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Adobe Sign for SharePoint Online: Web Form Mapping Guide

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Caution:

Support for the Adobe Acrobat Sign for SharePoint Online integration is set to end by June 2024. Consequently, you won't be able to send agreements through this integration after that date. You'll still be able to send agreements from SharePoint using other integrations, such as Acrobat Sign for Power Automate

We recommend that you remove the Acrobat Sign plug-in from your SharePoint site and transition workflows to other applications

Overview

Adobe Acrobat Sign for SharePoint Online allows you to map the data between SharePoint (online) Lists and the fields placed on web forms. It enables you to automatically extract the web form field data from a signed agreement to populate a SharePoint list.

Field mapping between Adobe Acrobat Sign Web Forms and SharePoint Lists is available only for Online installations and not for On-Premises installations. To implement field mapping, you must install Adobe Acrobat Sign for SharePoint Online package v2.0 or later.

Prerequisites

For successfully mapping web forms fields, you must verify the following prerequisites:

  • You must ensure that the Adobe Acrobat Sign for Microsoft SharePoint Online connection is active.
    Note: The admins must access the Adobe Acrobat Sign for SharePoint Online integration Settings page at least once every 30 days to avoid the connection from getting deactivated.
  • You must have built web forms with defined field names that can be logically related to the List fields. You can use any one of the following ways to build forms that can be uploaded to Acrobat Sign:
    • Using the Adobe Acrobat Sign Authoring environment that has automated field detection. Automatically placed form fields have a generic name (Custom Field 1) that you should rename to something indicative of the field use.
    • Create forms using Acrobat.  Acrobat forms can auto-detect the placement of fields using a field name derived from the proceeding text on the document. These names are often obscure or extensive and should be renamed to an intuitive value for field use.
    • Using Text tags, if your document generation produces an editable text document.
  • You must have built web forms with defined field names so you can logically relate the List field to the Adobe Acrobat Sign form field. You can use any of the following ways to build forms that can then be uploaded to Adobe Acrobat Sign:
  • The form fields must have a logical and identifiable name since field mapping relies on logically relating the name of a field on the form to the name of a column in SharePoint.
  • Form field mapping supports the following types of SharePoint Columns and Acrobat Sign Fields:
SharePoint Column Type Adobe Sign Field Type
Single line of text Text
Number Text
Multiple lines of text Multi-line text
Yes / No (check box)

Checkbox

Set up web form mapping

Follow the steps in the example below that shows how a SharePoint admin can capture data from a web form to populate a list of customers inside SharePoint.

  1. Create an Adobe Acrobat Sign web form or identify an existing web form to use. 

    Once you create and save the web form, copy the URL or embed code to publish that form on a website, in your SharePoint site, or anywhere applicable, to start collecting responses. If you are using a pre-existing web form, skip Step 2.

    The Adobe Acrobat Sign web UI allows you to create a reusable, embeddable web form. See how to Create a web form.

    Build a web form

  2. Fill in the web form and be sure to complete the signature process so the final agreement shows up in the Completed section of the Manage page.

    The web form must be successfully signed at least once so the fields on the form are in a context that SharePoint can access them.

    If you are using a preexisting form that has been successfully signed, skip to Step 3.

  3. Create a new list in SharePoint so that whenever a new web form agreement is completed, there is a new line item with data associated with that agreement populated to your list.

    You must include a column for every field on the web form that you want to capture.

    Create a new SharePoint list

  4. To create Web Form Mappings, navigate to Adobe Sign > Settings and then select the Web Form Mappings tab.

    In the Web Form Mappings tab, you can browse a list of web forms that you have created and choose which web form you want to use for data mapping.

    Each web form provides basic information via the column headers:

    • Web Form - The name of the web form as imported from Adobe Sign
    • List - The name of the SharePoint list the web form is mapped to. When blank, no relationship exists.
    • # of fields mapped - The number of field relationships that have been mapped.
      A plus sign indicates no fields have been mapped. You can select the plus icon to open the mapping interface.
      A number indicates the number of field relationships that have been mapped. You can select the pencil icon to edit the field mapping.
    • Copy signed web form in Share Point - Determines if a copy of the completed web form agreement is saved to SharePoint. When Don't Save is selected, no copy is saved in SharePoint, and the copy in Adobe Sign remains. When Save is selected, a copy of the signed agreement is stored in SharePoint as well as in Adobe Sign.
    Note:

    If no web form is available to the user (meaning you bypass Step 1 above), you will see a link that says You don't have web forms yet. Go to Adobe Sign App to create one.

    Clicking the link opens your Adobe Sign Home page where you can create a web form.

    Navigate to Adobe Sigin settings

    Select a web form

  5. From the # of Fields Mapped column, select the plus icon for the web form that you want to configure the data map for.

    Click the plus to start the mapping configuration

  6. On the Create Mapping page that loads:

    1. Verify that the Web form is already selected.
    2. Select the list you want to use to accept the field content from the web form. It exposes the Mapping rules.
    3. To expose a new field relationship, select Add Rule.
    4. Select a field name from the Web Form fields column and the corresponding SharePoint column name. 
    5. To add another bland field mapping, select Add Rule.
    6. Configure all the web form fields you want to deliver to the SharePoint list.

    As fields in the web form are mapped to SharePoint fields, they become unselectable, preventing you from mapping the same web form field to another destination SharePoint field.

    Configured web form mapping

    Note:

    If the web form has more than one recipient (eg: one or more counter-singers) the web form fields include an index number to identify which recipient the field is assigned to.

    • Any field with [1] is assigned to the first recipient (the original signer)
    • A field with [2] is assigned to the second recipient (the first counter-signer)
    • A field with [3] is assigned to the third recipient (the second counter-signer)
    Multiple recipients

    Multiple recipients in the Create Web Form interface

  7. Once all the fields are mapped, select Save.

    It opens the Web Form Mappings page. The web form that was configured shows the number of fields mapped.

    To edit the existing mapping, select the pencil icon next to the # of fields mapped and then toggle the Save button to copy the signed web form to SharePoint.

    Mapped web form in the web form mappings section

    Save the signed document to SharePoint

  8. Verify if web form mapping is working.

    As signers fill out the web forms that you mapped, the form data gets auto-populated with the correct information based on the SharePoint list information. You can verify that each mapped field is importing the correct values.

    Verify the list is populating

  9. Optionally, select Sign Files Settings for web forms.

    Web form agreements have a dedicated folder to route to. If you do not choose a folder, Acrobat Sign for SharePoint automatically creates a “signed web forms” folder to store the web forms agreements in. You can also choose to save agreements in your own folder to store web form agreements by selecting it in the 'Sign Files Settings' tab.

  10. Optionally, verify web forms agreement stored in SharePoint.

    You can now go to a designated folder of your choice (or to the 'signed web forms' folder if you do not choose) to see the complete web form agreements. If you select to enable audit trail, the audit trail PDF file of each agreement is copied back to the same folder in SharePoint as well.

 Adobe

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