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Dynamics 365 Community / Forums / Customer experience | Sales, Customer Insights,... / How to create/Generate...
Customer experience | Sales, Customer Insights,...
Answered

How to create/Generate Editable PDFs using Word Templates in D365 CRM

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Posted on by CU25030524-0 4
Hello Everyone,
 
I created a custom word template for Opportunity entity by mapping all fields and uploaded it to Document Templates. I enabled Export PDF capabilities for Opportunity so that I can Export as PDF by selecting my word template and is working as expected.
 
My requirement is to get the PDF in editable format so that when shared with Customers, they can check and update data(if any incorrect/missing). Right now I'm getting it only in read-only format when exported. Is this possible? Are there any OOB functionalities to achieve this?
Categories:
Microsoft Dynamics CRM
I have the same question (0)
  • abhisc Profile Picture
    abhisc 32 on at
    PDFs are generally non-editable by design. If the goal is to allow customers to update the data, why not share the Word file directly? Are there any specific considerations preventing this approach?
  • Verified answer
    Daivat Vartak (v-9davar) Profile Picture
    Daivat Vartak (v-9d... 7,841 Moderator on at
    Hello CU25030524-0,
     

    You've hit on a limitation of the out-of-the-box "Export to PDF" functionality in Dynamics 365 when using Word templates: it generates read-only PDFs.

    The Challenge:

    • PDF Conversion: Dynamics 365's PDF conversion process is designed for generating final, presentable documents. It essentially creates a snapshot of the Word template data at the time of export.

    • Read-Only Output: The resulting PDF is not intended for interactive editing.

      •  

    Out-of-the-Box Limitations:

    • There is no direct, out-of-the-box setting or functionality within Dynamics 365 to generate editable PDFs from Word templates.


      •  

    Workarounds and Potential Solutions:

    1. Manual Editing (Less Ideal):

      • The customer could use a PDF editor (like Adobe Acrobat Pro) to make the PDF editable after receiving it.

      • Cons:

        • Adds an extra step for the customer.
        • Requires the customer to have PDF editing software.
        • Not a seamless experience.

          •  
         

    2. Alternative Document Formats:

      • Export to Word: Instead of exporting to PDF, you could provide the document as a Word (.docx) file.

      • Pros:

        • Word documents are inherently editable.
        • Most customers have Word or compatible software. 

      • Cons:

        • Might not be the desired format for final distribution.
        • Potential for formatting changes.

          •  

    3. Power Automate with Third-Party Connectors (More Complex):

       

      • You could create a Power Automate flow that:

        • Triggers when an Opportunity is in a specific state.
        • Retrieves the Word template.
        • Uses a third-party PDF connector (e.g., Adobe PDF Services, Muhimbi PDF Converter) to generate an editable PDF.
        • Sends the PDF to the customer via email or stores it in SharePoint. 

      • Pros:

        • Automated process.
        • Potential for generating editable PDFs. 

      • Cons:

        • Requires Power Automate knowledge.
        • Might involve additional licensing costs for third-party connectors.
        • Third party connectors are not always perfect at creating fully editable pdfs. 

          •  

    4. Custom Development (Most Complex):

      • You could develop a custom solution using:

        • Dynamics 365 plugins or custom workflow activities.
        • A PDF generation library (e.g., iTextSharp, PDFSharp). 

      • Pros:

        • Highly customizable.
        • Potential for fine-grained control over PDF generation. 

      • Cons:

        • Requires significant development effort.
        • Requires expertise in PDF generation.
        • Will require on going maintenance.

          •  
         

      5.  

    Recommendations:

    • Export to Word (Simplest): If possible, provide the document as a Word file. This is the simplest and most readily available solution.
    • Power Automate with Third-Party Connectors: If automation and editable PDFs are essential, explore Power Automate with a third-party PDF connector. Be sure to test the connector's editable PDF capabilities thoroughly.
    • Avoid Overly Complex Solutions: Custom development should be considered only as a last resort due to its complexity and maintenance overhead.

    Important Notes:

    • The "editable" aspect of PDFs can vary depending on the software used to create and edit them.
    • Ensure that any third-party connectors or libraries you use are compatible with your Dynamics 365 environment.
     
    If my answer was helpful, please click Like, and if it solved your problem, please mark it as verified to help other community members find more. If you have further questions, please feel free to contact me.
     
    My response was crafted with AI assistance and tailored to provide detailed and actionable guidance for your Microsoft Dynamics 365 query.
     
    Regards,
    Daivat Vartak
  • SeanS Profile Picture
    SeanS 6 on at
    Thanks for the detailed answer. You’ve been a big help to me as well. I was also recommended to try the online editor from the article https://euroweeklynews.com/2024/02/21/a-deep-dive-into-pdf-guru-and-its-impact-on-digital-documents/ about the impact of PDF Guru on digital documents. In my opinion, this is also a suitable option, as this tool handles editing quite well. On top of that, it has a very clear interface and is very easy to use, which was a huge plus for me.

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