Using Form Generation

Vault supports generation and population of any XFA PDF form, for example, the FDA Form 2253 or Form 2301. Field values in the generated form come from the document/binder on which you trigger the generation, from component documents if triggering from a binder, or from any related object records. Vault generates the form using a template document stored in your Vault. Form generation creates a copy of that original document and when form generation is complete, Vault uploads the populated form as the source file for the new document.

How to Generate Forms

You can generate a form from an individual document or from a binder. When generating from a binder, Vault may use some field values from the binder and others from the component documents.

To generate a form:

  1. From the Doc Info or binder page, open the All Actions menu, and select the Generate Form action. These actions may use different labels in your Vault’s configuration.
  2. Vault starts the form generation process.
  3. When the process is complete, you receive an email and notification. The message should include a link to the newly created or versioned forms.

Form Versioning

The first time you create a specific form from a document or binder, Vault creates a new document. If you (or another user) trigger the form generation process later to create the same form from the same starting document, Vault versions the existing form document.

If the existing form is in its lifecycle’s Steady state, Vault creates a new draft when versioning.

The following permissions control your ability to generate forms:

Type Permission Label Controls
Document Type Create Document Ability to create a new form; you must have this access on whatever document type the form uses.
Document Role View Document Ability to access the Generate Form action; you need this permission on the document/binder from which you trigger the action.
Document Role View Document Ability to view (and copy from) the form's template; you need this permission on the form template document.
Document Role Version Ability to version an existing form if it is not in its lifecycle's Steady state; you need this permission on the generated form document.
Document Role Create Draft Ability to version an existing form if that form is currently in its lifecycle's Steady state; you need this permission on the generated form document.