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Guide

Export an instruction as PDF

Download an instruction as an A4 PDF with a cover page, approval status and signature field, in the original or one of 13 languages.

For: Edit rightShare rightUpdated · GIRI 12.80.1

What for?

Sometimes it has to be paper: for an audit, for your records or for a workstation without a screen. The SOP-style PDF is a snapshot. The always up-to-date version remains the instruction in GIRI.

Before you start

  • In the list: the edit right or the share right for the instruction. With the instruction open, the menu item is in the ⋯ menu.
  • For a language other than the original: an internet connection, because DeepL translates first.
  • Any status works: Draft, In review or Published.

Step by step

  1. Open the menu: in the list, ⋯ on the card and then PDF; with the instruction open, ⋯ and then Download PDF.

    The PDF item in an instruction’s menu
    The PDF item in an instruction’s menu

  2. Under PDF language, choose Original or one of the 13 languages. A ✓ means already translated. A ↻ means the text has changed since, so GIRI translates again. DeepL creates any missing translation first, and GIRI shows Translating … meanwhile.

    Choosing the language for the PDF
    Choosing the language for the PDF

  3. GIRI builds the PDF (Creating PDF …) and downloads it. The file name contains the title, the version and, for translations, the language code, for example clamp-the-flange-onto-the-fixture-v3.pdf.

What the PDF contains

  • On every page, your logo or company name from branding and Work instruction / SOP at the top; document number, version, status, date and page number at the bottom.
  • A cover page with the title, Created by and six fields: Version, Status, Technical approval, GDPR approval, Steps and Checklist. Below them, for instructions with chapters, a contents list with page numbers, plus the Change history with the last six entries.
  • Every chapter starts on a new page. Each step appears with its number, picture including markings, title, description and warning. Videos appear as up to three stills.
  • Steps that workers confirm according to the checklist get a Confirmed box.
  • At the end, lines for Signature worker with name, date and signature.

Tips

  • For workers, the link or QR code is usually the better choice: it always shows the approved version, videos included. There is a comparison under Link, app or PDF.
  • Replace printed PDFs when a new version is approved. The version is in the footer of every page.
  • GIRI stores a translation made for the PDF. For a published instruction, workers then get that language without waiting.
  • Bold text, lists and links appear as plain text in the PDF, links with the address in brackets.

Common problems

  • The PDF says Draft or shows a change that is not approved yet. The PDF shows the working state. Export the approved version before you start on the next one, or wait for the approval.
  • The translation fails. DeepL cannot translate without internet. Try again with a connection or choose Original.
  • Pictures are missing from the PDF. The device could not load them, for example without a connection or because a recording has not been uploaded yet. Export again with a connection.
  • PDF is missing in the list. Viewers have neither the edit right nor the share right. Ask someone who has one of them.

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