This article will take you through how to prepare and upload PDF merge fields to your documents using Adobe Acrobat, how to access the files library and review merged information in Job Ready.
You will need the PDF Merge Fields document that was supplied to you.
Adobe Acrobat
Please ensure that Adobe Acrobat has been installed on your computer.
- In Adobe Acrobat select Tools to begin.
- Then select Prepare Form .
- Select and upload the file you wish to use.
- When the file has uploaded select Start.
- Add text fields where you would like the merge fields to be entered. Then copy the merge field into the document. Complete this step for each field that you would like to be merged.
When uploaded to Job Ready the merge fields will populate data from the record where the document is being used. - To add a merge field select a text box and enter the applicable merge field.
The merge field will populate in the text box.
Proceed until your document is complete.
When the PDF file has been prepared in Adobe go to Job Ready.
In Job Ready
- 1. Select Admin.
- 2. Then select Files Library from the index list.
Here you can upload the file by selecting +.
Drop or Click to upload.
Then select the relevant Categories and Programs for the document.
Then Add Files
The file will now be visible in your Files Library and available for you to edit as needed.
The file will also be available for use from any of the categories you selected when uploading the file. Eg: Jobseeker, Employer, Vacancy etc - 3. To test the document go to Attachments found in the index list of any category you selected when uploading the document.
Then select Files Library.
The file will be displayed in the Files Library list for you to action.
Download the document by selecting the view icon to see the merge fields in action.
Placement Merge Fields
When using the Placement merge fields you will need to add a numeric figure in place of the asterix. This will enable the merge field to identify which week you are wanting to be displayed in the file.
For example; when merging a placement wage history start date, the merge field will look as follows
placement_wage_history_pay_period_start_date_*. Simply replace the asterix with a number you wish the field to correlate to.
The numbers will start with 1 being the first week as seen in the Wage Histories tab, 2 being the second week and so on.
Similarly when wanting to merge a wage history end date replace a number with the asterix. For example if a wage history end date was 01.01.21 and another the 02.01.21, then the 01.01.21 would be
placement_wage_history_pay_period_ending_date_1 and the 02.01.21 would be placement_wage_history_pay_period_ending_date_2 and so on.
Note: Using the placement_wage_history_pay_period_start_date_* and placement_wage_history_pay_period_ending_date_1 merge fields will only pull wage histories data from the placement.
Wage Histories Anchor Date
Using the merge field placement_anchor_wage_history_pay_period_start_date* will retrieve data from all the placements associated with a Job Seeker. Meaning, if two placements have the same outcome start dates and they belong to the same Job Seeker then the wage history for these anchored dates will combine and this will be reflected in the PDF form.
Files Library Merge Fields
PDF merged field | Mapping | PDF Field Name | Comments |
Job Seeker | |||
Job Seeker First Name | j.first_name | jobseeker_first_name | |
Job Seeker Last Name | j.last_name | jobseeker_last_name | |
Job Seeker Full Name | j.first_name + j.middle_names + j.last_name | jobseeker_full_name | |
Job Seeker ID | j.ess_identifier | jobseeker_id | |
Job Seeker Email | j.email | jobseeker_email | |
Job Seeker Phone | j.mobile_phone | jobseeker_phone | |
Job Seeker Mobile | j.mobile_phone | jobseeker_mobile | |
Job Seeker Managed By | sp.managed_by => user’s name | jobseeker_managed_by | |
Job Seeker Site Name | j.site_id => site’s name | jobseeker_site_name | |
Job Seeker Contract ID | sp.contract_ess_identifier | jobseeker_contract_id | Contract ID info provided for DES:
|
Job Seeker Speciality | sp.additional_ess_data.specialist_site_type_code => description | jobseeker_speciality | Specialty info provided for DES:
|
Job Seeker Phase | sp.phase => description | jobseeker_phase | Client requested “Placement info > Current Jobseeker Phase”.
|
Job Seeker Benchmark | sp.additional_ess_data.employment_benchmark | jobseeker_benchmark | Client requested ”Placement info > Jobseeker Benchmark”.
|
Placement | |||
Placement Start Date | p.started_on | placement_started_on |
|
Placement Outcome Start Date (~anchor date) | Placements’ outcome start date (as per what is diesplayed in UI on placemetn; source varies base on placements type and known/uknown dates) | placement_outcome_start_date | Outcome Start is known as an Anchor Date in DES programme |
Placement Phase Start Date | p.additional_ess_data.phase_start_date | placement_phase_start_date | Client requested “Placement info > Phase Date”.
|
Placement Managed By | p.managed_by_id => user’s name | placement_managed_by | User’s in relation to placements:
|
Placement Permissible Break Start Date | current placement’s => permissible_breaks.start_date | placement_permissible_break_start_date_* |
|
Placement Permissible Break End Date | current placement’s => permissible_breaks.end_date | placement_permissible_break_end_date_* | |
Placement | current placement’s wage_histories.pay_period_start_date | placement_wage_history_pay_period_start_date_* |
|
current placement’s | placement_4_wage_history_pay_period_start_date_* | ||
cascaded placements => wage_histories.pay_period_start_date | placement_anchor_wage_history_pay_period_start_date_* | ||
Placement | current placement’s => wage_histories.pay_period_ending_date | placement_wage_history_pay_period_ending_date_* | |
current placement’s | placement_4_wage_history_pay_period_ending_date_* | ||
cascaded placement’s => wage_histories.pay_period_ending_date | placement_anchor_wage_history_pay_period_ending_date_* | ||
Placement | current placement’s => wage_histories.gross_income | placement_wage_history_gross_income_* | |
current placement’s | placement_4_wage_history_gross_income_* | ||
cascaded placement’s => wage_histories.gross_income | placement_anchor_wage_history_gross_income_* | ||
Placement | current placement’s => wage_histories.hours_worked | placement_wage_history_hours_worked_* | |
current placement’s | placement_4_wage_history_hours_worked_* | ||
cascaded placement’s => wage_histories.hours_worked | placement_anchor_wage_history_hours_worked_* | ||
Placement | current placement’s => wage_histories.rate | placement_wage_history_rate_* | |
current placement’s | placement_4_wage_history_rate_* | ||
cascaded placement’s => wage_histories.rate | placement_anchor_wage_history_rate_* | ||
Claim | |||
Claim DES 4 week Due Date | DES 4 week outcome => claims.due_on | claim_des_4_due_date | |
Claim DES 13 week Due Date | DES 13 week outcome => claims.due_on | claim_des_13_due_date | |
Claim DES 26 week Due Date | DES 26 week outcome => claims.due_on | claim_des_26_due_date | |
Claim DES 52 week Due Date | DES 52 week outcome => claims.due_on | claim_des_52_due_date | |
Vacancy | |||
Vacancy ID | v.job_ess_identifier | vacancy_id | DES Vacancy: sub043.vacancy_id => vacancy.job_ess_identifier |
Vacancy Job Title | v.job_title | vacancy_job_title | DES Vacancy: sub043.job_title => vacancy.job_title |
Vacancy Type | v.type => description | vacancy_type | Coact client requested “Employment Type” which can referr to linked Vacancy:
DES Vacancy: sub043.vacancy_type => vacancy.type |
Vacancy Work Type | v.work_type => description | vacancy_work_type | Coact client requested “Employment Type” which can referr to linked Vacancy:
DES Vacancy: sub043.work_type => vacancy.work_type |
Employer | |||
Employer ID | c.ess_identifier | employer_id | DES Employers: sub040.employer_host_id => company.ess_identifier |
Employer Trading Name | c.name | employer_trading_name | DES Employers: sub040.business_name => company.name |
Employer ABN | c.abn | employer_abn | DES Employers: sub040.abn => company.abn |
Employer Address | c.address_line_1 | employer_address | DES Employers: sub040.address_line_1 => company.address_line_1 |
Employer Suburb | c.address_suburb | employer_suburb | DES Employers: sub040.suburb_town => company.address_suburb |
Employer State | c.address_state | employer_state | DES Employers: sub040.state => company.address_state |
Employer Postcode | c.address_postcode | employer_postcode | DES Employers: sub040.postcode => company.address_postcode |
Employer Phone | c.phone_area_code + c.phone_number + c.phone_extension | employer_phone | DES Employers: sub040.phone_area_cd => company.phone_area_code |
Employer Contact Title | company’s primary contact => contact.title | employer_contact_title | pulled from primary contract against the employer which is driven by user input and not modified by BDF ⚠ same implementation for other merge fields eg note/email templates |
Employer Contact First Name | company’s primary contact => contact.first_name | employer_contact_first_name | |
Employer Contact Last Name | company’s primary contact => contact.last_name | employer_contact_last_name | |
Employer Contact Position | company’s primary contact => contact.position | employer_contact_position | |
Employer Contact Email | company’s primary contact => contact.email | employer_contact_email | |
Current User | |||
Current User <<1st level grouping >> | current logged in user => user’s name | current_user_name | Client requested “Placement info > Current Staff Member Name” Note that we also have several users that could be understood as “current staff“ by client in relation to placement:
|