You can fill and sign the form using the Text Object and Image Object, however, it is not covered in this tutorial. To simply add text, images and links to existing PDF by coordinates, please check these tutorials:
How to Fill a PDF Form with Asana Data Using PDF.co and Zapier
7 Minutes Read
Automatically fill a PDF form when a task is added to an Asana project. This workflow maps the task name into an existing fillable field and saves the completed PDF.
Prerequisites
- Asana, PDF.co, and Zapier accounts.
- An Asana project containing a sample task.
- A PDF template with interactive form fields.
Step 1: Prepare the PDF Template
Upload your template to PDF.co’s built-in file storage and copy its file link.
Open the template in the PDF Inspector from your PDF.co dashboard. Identify the exact field names and the pages containing them.
For this example, we’ll use a field named TaskName on the first page. Replace this example name with the actual field name in your template.
Step 2: Configure the Asana Trigger
Create a Zap and select Asana → New Task. This trigger runs when a task is added to a project. Asana trigger reference
- Connect your Asana account.
- Select the Workspace and Project to monitor.
- Test the trigger.
- Select a sample task and confirm its name appears in the returned data.
Step 3: Connect PDF.co
Add PDF.co → PDF Filler.
Connect your PDF.co account through OAuth, sign in, and authorize access.
Step 4: Map the Task Name to the Form
Configure the PDF Filler action:
- Source PDF: Enter your PDF template’s file link.
- Output PDF Name: Enter a name such as
asana-task.pdf. - Fillable Form Fields: Enter the page number, field name, and mapped Asana value, separated by semicolons.
Use this structure:
0;TaskName;[mapped Asana task name]
Type 0;TaskName;, then insert the task’s Name value using Zapier’s field picker. Do not type the bracketed placeholder literally.
The first page is numbered 0. To fill additional fields, separate entries with |, using each field’s exact name and a mapped Asana value.
See the PDF Filler documentation for the field syntax.
Step 5: Test the Filled PDF
Test the PDF.co action and open the returned url.
Confirm that the task name appears in the correct field and fits within its boundaries.
Step 6: Save and Activate
To store the completed PDF, add Google Drive → Upload File or your preferred storage action. Map the PDF.co output URL into the file input and select a destination folder.
Test the upload, then publish the Zap. Tasks added to your selected Asana project will now generate completed PDF forms automatically.
In this tutorial, we learned how to set up a Trigger for Asana. We learned how to configure the PDF Filler to fill out a fillable PDF Form. We used the Asana data to fill the fillable PDF Form. On top of that, we familiarized ourselves with some of our built-in tools – the PDF.co built-in File Storage to upload and share files and the PDF.co built-in Get PDF Info tool to get PDF Form Field Names.
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