Set Up a Fillable PDF Document with Admin-Specific Fields

Admin-specific fields must be set up in fillable PDFs before you upload the document to the portal.

Admin-specific fields in fillable PDFs are only available for Onboarding documents. Onboarding / ATS Admins can enable this setting when creating the Onboarding document and selecting the Required Second Step option.
  1. Open the document in your PDF editor. You must be able to edit the PDF field properties for the document.
  2. Label each field that a user will fill out as a standard editable field.
  3. Label each field that an admin will fill out as a read-only field.
  4. If you want to set up a date field to auto-fill when an employee or admin signs the document, label the date field as server date.

The user will not be able to enter values in the admin-specific read only fields, and the admin will not be able to modify the user's entries.

Onboarding / ATS Admins can upload the PDF to the portal and configure the appropriate settings to enable admin-specific fields. For details on this process, see Create Document Templates.
Once the PDF is uploaded as an Onboarding document, users and admins will complete their portions of the document.
  • When the new hire completes the PDF, they will only be able to fill out the standard editable fields. Once they finish filling out the document, they submit it.
  • The Onboarding / ATS admin can then go to the Onboarding Dashboard, open that user's onboarding tasks, open the PDF, and fill out the admin portion, as these fields will now be editable. The fields completed by the user are now read only.