Exporting and printing diagrams as PDF documents

You can export diagrams to PDF in the Editor, Explorer and Collaboration Hub. In the Editor and Collaboration Hub, this works via the printing dialog.

To export or print diagrams to PDF documents, proceed as follows:

  1. Exporting diagrams as PDFs in the Explorer

    To export diagrams in the Explorer, first select the diagram(s) or folder(s) you want to export. Then, click Import/Export in the toolbar, then Export PDF in the top drop-down menu. Note that when you export a folder, all the diagrams within it will be exported as a single PDF file.

    Exporting a diagram as a PDF document in the Explorer

    Exporting a diagram as a PDF document in the Explorer

    Hint

    In case you want to export a diagram that you have just been editing the Explorer, make sure to save it before you export it. Otherwise the latest changes will not appear in the PDF file(s).

  2. Exporting/printing diagrams as PDFs in the Editor

    To export diagrams in the Editor, you use the printing dialogue. In the toolbar, click the Print button in the upper left corner:

    Exporting a diagram via the Editor.

    Exporting a diagram in the Editor

    Hint

    When exporting from the Editor, even recent changes that have not been saved will be included in the diagram.

  3. Exporting diagrams as PDFs in Collaboration Hub

    To export diagrams in Collaboration Hub, you use the printing dialogue. Click the Print button in the top right corner:

    Export a diagram in Collaboration Hub

Export a diagram in Collaboration Hub

Note

In Collaboration Hub the PDF export options Show additional information and Logo are not available.

Configuring PDF export options

You can configure your exporting settings in the print dialogue. Note that this only applies to the Explorer and Editor, not Collaboration Hub. A configuration dialog appears for you to set the printing preferences:

Configure the printing preferences and print the diagram(s)

Configure the printing preferences and print the diagram(s)

The following list provides an overview over the printing preferences:

General

  • Language: If you have multiple languages configured for your workspace, you can select the language the diagram(s) will be printed in.
  • Print in black and white: Choose between a colored print out (check-box ‘not checked’) or a black-and-white print out (check-box ‘checked’).
  • Show additional information: If you want to display printing attributes or diagram attributes directly in the PDF document (for example, the date or page number), activate this check box and click the Configure link:
../../_images/configureai_en.png

You can now select up to three attributes for each of the displayed positions. To select an attribute, click the drop down menu at the position of your choice and click the respective entry:

../../_images/selectattribute_en.png

Click Own attribute if you want to select a diagram attribute. A dialog will appear, helping you to select one of all available diagram attributes:

Selecting the custom attribute 'external documents'

Selecting the custom attribute ‘external documents’

After selecting attributes, the print preview will look similar to this:

Selecting attributes you want to print out to the PDF file

Selecting attributes you want to print out to the PDF file

You can always edit and remove selected attributes.

  • Paper size: You can select one of 11 paper sizes for your PDF:
Select the paper type, e.g. A3.

Select the paper type, e.g. A3

Orientation

  • Landscape/Portrait:
  • Diagram orientation (1): Choose whether the diagram orientation should be managed automatically, or if it should not differ from the internal diagram orientation. We recommend to use Automatic as the preference in most cases.
  • Diagram orientation (2): In case Always has been selected under Diagram Orientation (1), you can now select whether the orientation should always be clockwise or counterclockwise:
../../_images/diagramorientation_en.png

Distribution

  • Single page / Multiple pages: Choose whether you want to have a diagram fitted to one page or - if necessary - distributed over several pages.

A single paged PDF print can look like this, for example:

../../_images/singlepageprint_en.png

When printing a diagram over multiple pages, the size will be automatically adjusted, so that the diagram width is taking all available space in the PDF. The diagram length is adjusted in relation to the width.

Hint

If printing a multi-page diagram, we recommend that you export a single page PDF and configure the printer to print the diagram on multiple pages.

Attribute visualization

  • Rule sets: Here, you can activate rule sets of the attribute visualization manager. In our example, execution times will be visualized:
In this example, execution times will be visualized in the print out.

In this example, execution times will be visualized in the print out.

  • Risks and controls: If activated, risks and control attributes are visualized as configured in the risk and control manager.
  • Show attachment icon: If activated, attachments are visualized by a paper clip icon.

Selected Diagrams

  • Here you can change the diagram(s) you have selected previously. In order to so, click Configure:
Reselect the diagram(s) you want to print out.

Reselect the diagram(s) you want to print out

Add custom logo:

It is possible to add a custom logo (e.g. your corporate logo) to the PDF printout. Simply click the Add custom logo link in the upper right corner of the print preview:

Add a custom logo.

Add a custom logo

Now you can choose between uploading a new file and choosing an image that already exists in your workspace:

../../_images/chooselogo_en.png

Save as defaults

Activate this check box if you want to save the preferences as the default printing settings for your workspace. This check box is only displayed if you are logged in as a user with administrator privileges.

Important: The settings are only saved as default, if a PDF is created. When canceling the dialog, the preferences will be discarded.

Once you have configured the export options, click Create PDF:

Create a PDF containing the selected diagram(s).

Create a PDF containing the selected diagram(s).

A PDF document containing the diagram(s) is downloaded/displayed in your browser.

Exporting stakeholder specific views

If stakeholder-specific views were defined for a BPMN diagram, you can select one of them for the export. You can also decide to include subprocesses and choose the diagram language - if more than one is defined. If you would like to know more about how to create selective, stakeholder specific views of BPMN diagrams, see the chapter Creating views.

Select a view.

Select a view.

  • Click Export. The exported diagram will be downloaded by your browser.