Convert Document | Smart Flows

The Convert Document flow block converts documents into different formats based on parameters set by the user. Many users link Convert Document flow blocks to a Generate document block. However, users can also connect other blocks like the Send to Docusign block and then Convert the signed document.

Flow Block Parameters

The dropdown menus below provide all of the flow block's configuration options with detailed information and recommendations to help you configure your flow block.

Flow block customization buttons

You can further customize your flow block's parameters in several ways

Users can use linked fields to map data from your data set(s).
Users can use edit fields to customize the flow block.
Using delayed output settings to wait for signatures or file names of completed documents.

Flow Output

Index No.	Component, Control, or Indicator	Function
1	Target document	When checked, a link is provided to the converted document in the flow output.
2	Target Document Name	When checked, the document name of the converted document is displayed in the flow output.
3	Compliance test passed	When checked, the compliance test result is displayed in the flow output. (true/false). This output is relevant only for 'PDF/UA-1' type.
4	Compliance test report	When checked, an XML file containing the details of the compliance test result is provided in the flow output. This output is relevant only for 'PDF/UA-1' type.

Basic Settings

The basic settings define the name of your document and what type of document to convert into during flow execution. The Document flavor field controls what additional settings you will see when designing your flow. For example, the side panel only displays PDF settings when you have set the Document flavor to PDF.

Index No.	Field name	Function
1	Source Document	Specifies the document to convert. The document acts as a variable to determine the next step in the flow.
2	Target Document Name	Sets the filename of the converted document. By default, the Document name field uses the name of the template.
3	Time format	Sets the timestamp behavior for the converted document. When checked, the system adds a timestamp to the document's name as {{date}} {{time}}. However, users can also link other fields to the Timestamp format field. When using the linked field method, both the date and time fields can accept all date and time symbols.; Refer to Date & time patterns for more information.
4	Target Document Format	The format of the document. Available formats include: PDF HTML RTF WORD ODF Word 97-2003 Plain text XPS PCL 6 PS 3.0 EPUB PNG JPEG XLSX PPTX
5	Use a generated document as input	When checked, the system converts the linked document instead of the original .docx document generated by the flow.

PDF Settings

The PDF settings define how your converted PDF functions for users, including encryption, permissions, and password protection. The PDF settings only display if PDF is selected for the document flavor.

Index No.	Field name	Function
1	Profile	Sets the rate of compression for the converted document. Options include: Standard: The system uses minimal compression . High quality: The system uses low compression. Small file size: The system uses maximum compression.
2	Compliance	Sets the PDF version and accessibility compliance level for the converted document. By default the system uses PDF17 but can also support PDF15 for legacy purposes. A document can also be converted with compliance to accessibility standards such as PDF/UA-1, PDF/A-2a or PDF/A-2u and PDF/A-1a or PDF/A-1b (legacy). Upon selecting PDF/UA-1, the following setting is displayed: Fail the flow if the converted document is not valid according to the compliance test result - This setting allows you to ensure non-compliant documents are blocked from delivery. For more information on PDF/UA-1, see Features of PDF/UA.
3	Image color space export mode	Sets the color space mode for the images in the PDF. You can select the following options: Auto - The original color space of the image is retained as it is. Simple CMYK - The original color space of the image is converted in to CMYK color space. For more information, see CMYK_color_model.
4	Preserve form fields	Sets the fields editable post converting the document to PDF.

Protect PDF

Index No.	Field name	Function
1	Owner password	Sets password that unlocks the PDF document and provides access to all the document's features.
2	User password	Sets the password for users of the document. When a user enters the user password, it provides access to the features defined under Permissions.
3	Algorithm	Determines the algorithm to use when encrypting the converted document with the following options: RC4 40 bit, RC4 128 bit, AES 128 bit, AES 256 bit. The system uses RC4 40 bit encryption by default

Permissions

The Permissions settings define what users can do with the converted document, such as printing or content copying.

Index No.	Field name	Function
1	Document assembly	When checked, the document allows users to modify the order of pages.
2	Content copying	When checked, the converted document allows the user to copy content from the document.
3	Degraded printing	When checked, users can print the document in low-resolution mode.
4	Fill in forms	When checked, form fields within the document are editable.
5	Modify annotations	When checked, annotations within the document are editable.
6	Modify content	When checked, allows users to change the content of the document.
7	Allow printing	When checked, allows users to print the document.
8	Allow screen readers	When checked, allows users to use a screen reader with the converted document.

PDF properties

Index No.	Field name	Function
1	Author	Defines the author field for the document. You can type in a name for this field or use a linked field to fill the Author dynamically.
2	Title	Defines the title of the document.
3	Subject	Sets the subject of the document.
4	Keywords	Assigns keywords to the document. A comma must separate each keyword.
5	Creation date	Sets the creation date for the converted document.
6	Modification date	Sets the modification date for the converted document.

Certify PDF

Index No.	Field Name	Function
1	Asset Certificate	Defines the certificate, chosen from the dropdown.
2	Access Permission	Defines 3 access permission levels. Default value: No changes allowed to the PDF. Filling in forms: Allows users to fill in forms. Annotation modifications: Allows annotations to be made on PDF.
3	Certificate Contact	(Optional) Identifies the person signing the certificate. This field cannot be edited later on.
4	Certificate Reason	(Optional) Reason for certificate. Once a reason is given, it cannot be changed or altered.
5	Certificate Location	(Optional) Location of certificate. This field cannot be edited.

HTML settings

The HTML-specific parameters define how the flow block functions when converting documents to HTML.

Index No.	Field name	Function
1	Target Document format	Sets the format when converting to HTML with the following options: Single file web page (mht; mhtml) MHTML: Keep everything in a single file. Web page (htm; html) HTML: Saves a single file with the option to select multiple pages. This format is similar to the options when saving a page in your browser.
2	Encoding	Sets the encoding to use for the HTML conversion. The system uses UTF-8 encoding by default. For more information on supported encoding, refer to Oracle's Java list for more information.
3	Source Document resources	Defines how the system stores the extra resources connected to the document with the following options: Embed: The system stores the extra resources in the document. Shared on filesystem: Sets the system to store extra resources in a shared folder on your server. This setting requires a file system connector. We recommend using the Shared on filesystem setting to optimize resource usage and prevent the redundant copies common with the Own folder on filesystem option. Own folder on filesystem: The system stores extra resources in unique folders on your server. This setting requires a file system connector.
4	Source Document headers and footers	Defines how the conversion handles headers and footers when converting to HTML with the following options: Default Value (Primary Headers and Footers per Document.) No Action Primary Headers and Footers per section. Primary Headers and Footers per document. First page Header and Footer per section.

RTF settings

Rich Text Format (RTF) is a document file format that most word processors can read. The RTF-specific settings define how the Convert Document flow block handles RTF files.

Index No.	Field name	Function
1	Profile	The Profile setting defines the rate of compression for RTF files with the following options: Standard: The system minimal compression. Small file size: The system uses maximum compression.

Index No.

Field name

Function

Profile

The Profile setting defines the rate of compression for RTF files with the following options:

Standard: The system minimal compression.
Small file size: The system uses maximum compression.

Word settings

The Word settings define how the Convert Document flow block handles Microsoft Word file types.

Index No.	Field name	Function
1	Document format	Defines the Word format of the document with the following options: .docx, .docm, .dotm, .dotx, .xml. The system chooses .docx by default.
2	Compliance	Defines the Office Open XML(OOXML) version the system uses to convert the document with the following options: ECMA-376 1st Edition 2006, ISO 29500 2008 transactional, ISO 29500 2008 strict.
3	Password	Sets the password required to open the document.

ODF-specific settings

The OpenDocument Format (ODF) is an open XML-based document file format for documents containing text, spreadsheets, charts, and graphical elements. The ODF-specific settings define the Convert Document flow block behavior for ODF file types.

Index No.	Field name	Function
1	Document format	Sets the document format with the following options: Document (.odt) or template (.ott).

Word 97-2003 settings

Index No.	Field name	Function
1	Document format	The format of the document with the following options: Document (.doc) or template (.dot).
2	Password	Sets the password required to open the document.

Text settings

Plain text document conversion produces documents that display and function similar to Notepad documents.

Index No.	Field name	Function
1	Encoding	Defines the encoding applied when converting the document text.

XLSX Settings

Post XLSX document format selection, the application displays the following settings:

Index No.	Field Name	Function
1	Profile > High quality	Slow file conversion with high quality images.
2	Profile > High Performance	Fast file conversion with average quality images. Also, the converted file size is considerably large when compared to the Default profile files.
3	Profile > Default	Average conversion speed and image quality.
4	New worksheet per page	Moves each page into different worksheets - if they are separated by a Section Break.

The 'New worksheet per page' option works if the original .DOCX document is selected as input for the Convert block (so 'Use a generated document as input' is not checked) in combination with section breaks.