Create Fillable PDFs in monday.com
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Despite infinite technological advances in recent years, filling out documents remains a painful part of many workflows. Many of today’s documents are still generated as PDFs which are difficult, if not impossible, to fill online. Printed PDFs create additional challenges, requiring manual data copying to get the information into your monday.com board. The process is time consuming and error-prone. Small mistakes such as a wrong number, a missing field, or an outdated detail, can lead to delays, confusion, or even failed processes.
With SuperForm, you can create PDFs online in seconds, turning your board data into ready-to-send PDFs automatically, making it easier for people to fill forms, and for your team to collect the data it needs in a clear, organized way.
How to Create Fillable PDFs in monday.com
Start by navigating to SuperForm’s PDF tab in the right side editor.
Toggle on “Allow PDF download” to activate the feature.
Toggle on “Upload file to colum” to create a fillable PDF from an existing PDF. When the fillable PDF is created, all submissions will add data directly to your board.
- Pro tip: When uploading an existing PDF, make sure to choose the column you want to upload the PDF responses to. You cannot proceed to form creation without this step.
A section called SuperForm PDF settings will open automatically when one (or both) of the sections is toggled on. Choose from a Default PDF, which is creating a PDF from an existing SuperForm, or Custom PDF, to upload an existing PDF.
When using Default PDF:
- Name the document either by choosing a name based on a board column, or by choosing a static name and inserting a custom name for your file.
- Align the form on the page, choose the width, font size, and more.
When using Custom PDF:
- Upload your PDF template. This can be any document you already use, such as a shipping form, contract, or invoice.
- Pro tip: If your file is a pre-existing fillable PDF, SuperForm will automatically detect the fields, which significantly reduces setup time. Form fields that don’t yet exist in the board can be easily added in the form editor.
Once your PDF has been uploaded, connect each field to the relevant board column by dragging and dropping into the relevant place.
If any column does not exist, you can add a new column instantly by clicking +Add Column and choosing the relevant column. You can rename added columns as desired directly in the SuperForm editor.
Once you’ve turned your form into a fillable PDF, every submission automatically generates a document and fills relevant board columns with the submitted data.
When to Create Fillable PDFs
Use SuperForm to create fillable PDFs any time your workflow requires gathering information into your board from an existing PDF. It’s built for workflows where data needs to be shared as a document while also being captured, stored, and managed digitally.
Here are some practical applications for when it can be useful to create fillable PDFs:
Logistics and operations teams can generate shipment requests and delivery forms that can be sent to vendors as PDFs. Vendors can submit the information and the completed form directly into the relevant board, reducing errors and speeding up dispatch.
Sales teams can send quotes and proposals as fillable PDFs that can be signed and submitted directly into monday.com. Deal information can then be converted into a polished invoice that can be sent to the customer for payment.
In accounting and legal workflows, the ability to fill PDFs online is essential for keeping structured and critical data and signatures in place. Using fillable PDFs ensures consistency across documents and reduces the risk of mistakes in critical fields.
HR teams can use fillable PDFs for onboarding, collecting employee details through a form which can be configured to automatically generate contracts and internal documents. When annual employee forms need to be updated, SuperForm can be used in update version so that employees need only to make relevant changes without inputting all of their details from scratch.
Across all of these use cases, the result is the same: a smoother form-filling experience for users, and more organized data for all stakeholders. There’s no duplication, no manual formatting, and fewer human errors.
