How to set up an Entity Template / Workflow Completion Certificate

Owned by Christopher Butcher
Last updated: Oct 25, 2021 by Steve Ross
2 min read

This entry describes the steps to create a PDF document that displays data about an entity and how to send a link to that PDF via an email.

Overview

When someone completes a common Workflow, like an Examination or Course, we often want to produce an electronic artifact that displays the details of that activity in a pleasant and usable graphical form. We use the Workflow Completion feature for this purpose.

We also may want to produce a PDF document that supports a process such as an Invoice to pay by check or a downloadable summary of an employee evaluation or letter of reference.

Other examples of electronic artifacts are Certificates of Completion that a person uses to download and then share with an external source and Score Reports that provide a sophisticated interpretation of their exam results. We may also want to email a link to download the certification. Please see the https://heuristicsolutions.atlassian.net/wiki/spaces/DOCS/pages/2900754468 entry for the various kinds of PDFs other than Entity Templates.

Step-by-Step Instructions

Follow these steps to create an Entity Templates:

  • Configure your Workflow to contain the attributes you want to show in the PDF;

  • Use an external HTML editor to create a visually pleasing document without the substitution variables;

We usually ask Sara to assist with this because she has the best access to HTML editors and graphics (not to mention talent);

  • Create the template object in the System Administration → App Config → PDF Templates area

  • Create the template on the same page in the PDF Template Section

  • On the step in the Workflow you wish to display the PDF, use the Action menu to create a PDF in the quick actions. Configure the permissions to make sure:

The person you wish to see the PDF meets the conditions you describe, such as access to the Workflow Step

  • Complete a Workflow Instance to the point you see the PDF. Confirm that the PDF displays as you want with static values.

  • Edit the PDF to introduce the substitution variables where you want them.

  • Proceed to enter all substitution variables;

  • Test with a variety of values, like:

    • No values

    • Long values

    • Values with the wrong data type

  • To then enable sending a link to the template in an email:

    • Add a row on the System Administration → App Config → PDF Templates page in the Entity Template Area as follows:

      • PDF Template ID - The ID of the template created above.

        Entity ID - The Entity ID from the table on the page in the Entity Template Area that corresponds to the workflow on which you have configured the behavior.

      • Area - 8: Public; which allows access from an email without first logging in.

    • Make note of the Entity Template ID assigned to the new row.

    • Create a new email template (or add to an existing one) the following code where you want the link to appear:

      • ${@model.UrlForPublicTemplate(Entity_Template_ID)} where Entity_Template_ID is the ID from the Entity_Template table (not the PDF_Template table).

    • Add a behavior in the workflow to send the email at the appropriate point in the process.

Examples

We have several examples that can serve as starting points, including:

Score Report:

  • ABOM Score Report

  • Baseline Score Report

Certificate of Completion:

  • LearningBuilder Academy Certificate

  • Baseline Activity Completion Certificate