PDF Settings | Create PDF copies of form submissions - Zoho Forms

Sending PDF copies of form submissions

Providing PDF copies to respondents

When your respondents submit form entries, they might want to keep a record of the data they have filled out such as purchase orders, complaints they have raised, or applications for their reference.


To provide your respondents with an option to have a copy of their responses,

  • You can provide a link to download the form responses as a PDF in the Thank You Page.
    PDF of form submission in Thank You page
  • Send the PDF of the form submission as an attachment in the Email Notification triggered to the respondents after submitting an entry.
    PDF of form submission in email notifications
  • Send the PDF of form submission along with the final approval/denial email after the approval process is complete.

PDF copy of form entry in Thank You page   

To provide your respondents a link to download the PDF of form submission in the Thank You Page,

  1. In your form builder, navigate to the Settings tab > General Thank You Page & Redirection.

  2. To provide your respondents a link to download the PDF of form submission in the Thank You Page, select the  Include a link to download PDF of submitted response in the Thank You Page option.

    Provide PDF copy in Thank You Page

  3. Click Save.

PDF copy of form entry in email notifications      

To send a PDF copy of form submission as an email attachment,

  1. In your form builder, click the Settings  tab.

  2. Click Email & Notifications > Email and set up an email template.

  3. After composing your email and select Attach form submission as a PDF option.

    Email Template Attachment

  4. Click Save .
The PDF of form submission will only be generated when the form is submitted or a form entry is updated.
To obtain a PDF of previously submitted form entries, use the Email notification for Updated record option in our forms.
To do this,
  1. Go to the Settings tab > Email & Notifications Email.
  2. Configure an email template for Updated Record.
  3. Once configured, navigate to the All Entries section of your form to update the entry. The email notification will then be sent to the configured email address with the updated form submission PDF.

PDF copy of form entry in Final Approval/Denial Email template

The Final Approval Status is the status of the form entry after crossing all the levels of approval in the Approval Process. Whether the Final Approval Status of a record is Approved or Denied, you can trigger an email notification.
To configure the template for the email to be triggered on final approval/denial,
  1. Navigate to the Approvals tab in your form builder Approval Settings and click Final Approval Email or Final Denial Email as required.
  2. Specify the From and To email addresses, Subject, and Message of the email.
    You can select the email address of your org users as the  From address by clicking the Add Sender Email option in the dropdown.
    You can merge values from the form responses in the subject and the message using the Merge Tag.
  3. You can choose to send a PDF copy of the form entry and merged documents as attachments to the email.
  4. Click Save.

By default, the Default Template will be used. To access the PDF Settings, navigate to Settings > PDF & Document Merge PDF Editor where you can customize the PDF.
Know more  about using the Default PDF Template.
Know more about creating your own PDF template.
Note: If you find the Attach form submission as a PDF  option disabled while configuring the email template, check if the Default Template  is disabled under  Settings PDF Settings.

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