Fill a PDF Form with Caspio Data Using PDF.co and Zapier
In this tutorial, we will show you how to automatically fill a PDF form whenever a new record is added to a Caspio table.
Step 1: Prepare Your PDF Form
Use a PDF containing interactive form fields. Open it in PDF Inspector in your PDF.co account to identify the exact field names.
Store the template in PDF.co’s built-in file storage or another location accessible to PDF.co, and copy its file link.
Prepare a sample Caspio record containing the values you want to insert.
Step 2: Set Up the Caspio Trigger
Create a Zap and select Caspio Cloud Database → New Record as the trigger.
Connect your Caspio account, select the table to monitor, and test the trigger. Choose a sample record and confirm that the required values appear in the results.
Step 3: Connect PDF.co
Add PDF.co → PDF Filler.
Connect your PDF.co account using OAuth by signing in and authorizing Zapier.
Step 4: Configure the Form Fields
Set the following:
- Source PDF: Enter your PDF template’s file link.
- Output PDF Name: Enter
completed-form.pdf, or build a filename using the Caspio record’s identifier. - Fillable Form Fields: Enter each mapping in the format
page;fieldName;value. Separate multiple mappings with|.
For example, two fields on the first page would use this structure:
0;CustomerName;[Caspio Name]|0;CustomerEmail;[Caspio Email]
Replace CustomerName and CustomerEmail with your PDF’s actual field names. Replace the bracketed placeholders with mapped values from the Caspio trigger using Zapier’s field picker.
Page numbering starts at 0. Leave Text Annotations and Image Embeds blank for this workflow. See the PDF Filler documentation for configuration details.
Step 5: Test the Completed Form
Test the PDF.co action and open the returned url.
Check that the Caspio values appear in the correct fields and that longer text fits within the form.
Step 6: Save the PDF and Publish
To save a permanent copy, add Google Drive → Upload File, choose a destination folder, and map the PDF.co output url to File.
Test the upload, then publish the Zap. Each new record in the selected Caspio table will generate a completed PDF and save it to your chosen folder.
In this tutorial, you learned how to set up the Caspio Cloud Database so you can access the data in Zapier. You learned how to fill the PDF form with the database using PDF.co. You also learned how to get the PDF form fields using the Get PDF Info helper tool.
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