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Workflow Fill Out PDF is filling out the check boxes for filing status on the W4 form incorrectly

Workflow
Updated May 4, 2022
posted on May 2, 2022

I'm using conditional decision to set token values for filing_single, filing_headofhousehold, or filing_joint on the W4 form.  The conditional decision is working:

The tokens are getting set correctly:

And the check boxes in the W4 form in the Fill Out PDF activity are set to the token values:

The problem is that all three check boxes are getting checked, even though the token values are set to either Checked or Unchecked; so in this example, filing_single is Checked so the first check box should be checked.  The other check boxes are set to Unchecked in their respective tokens, so the boxes should be unchecked.

Please advise.

Thank you.

 

 

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replied on May 3, 2022

Unfortunately, the PDF standard is very permissive and checkboxes can have more than 2 values. Workflow does a best guess at filling them out using checked/unchecked, on/off, 0/1 and true/false values, but sometimes that's not good enough.

You can use the instructions in KB1013645 to change the behavior of Workflow and have it display the actual checkbox values instead. This usually makes it easier to tailor your token values.

For the version of W4 from IRS's website, the first checkbox accepts 0 and 1, the second accepts 0, 2 and "Off" while the last one accepts 0, 3 and "Off". So you'll want to convert your "unchecked" state to either 0 or "Off" and  the checked state to 2 and 3, respectively, for the second and third checkbox.

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View 1 previous reply
replied on May 3, 2022 • Show version history

Hi Miruna,

I added the XML file in the specified folder and updated the workflow to use the values you specified (0 for unchecked, 1, 2, or 3 for checked depending on which box is being checked).  It is still checking all three boxes on the W4 form.  Do I need to restart the workflow service for this to take effect?

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replied on May 3, 2022

No, the XML only changes the behavior of the Designer to expose the values for checkboxes.

This workflow works for me:

resulted in

(as a side note, these forms you have to work with are just....mean. Why would anybody use the same name for all their form fields?!)

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replied on May 4, 2022

Your example is essentially what I'm doing.

It looks like it's going to work, but the values aren't assigned in the PDF check boxes correctly.  I unlocked the W4 and looked at the check box Options tab and each one is assigned an export value; 1 for the first box, 2 for the second box, and 3 for the third box.  So I think we' re passing the right values.  I just don't see the expected results.

I wonder if the XML isn't working?

 

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replied on May 4, 2022

Actually, I think it's working now.  I replaced the original w4 in my workflow with the unlocked version and now the values appear to be updating as expected.

 

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