Tips for preparing a dynamic document

A little preparation avoids the most common problems with dynamic documents: text that’s cut off, fields that don’t work and templates you have to rebuild.

Before you get started

Check it needs fields

• Documents that only need to be read and acknowledged work better as static documents. That includes policies, job descriptions and Fair Work Information Statements. Worknice records who received and acknowledged each one, and when, so remove any name, date, signature or tick-box blocks.

• If you want to compare everyone’s answers, use a questionnaire. Questionnaire answers can be shown side by side in a data table.

In Word or Google Docs

1. Keep the details that change out of your sentences. A PDF doesn’t reflow, so the words around a field never move to fit what’s typed into it. Put the changing details in a table or term sheet, and have your clauses refer to it, for example “as set out in item 4 of the term sheet”.

2. If a field has to sit inside a sentence, put it at the end of the line. Dates are usually fine inline, because their length barely changes.

3. Leave room for the longest value. Make each blank as wide as the longest name, position title or address you expect, and tall enough for the longest clause. Text that doesn’t fit is cut off.

4. Remove highlighting before you save as a PDF. Highlighting can’t be taken out of a PDF afterwards, so it shows on every document.

5. Delete placeholder text such as <<Start date>> or mail-merge tags, and leave a blank in its place. Placeholders are just text in the PDF, and Worknice prints over them.

6. Remove sections Worknice handles for you, such as witness blocks, initials on every page, and sections that collect bank, tax or emergency contact details. Collect those with forms instead.

7. Add a company signature as an image if your contract needs one that’s the same every time.

8. Keep your Word or Google Docs file. Changing the wording later means editing it and making a new PDF.

In your PDF editor

1. Add plain text fields only, using your editor’s form tool. Use a text field even where a date, a choice or a signature goes, because you choose each field’s type in Worknice. Check boxes, drop-downs, radio buttons and signature fields are ignored or cause errors.

   In Adobe Acrobat, use Prepare a form, then Text field. Fill & Sign and Add text add words to the page, not fields.

2. Delete any fields your editor adds for you. Adobe Acrobat often guesses fields, especially signatures. Remove them and add your own.

3. Give every field its own name. Fields with the same name are filled in together, which helps when one value appears twice and causes confusion when it shouldn’t.

4. Size each field for the longest value, and make signature fields taller than the rest.

5. Set the font and size on each field to match your document, usually 10 or 11 pt. Filled-in text uses a standard font, so it may look slightly different from a brand font.

6. Save the fillable PDF and reuse it as the starting point for future changes, so you don’t rebuild every field.

In Worknice

• Choose Assigner or Submitter for each field. Assigner fields are filled in by whoever sends the document. Submitter fields are filled in by the employee.

• Use Smart fields for details already in Worknice. They fill in from the person’s profile, so for a new starter, check the profile has the details before you send it.

• Add a description to any Date field. A Date field fills in today’s date unless it’s changed, so say which date you want, such as the start date.

• Use a Choice field for anything from a set list, such as employment type, location or employing entity. One template with a Choice field can replace several that are nearly the same.

• Add a description to any field someone could misread, for example “the position title, not the person’s name”.

Test it before you send it

Assign the template to yourself, fill in the fields and read the document it produces from top to bottom. Check for cut-off text, uneven spacing and anything that printed when it shouldn’t have.

Changing a template later

• A template’s PDF can’t be edited once it’s uploaded. To change the wording, update your source document, make a new fillable PDF, add it to the same paperwork type as a new template and set up its fields. Then archive the old template.

• Paperwork that’s already been sent doesn’t change. Assign the new version to anyone who needs it.

Related articles

• Dynamic documents

• Configuring dynamic field types

• Replacing templates

You're All Done!

Your document is ready to fill in cleanly for every person you send it to.

If you have any questions, please reach out to our support team at help@worknice.com or through the help section in Worknice.