PDF Forms Merger

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 JRLive.

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.

  1.  In Adobe Acrobat select Tools to begin.

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  2. Then select Prepare Form .

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  3. Select and upload the file you wish to use.

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  4. When the file has uploaded select Start.

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  5. 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 JRLive the merge fields will populate data from the record where the document is being used.

  6. To add a merge field select a text box and enter the applicable merge field.

    Screen_Shot_2021-02-11_at_1.48.41_pm.png

    The merge field will populate in the text box.

    Screen_Shot_2021-02-11_at_1.48.18_pm.png

    Proceed until your document is complete.

    Screen_Shot_2021-02-11_at_1.47.58_pm.png

    When the PDF file has been prepared in Adobe go to JRLive.


In JRLive

  1. 1. Select Admin.

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  2. 2. Then select Files Library from the index list.

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    Here you can upload the file by selecting +.

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    Drop or Click to upload.

    Screen_Shot_2021-02-12_at_9.54.40_am.png

    Then select the relevant Categories and Programs for the document.

    Screen_Shot_2021-02-12_at_9.55.06_am.png

    Then Add Files

    Screen_Shot_2021-02-12_at_9.55.15_am.png 

    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. 3. To test the document go to Attachments found in the index list of any category you selected when uploading the document.

    Screen_Shot_2021-02-12_at_9.55.48_am.png

    Then select Files Library.

    Screen_Shot_2021-02-12_at_9.56.04_am.png

    The file will be displayed in the Files Library list for you to action.

    Screen_Shot_2021-02-12_at_9.56.16_am.png

    Download the document by selecting the view icon to see the merge fields in action.

    Screen_Shot_2021-02-12_at_9.56.31_am.png 

 

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:

  • JS Caseload: Sub027.contract_id => sp.contract_ess_identifier
  • DES Placement: sub034.contract_id=> x

Job Seeker Speciality

sp.additional_ess_data.specialist_site_type_code => description

jobseeker_speciality

Specialty info provided for DES:

  • JS Caseload: Sub027.specialist_site_type_code => sp.additional_ess_data.specialist_site_type_code
  • JS Lifecycle: sub047.speciality_type_code = > x
  • DES Placement: sub034.specialisation_code => placement.additional_ess_data.site_specialisation_code

Job Seeker Phase

sp.phase => description

jobseeker_phase

Client requested “Placement info > Current Jobseeker Phase”.
Phase in relation to DES programme:

  • JS Caseload: sub027.referral_phase_code => sp.additional_ess_data.employment_benchmark
  • JS Caseload: sub027.pending_in_different_phase => sp.additional_ess_data.pending_in_different_phase
  • DES Placements: sub034.current_des_phase => placement.phase_type
  • DES Placements: sub034.previous_des_phase=> placement.additional_ess_data.previous_phase

Job Seeker Benchmark

sp.additional_ess_data.employment_benchmark

jobseeker_benchmark

Client requested ”Placement info > Jobseeker Benchmark”.
Benchmarks in relation to DES programme:

  • JS Caseload: sub027.employment_benchmark => sp.additional_ess_data.employment_benchmark  

    • Sub027 ESS dictionary: Employment Benchmark = The number of hours, on average, that a participant (other than a job in jeopardy participant) must work each week to achieve a full outcome.  This is based on the job seeker’s JCA for future work capacity. 


      • 30 - 30 Hours
      • 23 – 23 Hours
      • 5 - 15 Hours
      • 8 - 8 Hours
      • 0 - N/A

    • Displayed on JS show page > ESS Data panel > Benchmark Hours label
    • Filtered by from JS index page > Benchmark filter
    • PDF merging > jobseeker_benchmark
  • DES Placements: sub034.benchmark_hours_at_placement =>placement.additional_ess_data.benchmark_hours_at_placement 

    • Sub034 ESS dictionary: Benchmark Hours at Placement = The benchmark hours for the job seeker at the time of the vacancy placement.
    • Displayed on Placement show page > Wage Histories tab > Benchmark Hours column
  •  DES Placements: sub034.current_benchmark_hours =>placement.additional_ess_data.current_benchmark_hours 


      • Sub034 ESS dictionary: Current Benchmark Hours = The current benchmark hours or benchmark hours at time of exit for the job seeker being reported against.
      • Displayed on Placement show page> Placement Details panel > Current Benchmark Hours label
      • Wage history calculation …used for wage history expected hours calculations

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”.
Phase dates in relation to DES programme:

  • JS Caseload: sub027.commencement_date => sp.phase_commenced_on
  • DES Placements: sub034.current_des_phase_start_date => placement.additional_ess_data.phase_start_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_*

  • not synced from bdf, only manually entered
  • can return multiple permissible break records per current placement, so user needs to be able to defined merged field to merge table of x- permissible break records 
  • Dynamic, replace asterisk (*) with (1-based) index to access nth Permissible Break. Chronologically ordered by end_date.

Placement Permissible Break End Date

current placement’s => permissible_breaks.end_date

placement_permissible_break_end_date_*

Placement
Wage Histories
Pay Period Start Date 
(Des week 4/ 13 / 26 / 52)

current placement’s wage_histories.pay_period_start_date

placement_wage_history_pay_period_start_date_*

 

  • not synced from bdf, only manually entered
  • Dynamic, replace asterisk (*) with (1-based) index to access nth Wage History. Chronologically ordered by pay_period_ending_date.


Current vs Cascaded(~ Anchored)

  • Current = only wage histories linked to the current placement show page
  • Cascaded (~Anchored) = wage histories linked to cascaded placements as per shared anchor (Placements sharing same anchor witch is in JR Live represented by outcome start date)

current placement’s
(Des week 4/ 13 / 26 / 52 stage) => wage_histories.pay_period_start_date

placement_4_wage_history_pay_period_start_date_*
placement_13_wage_history_pay_period_start_date_*
placement_26_wage_history_pay_period_start_date_*
placement_52_wage_history_pay_period_start_date_*

cascaded placements => wage_histories.pay_period_start_date

placement_anchor_wage_history_pay_period_start_date_*

Placement
Wage Histories 
Pay Period End Date 
(Des week 4/ 13 / 26 / 52)

current placement’s => wage_histories.pay_period_ending_date

placement_wage_history_pay_period_ending_date_*

current placement’s
(Des week 4/ 13 / 26 / 52 stage) => wage_histories.pay_period_ending_date

placement_4_wage_history_pay_period_ending_date_*
placement_13_wage_history_pay_period_ending_date_*
placement_26_wage_history_pay_period_ending_date_*
placement_52_wage_history_pay_period_ending_date_*

cascaded placement’s => wage_histories.pay_period_ending_date

placement_anchor_wage_history_pay_period_ending_date_*

Placement
Wage Histories 
Gross Income
(Des week 4/ 13 / 26 / 52)

current placement’s => wage_histories.gross_income

placement_wage_history_gross_income_*

current placement’s
(Des week 4/ 13 / 26 / 52 stage) => wage_histories.gross_income

placement_4_wage_history_gross_income_*
placement_13_wage_history_gross_income_*
placement_26_wage_history_gross_income_*
placement_52_wage_history_gross_income_*

cascaded placement’s => wage_histories.gross_income

placement_anchor_wage_history_gross_income_*

Placement
Wage Histories 
Hours Worked
(Des week 4/ 13 / 26 / 52)

current placement’s => wage_histories.hours_worked

placement_wage_history_hours_worked_*

current placement’s
(Des week 4/ 13 / 26 / 52 stage) => wage_histories.hours_worked

placement_4_wage_history_hours_worked_*
placement_13_wage_history_hours_worked_*
placement_26_wage_history_hours_worked_*
placement_52_wage_history_hours_worked_*

cascaded placement’s => wage_histories.hours_worked

placement_anchor_wage_history_hours_worked_*

Placement
Wage Histories 
Rate 
(Des week 4/ 13 / 26 / 52)

current placement’s => wage_histories.rate

placement_wage_history_rate_*

current placement’s
(Des week 4/ 13 / 26 / 52 stage) => wage_histories.rate

placement_4_wage_history_rate_*
placement_13_wage_history_rate_*
placement_26_wage_history_rate_*
placement_52_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:

  • Type

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:

  • Work Type (this one is available on note’s templates as well)

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
DES Employers: sub040.phone_num => company.phone_number
DES Employers: sub040.extension => company.phone_extension

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

DES Employers: sub040.contact_name => company.contact_name
DES Employers: sub040.email => company.email

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”
Current staff is assuming current user that is logged in and requesting the PDF to be generated. ⚠

Note that we also have several users that could be understood as “current staff“ by client in relation to placement:

  • JS Managed By …added udder JS > Job Seeker Managed By
  • Placement Managed By … added under Placements > Placement Managed By
  • Support Managed By … not available atm as merged field, neither as note merge field

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