Navigate to Workflows > Power Automate > Create Workflow.
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13 Nov 2023
Create a Power Automate flow that automatically saves a copy of all your Completed web forms to a designated SharePoint folder.
Overview
This template automates the process of saving signed agreements generated from web forms to a SharePoint file of your choosing. Whenever a the web form signature cycle is completed, the flow retrieves the signed document PDF, creates a new file in SharePoint, and saves the PDF to the specified location on SharePoint.
A web form is considered complete when all recipients defined by the agreement complete their designated activities (sign, approve, fill out the form, etc.) for the web form.
Use case examples
- Manufacturing- Save completed surveys from the customers such that the customer service team can track the customer feedback and use it to improve the company's products and services.
- University- Save the completed surveys from the students such that the college can work on improving the facilities, reorganizing the faculty, etc.
- Health- Save the completed survey from patients such that the clinics and the medical centers can improve their services.
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On the What would you like to automate today? page, type SharePoint into the search bar.
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Select Start on the workflow you want to enable.
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The Create a flow page loads showing:
- The editable Flow name. This is the same name as the original template, which can be edited.
- The Connectors that are required for the flow to be completed.
- A Connector is a wrapper around the API code, providing a friendly interface to collect the information required to authenticate each necessary service and to personalize the flow for a specific user's needs. You must establish the authenticated connection first. You are prompted to provide any required information the connector demands in a following step.
- To authenticate a Connector, select the three dots next to the Connector. An authentication panel for the service (application) will pop up where the user's credentials can be entered.
Once successfully authenticated, a persistent connection is established between the service and Power Automate.
A green check next to the three dots indicates an authenticated connection exists.
Authenticate each Connector under the Sign in section.
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Select Next when all Connectors are authenticated.
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The page refreshes to display the required fields from the Connectors.
This flow requires:
- Acrobat Sign Webform Name/ ID: A drop-down list of the web forms available to the user authenticated to Acrobat Sign. Select the web form from the drop-down
- SharePoint Site Address: The URL for your SharePoint site. Example:https://example.com/sites/sitename
- SharePoint Folder Path: The file path for the target folder where the agreements are to be saved
Selecting Edit in advanced mode will open the detailed view of the connectors and all of the available fields that can be used to fine-tune the flow.
Only users with a strong understanding of Power Automate should attempt advanced editing.
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Select Create flow when all required field values have been supplied.
Creating the flow may take a few seconds. Once done, the management page for the flow is displayed.
Nota:Flows are created with an "enabled" status. If you don't want your flow to be active, select the Turn off option in the top bar of actions.
Using the template
This template is triggered by an event (when a web form agreement status is updated to "complete.")
When properly configured and enabled, the flow runs automatically whenever the trigger event happens. No user interaction is required.
The flow will continue to run until disabled, provided the customer's Power Automate account has transactions available (either through the integration's included entitlements or volume purchased directly from Microsoft).
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Check your SharePoint folder to identify that the signed agreement has been added to it.
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After the workflow agreement is completed, the flow is sometimes not triggered.
In such cases, find if there are any trigger errors (with messages) that are shown on the details page and fix them.
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Connector configuration: Sometimes, when there is more than one SharePoint account, the current session may be logged in with a different account.
The result is that the file won't be available in the actual account. Make sure you're logged in to the proper account in such cases.
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Providing an incorrect folder path could result in flow failures.
For example, /Apps/TestFiles/ would result in an error if TestFiles or Apps doesn't exist.
It is always safer to choose/ navigate through the path available in the drop-down.
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Permissions: Ensure Adobe Acrobat Sign has the correct permissions to access the SharePoint folder. Otherwise, the document couldn't be saved to the mentioned location.
Usually, a green check on the right side of a connector is one of the good indicators that the connector is configured as expected. Any error will be shown with an exclamation; click it for more information.
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If the web form you're looking for isn't listed under the Web form field
Reestablish the Acrobat Sign connection by selecting the three dots next to the Acrobat Sign connector and choosing the current user's role in the pop-up window (Admin, Group Admin, or User).
