This bot is available for free, and its usage does not consume credits. For more information about credit usage, refer to this article.
How the Merge completed documents to PDF bot works
Merge multiple completed altaFlow documents into a single PDF file with the Merge completed documents to PDF bot, then export the consolidated file to your chosen cloud storage or archive system. Use the following export bots after merging:
Archive to Microfocus
Archive to Egnyte
Archive to Procore
Save to Citrix ShareFile
Archive to SharePoint Folder
Save to Google Drive
Save to OneDrive
Save to Dropbox
Save to AWS S3
Save to Box.
Use case example: Compliance Documentation. An employee needs to consolidate client-related documents, such as contracts and communication records, for record-keeping and archiving. Using the bot, the employee reclaims numerous working hours by eliminating the need for manual merging, also reducing the risk of human error.
How to set up
When the bot works by default:
The Merge completed documents to PDF bot activates once documents are completed by recipients specified in the step that this bot has been added to.
Add the bot depending on your needs as described in this article. You can add the Merge to PDF bot between steps or use the All bots tab.
Find the Merge completed documents to PDF bot in the list of bots and click Install bot.
Action settings
1. Set a name for the future PDF file. Use +Data variable to insert specific data related to your documents, templates, and more into the document's name.
2. Set a name that allows you to identify the merged documents in the settings of other bots.
3. Select the documents that you want to be added to the PDF once they are filled out.
Note:
- the option to merge the Certificate of Completion and attachments is not available. However, for any document containing a signature, the Certificate of Completion will be added automatically.
- in case you have several Merge to PDF bots installed for one workflow, the PDF name should be unique for each bot.
Conditions
Set conditions to merge documents only when specific criteria are met. Common merge scenarios include:
Signature completion gate: Only merge when all signature fields are filled — prevents incomplete packages from being archived.
Compliance filtering: Merge and archive documents only when a "requires audit" field equals "Yes" — keeps compliance-relevant docs together, avoids cluttering with drafts.
Contract type routing: Merge NDA + MSA + statement of work into a single "Client onboarding" PDF only when the contract type equals "New client".
Skip on decline: Add a "decline reason is empty" condition to prevent voided documents from being merged into archived packages.
Learn more about bot conditions usage in the dedicated bot execution conditions article.
If no condition is set, the bot merges documents every time a document is completed, without any additional checks.
Advanced settings
Fine-tune how the bot merges documents:
Run frequency: The bot merges once per workflow completion by default. For iterative workflows with multiple revisions, enable per-revision merging to get intermediate PDFs.
Failure handling: If one of the source documents is missing or corrupted, decide whether to skip that document and continue merging others, or halt the workflow entirely.
Naming conflicts: When multiple Merge to PDF bots run in the same workflow, ensure PDF names are unique — the bot won't overwrite an existing merged file with the same name.
Learn more about adjusting Advanced settings in the bot setup glossary.
Post setup
Once the Merge to PDF bot is set up, proceed with adding the bot that will export the merged PDF documents. Let's see how it works with the Save to Google Drive bot. During the setup, the Merged documents section appears during document selection.
Choose one and proceed with its setup further.