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Generate a Submission PDF (formerly Document of Record) for Adaptive Forms

Last update: May 18, 2026
  • Applies to:
  • Experience Manager as a Cloud Service

CREATED FOR:

  • User
  • Developer
NOTE
Adobe recommends using the modern and extensible data capture Core Components for creating new Adaptive Forms or adding Adaptive Forms to AEM Sites pages. These components represent a significant advancement in Adaptive Forms creation, ensuring impressive user experiences. This article describes older approach to author Adaptive Forms using foundation components.
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Overview overview

When a form is filled or submitted, you can keep a record of the form, in print or in document format. This record is called a Submission PDF (formerly Document of Record, or DoR). It is a print-friendly PDF of the submitted form. You can also refer to the Submission PDF for the information customers have filled at a later date or use the Submission PDF to archive forms and content together in PDF format.

Submission PDF (formerly Document of Record)

To create a Submission PDF, an XFA or Acroform based template is merged with data collected via an adaptive form. You can generate a Submission PDF automatically or on-demand.
The on-demand option lets you specify a custom XFA or Acroform based template to provide a custom appearance to your Submission PDF.

You can:

Before you start components-to-automatically-generate-a-document-of-record

Before you start learn and ready the assets required for a Submission PDF:

Base template: An XFA template (XDP file) created in Forms Designer or an Acrobat Form (AcroForm). Base template is used to specify styling and branding information for a Submission PDF. Upload your XFA template (XDP file) to your AEM Forms instance before

Adaptive Form: An Adaptive Form for which the Submission PDF is to be generated.

Generate an XFA-based Submission PDF generate-an-XFA-based-document-of-record

Upload your XFA template (XDP file) to your AEM Forms instance. Perform the following steps to configure an Adaptive Form to use XFA template (XDP file) as template for Submission PDF:

  1. In Experience Manager author instance, click Forms > Forms and Documents.
  2. Select a form, and click Properties.
  3. In the Properties window, select Form Model.
  4. On the Form Model tab, in the Select From drop-down, select Schema or None. You can also select a form model when you create a form.
  5. In the Document of Record Template Configuration section of the Form Model tab, select Associate Form Template as Document of Record Template. On selecting this option, all XFA template (XDP files) available on your machine are displayed. Select the appropriate file. Also, ensure same schema (data schema) is used for Adaptive Form and selected XFA template (XDP file).
  6. Click Done

Your Adaptive Form is now configured to use an XDP file as template for Submission PDF. The next step is to bind Adaptive Form components with corresponding template fields.

Generate an Acroform-based Submission PDF generate-an-Acroform-based-document-of-record

Upload your Adobe Acrobat PDF (Acroform) to your AEM Forms instance. Perform the following steps to configure an Adaptive Form to use Adobe Acrobat PDF (Acroform) as template for Submission PDF:

  1. In Experience Manager author instance, click Forms > Forms and Documents.
  2. Select a form, and click Properties.
  3. In the Properties window, select Form Model.
  4. On the Form Model tab, in the Select From drop-down, select Schema or None. You can also select a form model when you create a form.
  5. In the Document of Record Template Configuration section of the Form Model tab, select Associate Form Template as Document of Record Template. On selecting this option, all Acrobat PDF (Acroform) available on your machine are displayed. Select the appropriate file.
  6. Click Done

Your Adaptive Form is now configured to use an Acroform as template for Submission PDF. The next step is to bind Adaptive Form components with corresponding template fields.

Automatically generate a Submission PDF auto-generate-a-document-of-record

When an Adaptive Form is configured to automatically generate a Submission PDF, every time a form is changed, its Submission PDF is updated immediately. For example, if a field is removed from an existing adaptive form, the corresponding field is also removed and is not visible in the Submission PDF. There are many other advantages of automatically generating a Submission PDF:

  • Form developers do not have to maintain data bindings manually. Auto-generated Submission PDF takes care of data binding related updates.
  • Form developers do not have to manually hide fields which are marked exclude from Submission PDF. Auto-generated Submission PDF are pre-configured to exclude such fields.
  • Auto-generated Submission PDF option saves time required to create a Form template for Submission PDF.
  • Auto-generated Submission PDF option lets you use different styling and appearances using different base templates. It helps select best style and appearance for Submission PDF for your organization. If you do not specify styling, system styles are set as default.
  • Auto-generated Submission PDF ensures any change in form is immediately reflected in Submission PDF.

Perform the following steps to configure an Adaptive Form to automatically generate a Submission PDF:

  1. In Experience Manager author instance, click Forms > Forms and Documents.
  2. Select a form, and click Properties.
  3. In the Properties window, select Form Model.
  4. On the Form Model tab, in the Select From drop-down, select Schema or None. You can also select a form model when you create a form.
  5. In the Document of Record Template Configuration section of the Form Model tab, select Generate Document of Record.
  6. Click Done

Bind Adaptive Form components with template fields bind-adaptive-form-components-with-template-fields

Bind Adaptive Form fields with template fields to display captured form data in corresponding Submission PDF field. To bind Adaptive Form components with corresponding Submission PDF template fields:

  1. Open the Adaptive Form, configured to use a custom form template for editing.

  2. Select an Adaptive Form component and click open Configure Configure icon. It opens properties browser.

  3. In the properties browser, browse and select a field.

    • (For AcroForm template) the Document of Record Bind Reference field property.
    • (For XFA template) the Data Model Bind Reference property.

  4. Click Save.

You can use Send Email, Experience Manager Workflow submit action in conjunction with Document of Record step, and other submit actions to receive a Submission PDF.

Incremental updates to Submission PDF template document-of-record-template-incremental-updates

Adaptive forms and corresponding Submission PDF templates can evolve over the period of time. You can choose to add, remove, or modify fields to an Adaptive Form or a Submission PDF template.

When you change a Submission PDF template and upload the changed template to AEM Forms, the Adaptive Forms editor automatically detects the changed bindings and informs you about the adaptive form components that require new bindings. It lets you make incremental updates to a Submission PDF template.

For example, an Organization, We.Retail, has an AcroForm-based Submission PDF template, we-retail-invoice.pdf. The template looks like the following:

Original Template

After using the template for some time, organization decides to rename invoice-number field to bill-number field and capture email address of buyers. A developer updates name of the invoice-number field and adds an email field to the template. He also creates a new version of template called we-retail-invoice-v2.pdf.

Updated Template

The developer uploads and applies to the updated template to the adaptive form. The adaptive form automatically detects and displays list of fields where binding has changed.

Binding Error

The form developer binds Adaptive Forms fields with corresponding Submission PDF template.

assets/we-retail-binding.mp4

Now, when the Adaptive Form is submitted an updated Submission PDF is created.

Updated-

Key considerations when working with Submission PDF key-considerations-when-working-with-document-of-record

Keep in mind the following considerations and limitations when working on the Submission PDF for Adaptive Forms.

  • Rich text support: Submission PDF supports HTML markup tags in rich text fields. For complete details on supported tags and accessibility considerations, see Supported HTML markup tags in Submission PDF.
  • Document fragments in an Adaptive Form do not appear in the Submission PDF. However, Adaptive Form Fragments are supported.
  • Content binding in Submission PDF generated for XML Schema based Adaptive Form is not supported.
  • Localized version of Submission PDF is created on demand for a locale when the user requests the rendering of the Submission PDF. Localization of Submission PDF occurs along with localization of Adaptive Form.

Mapping of Adaptive Form elements mapping-of-adaptive-form-elements

The following table describes Adaptive Form components and corresponding XFA components and if those appear in a Submission PDF.

Fields fields

Adaptive Form component
Corresponding XFA component
Included by default in Submission PDF template?
Notes
Button
Button
false
Check box
Check Box
true
Date picker
Date/Time Field
true
Drop-down list
Drop-down List
true
Scribble Signature
Signature Scribble
true
Numeric box
Numeric Field
true
Password box
Password Field
false
Radio Button
Radio Button
true
Text box
Text Field
true
Reset button
Reset Button
false
Submit button

Email Submit Button

HTTP Submit Button

false
Terms and conditions
true
File Attachment
false
Not available in Submission PDF template. Only available in Submission PDF through attachments.

Containers containers

Adaptive Form component
Corresponding XFA component
Notes
Panel
Subform
Repeatable panel maps to repeatable subform.

Static components static-components

Adaptive Form component
Corresponding XFA component
Notes
Image
Image
The TextDraw and Image components, whether bound or unbound, always appear in the Submission PDF for an XSD-based Adaptive Form, unless excluded using the Submission PDF settings.

Tables tables

The Adaptive Forms table components such as header, footer, and row map to corresponding XFA components. You can map repeatable panels to tables in Submission PDF.

Base template of a Submission PDF base-template-of-a-document-of-record

Base template provides styling and appearance information to Submission PDF. It lets you customize default appearance of auto generated Submission PDF. For example, you can use base template to add your company logo in the header and copyright information in the footer of the Submission PDF.

The master page from base template is used as a master page for Submission PDF template. The master page can have information such as page header, page footer, and page number that you can apply to Submission PDF. You can apply such information to Submission PDF using base template for auto generation of Submission PDF. Using base template enables you to change default properties of fields.

Always follow Base template conventions when you design base template.

Base template conventions base-template-conventions

A base template is used to define header, footer, styling, and appearance for a Submission PDF. The header and footer can include information like the company logo and copyright text. The first master page in the base template is copied and used as a master page for the Submission PDF, which contains header, footer, page number, or any other information that should appear across all pages in the Submission PDF. If you use a base template which does not conform to base template conventions, the first master page from the base template is still used in Submission PDF template. It is highly recommended that you design your base template as per its conventions, and use it for auto generation of Submission PDF.

Master page conventions

  • In the base template, name the root subform as AF_METATEMPLATE and the master page as AF_MASTERPAGE.

  • The master page with the name AF_MASTERPAGE located under the AF_METATEMPLATE root subform is preferred for extracting header, footer, and styling information.

  • If AF_MASTERPAGE is absent, the first master page present in the base template is used.

Styling conventions for fields

  • To apply style on the fields in the Submission PDF, the base template provides fields located in the AF_FIELDSSUBFORM subfrom under the AF_METATEMPLATE root subform.

  • The properties of these fields are applied to the fields in the Submission PDF. These fields should follow the AF_<name of field in all caps>_XFO naming convention. For example, the field name for check box should be AF_CHECKBOX_XFO.

To create a base template, do the following in Forms Designer.

  1. Click File > New.

  2. Select the Based on a template option.

  3. Select the Forms - Document of Record category.

  4. Select DoR Base Template.

  5. Click Next and provide the required information.

  6. (Optional) Modify the styling and appearance of fields that you want to apply on the fields in the Submission PDF.

  7. Save the form.

You can now use the saved form as a base template for Submission PDF. Do not modify or remove any scripts present in the base template.

Modifying base template

  • If do not apply any styling over fields in base template, it is advisable to remove those fields from base template so any upgrades to base template are automatically picked up.
  • While modifying base template, do not remove, add, or modify scripts.

Strictly follow above mentioned conventions and instructions to design a base template.

Customize the branding information in Submission PDF customize-the-branding-information-in-document-of-record

While generating a Submission PDF, you can change branding information for the Submission PDF on the Document of Record tab. The Document of Record tab includes options such as logo, appearance, layout, header and footer, disclaimer, and whether or not you want to include unselected check box and radio button options.

To localize the branding information that you enter in the Document of Record tab, ensure that the locale of the browser is set appropriately. To customize the branding information of Submission PDF, perform the following steps:

  1. Select a panel (root panel) in the Submission PDF and then select configure .

  2. Select dortab . The Document of Record tab appears.

  3. Select either the default template or a custom template for rendering the Submission PDF. If you select the default template, a thumbnail preview of the Submission PDF appears below the Template drop-down.

  4. Based on whether you select a default or a custom template, some of the following properties, or all properties, appear in the Document of Record tab. Specify the below mentioned properties to define the appearance of the Submission PDF:

    1. Basic Properties:

      • Template: If you choose to select a custom template, browse a select an XDP on your AEM Forms server. If you want to use a template that is not already on your AEM Forms server, you should first upload the XDP to your AEM Forms server.

      • Accent Color: The color in which header text and separator lines are rendered in the Submission PDF.

      • Font Family: Font family of the text in the Submission PDF.

        note
        NOTE
        AEM Forms offers a variety of built-in fonts that seamlessly integrate with PDF files. To see the list of supported fonts, click here.

      • Include form objects that are not bound to data model: Setting the property includes unbound fields from Schema based Adaptive Form in Submission PDF.

      • Exclude hidden fields from the Document of Record: Setting the property identifies the hidden fields for exclusion from Submission PDF.

      • Hide description of panels: Setting the property excludes description of the panel/table from Submission PDF. Applicable for panel and table.

      Basic Properties

    2. Form Field Properties:

      • For Check Box and Radio Button components, show only the selected values: Setting the property displays only selected values of check box and radio button in Document of Record.
      • Separator for multiple value(s): You can choose any separator such as comma or line break to display multiple values.
      • Options Alignment: You can select the desired alignment (Horizontal, Vertical, Same as adaptive Form) to set the alignment for the fields such as check box or radio button to be displayed on Document of Record. By default, the vertical alignment is set for the fields in Document of Record. Setting the properties from the Form Field Properties of DoR overwrites the properties set in the Item Alignment for the fields on an Adaptive Form. In case, you select Same as Aaptive form option, the alignment as configured in an Adaptive Form author instance is used for Document of Record fields.
      • Number of options for horizontal alignment:You can set the number of options to be displayed on the Submission PDF for the horizontal alignment.

      Form Field Properties

      Display labels for multi-select dropdown

      This feature is available through the Early Access program. To request access, send an email from your official address to aem-forms-ea@adobe.com.

      The Submission PDF now displays the selected display labels for multi-select dropdown components instead of internal stored values. For example, if a user selects “California” and “New York” from a dropdown, the Submission PDF shows the selected labels instead of the internal values such as CA and NY.

    3. Master Page Properties:

      • Logo Image: You can either choose to use the logo image from the Adaptive Form, choose one from DAM, or upload one from your computer.
      • Form Title: Title of the DoR.
      • Header Text: Text that appears at the header section of the Submission PDF.
      • Disclaimer Label: Label of disclaimer.
      • Disclaimer: Text which specifies the scope of rights and obligations on the Submission PDF.
      • Disclaimer Text: Text of disclaimer.

      Master Page Properties

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