workflows on its own, it adds a step type to Gravity Flow, which in turn works on top of Gravity Forms.

Watch out for languages. The bundled mPDF library leaves out some fonts to reduce the install size. One example is Sun-ExtA.ttf, needed for Chinese, Japanese and Korean. If characters are missing or the PDF is not generated, download the font to a folder outside the plugin, register it with the gravityflowpdf_mpdf filter and restart the step.

Adding the first PDF step to your workflow

It needs the latest versions of Gravity Flow and Gravity Forms, plus a current version of PHP. Check the one on your hosting before installing.

Start with a workflow that already works:

1. Mark the point in the workflow where the data is final.
2. Add a PDF step there and write the template with merge tags.
3. Choose between sending by email and a download link.
4. Set a custom file name, if you need one.
5. Run the whole workflow with a test entry, including a correction, and open the final PDF.

If the document calls for more design

Gravity PDF Core Booster extends the Core and Universal templates of Gravity PDF, with control over fields, margins and custom CSS. It needs Gravity PDF, the option Gravity Flow also supports for advanced needs.

If you prefer placing elements with the mouse, E2Pdf has a drag-and-drop builder and works with Gravity Forms, among other form plugins. It is a separate tool from Gravity Flow steps, so check how it fits your process.

The timing, the link and the languages of the PDF

When is the PDF generated?

When its step is triggered, at the point in the workflow where you placed it.

How long does a signed link last?

Twenty minutes by default. The expires attribute, for example with "1 day", changes that period and requires signed="true".

Does it work for Chinese or Japanese text?

Yes, but you may need to add the missing font, such as Sun-ExtA.ttf, in a folder of your own.