PDF Storage

Optionally store completed task PDFs (signed documents) directly in Salesforce.

Decide deliberately — Salesforce storage isn't free. Storing completed-task PDFs in Salesforce consumes Salesforce File storage, which is limited and can get expensive at scale — signed documents across thousands of completed tasks add up quickly. Weigh that cost against your compliance requirements before enabling it:

• If your compliance allows Onboarded™ to retain the documents (the lower-cost option for most orgs), leave Store PDFs in Salesforce disabled. Completed forms stay in Onboarded™, and users can still view them on demand via the View Document button on completed task rows (Employee Onboarded / Workflow Onboarded components) and via the Task File Download component — with no Salesforce storage footprint.
• If you require the PDFs to live in Salesforce (e.g. a records-retention or offline-access mandate that Onboarded™ retention doesn't satisfy), enable Store PDFs in Salesforce and use the capture feature described in PDF/File Capture via the Sync Queue below.

Configure PDF storage in the Onboarded™ Setup interface:

1. Navigate to Onboarded™ Setup tab
2. Go to PDF Configuration section
3. Enable Store PDFs in Salesforce
4. Choose your storage location preference
5. Save configuration

PDFs are stored as ContentDocument records in Salesforce Files.

Pros:

• Centralized document management
• Can be organized in folders
• Sharing and permissions via Salesforce

Setup: Create a folder in Files and specify it in the configuration.

PDFs are attached directly to the related Employee record.

Pros:

• Documents automatically associated with employees
• Easy to find documents on employee record
• No folder management required

Beyond programmatic file retrieval through the API, completed task PDFs can also be viewed on demand from the Employee Onboarded and Workflow Onboarded components: when PDF Storage is enabled, completed task rows display a View Document button that opens the stored PDF in a new browser tab. See Task Row Actions for details.

When PDF storage is disabled, completed task documents remain stored in Onboarded™ and are not automatically synced to Salesforce. For organizations that prefer this approach (to conserve Salesforce storage or for compliance reasons), the Task File Download component provides on-demand access to these documents.

• The component appears on completed Task records when PDF storage is disabled
• Users can view a list of available files for the task
• Clicking "Download" generates a temporary signed URL (valid for 5 minutes)
• Files are downloaded directly from Onboarded™ without being stored in Salesforce

1. Navigate to Setup → Object Manager → [Your Task Object]
2. Click Lightning Record Pages
3. Edit or create a Lightning Record Page
4. Drag the Task File Download component onto the page layout
5. Save and activate the page

Visibility Conditions: The component automatically hides itself when:

• PDF storage is enabled (files already sync to Salesforce)
• The task is not yet completed (no files to download)
• The record is not the configured Task object

Requirement: The completed_at field must be mapped in your Task object field mappings for the component to detect completed tasks.

When Store PDFs in Salesforce is enabled, PDF capture is driven by Onboarded_Sync_Queue__c — the same infrastructure used for outbound retries — rather than by a standalone scheduled batch.

• Trigger: As the event-feed poller (or the webhook) applies a Task record and finds it completed with a PDF available, it inserts an Onboarded_Sync_Queue__c row with Sync_Type__c = 'PdfCapture', Onboarded_Object_Type__c = 'Task', and Status__c = 'Pending'. No extra callout is made at insert time — the row is processed asynchronously by the same queue processor (OnboardedSyncQueueProcessorQueueable) that handles outbound Standard/Direct sync rows.
• Go-forward capture only — no historical backfill. A PDF is captured when a task's completion is picked up by the feed or delivered by the webhook — i.e. for tasks completed while Store PDFs in Salesforce is enabled and whose event is processed. It does not retroactively sweep tasks that were already completed before you enabled storage. For those historical documents, use the Task File Download component to retrieve them on demand; automatic capture only covers completions going forward.
• Idempotent: Before attempting a download, the processor checks whether the PDF is already stored (by presence, not by a timestamp comparison) and skips the callout entirely for tasks that already have a stored file. Re-processing the same task's PdfCapture row never creates a duplicate.
• Retry: A PdfCapture row that fails transiently follows the same automatic retry mechanism as other Sync Queue rows (see Automatic Retry Mechanism) — up to 3 attempts with 15/30/60-minute backoff. A terminal failure (e.g. a 4xx from the PDF endpoint) marks the row Do Not Retry rather than retrying indefinitely.
• Requires the Task object mapped. PDF capture resolves each task by its Onboarded™ ID against your mapped Task object (see Object Configuration) and its id field mapping. If the Task object is not mapped, the capture step has no record to resolve against and cannot store the file — confirm Task mapping alongside Store PDFs in Salesforce if documents aren't appearing.
• Nothing separate to schedule. PDF capture is event-driven off the same Task records the feed/webhook already process, so there is no standalone batch to configure or schedule for PDF capture.