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How to export a process to PDF

Learn how to export Subtrak processes as PDFs, customize what’s included, and download printable checklists or completed process records.

You can export any process from your Playbook, Projects, or Operations as a PDF. Customize what information to include, whether you're creating a printable checklist, sharing instructions, or saving a record of completed work.

Exporting a process

  1. Open the Playbook, Project, or Operation containing the process you want to export.

  2. Open the process and click the Export PDF icon in the upper-right corner.
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  3. Choose what you'd like to include in your PDF (see options below).

  4. Click Export PDF to begin.

Your PDF will automatically download once it's ready.

PDF export options

Depending on where you're exporting the process from, you'll see some or all of these options:

  • How-tos: Include task instructions, overviews, and step-by-step guides.

  • Progress: Show task completion statuses, dates, and decision answers. Available for Projects and Operations.

  • Evidence: Include completion notes and photos attached to tasks. Available for Projects and Operations.

  • Fill out by hand: Add checkboxes, initials lines, and date fields where applicable, so your team can complete the process on paper.

What happens if none of the above options are selected?

Your PDF will still include the process name, description, and task list, including any decision branches. It simply won't include detailed how-to instructions, completion progress, evidence, or fields for filling out the checklist by hand.

Tip: Want a blank checklist to print and complete in the field? Turn off Progress (if available) and enable Fill out by hand.

Downloading your PDF

Most PDFs will be ready within a few seconds. Larger exports, especially those containing photos, may take longer.

If an export takes longer than expected, you may see an Email it to me option. Selecting this allows the export to continue while you work on something else. You'll receive an email with a link to download your PDF when it's ready.

Accessing previous exports

Subtrak saves your exported PDFs for 30 days, so you can download them again without repeating the export.

To access them:

  1. Click your name or profile menu.

  2. Select Exports.

  3. Find the PDF you need and click Download.

After 30 days, the PDF expires. You can select Export again to generate a new copy, provided you still have access to the original process.

Note: PDF exporting is currently available on desktop, not mobile.

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