Overview

Adobe Sign supports the idea of relating data between SharePoint (online) Lists and the fields placed on web forms.

By mapping the list fields to the web form fields, you can automatically extract the web form field data from a signed agreement to populate a SharePoint list.

Mapping field relationships between Adobe Sign Web Forms and SharePoint Lists is only available for online installations (not on premises) using the Adobe Sign for SharePoint Online v2.0 package (and up)

Successful mapping requires that you have built web forms with defined field names so you can logically relate the List field to the Adobe Sign form field. 

There are multiple ways to build forms that can then be uploaded into Adobe Sign:

  • The Adobe Sign Authoring environment has automated field detection, making form building much quicker
    • Automatically placed form fields have a generic name (Custom Field 1), and should be renamed to something indicative of the field use    
  • PDF forms can also be built using Acrobat.  Acrobat forms can also auto-detect where fields should be
    • Acrobat automatically places fields also, using a field name derived from the proceeding text on the document. These names are often obscure or extensive and should be edited to an intuitive value for the field use
  • Text tags can be used if your document generation produces an editable text document

Field mapping relies on logically relating the name of a field on the form and the name of a column in SharePoint.

No matter which method you use, be sure to properly name your fields so you can identify them easily when they are presented in a list format (during the mapping process).

Note:

The following types of SharePoint columns are supported: Single line of text, Number, Multiple lines of text, Yes/No (checkbox). 

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


Step by step web form mapping

In the below example, the SharePoint admin wants to capture data from a web form to populate a list of customers inside SharePoint.

Note:

This example shows a form that contains basic fields for the sake of clarity.

Your form will likely have more complexity, but the fields work the same.

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

    The Adobe Sign web UI allows you to create a reusable, embeddable web form. Follow the steps to create one if you have not done so.

    Build a web form

    Once the web form is saved, you can copy 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 to step 2
  2. Complete the web form at least once

    Mapping a web form to a SharePoint list requires that the web form be successfully signed at least once so the fields on the form are in a context that SharePoint can access them.

    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.

    • If you are using a preexisting form that has been successfully signed, skip to step 3
  3. Create a SharePoint List

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

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

    Create a new SharePoint list
  4. Create Web Form Mappings

    The SharePoint admin can create a Web Form Mapping:

    • Navigate to the Adobe Sign Settings

      Navigate to Adobe Sigin settings
    • 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.

      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.

      Select a web form

      Each web form listed 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 fields relationships that have been mapped
        • When a plus sign is displayed, no fields have been mapped
          • Clicking the plus sign opens the mapping interface
        • A number indicates the number of field relationships that have been mapped
          • Click the pencil icon next to the number 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, 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
    • Click the plus icon (in the # of fields mapped column) to start configuring the data map

      Click the plus to start the mapping configuration
    • The Create Mapping page loads

      • The web form is already selected on the left side of the page
      • Select the list you want to use to accept the field content from the web form on the right
        • The Mapping rules are exposed
      Select the SharePoint list
    • Click Add Rule to expose a new field relationship

    • Select a field name from the Web Form fields column, and the corresponding SharePoint column name

    • Click Add Rule to add another blank field mapping

      • 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
    • Click the Save button when all fields have been mapped

      • You are then returned to the Web Form Mappings page
      • The web form that was configured shows the number of fields mapped
      • Click the pencil icon to edit the existing mapping
      Mapped web form in the web form mappings section
    • Toggle the Copy signed web form to SharePoint to either Save the signed agreements or Don't Save depending on your need

      Save the signed document to SharePoint
  5. Verify web form mapping

    At this point, you should be able to verify that the Adobe Sign web form → SharePoint mapping is working correctly.

    As signers fill out the web forms which you have done mapping, you should see that the form data will be 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
  6. (Optional) Select Sign Files Settings for web forms

    Web form agreements have a dedicated folder to route to. If you do not choose a folder, we automatically create “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 “Sign Files Settings” tab.

  7. (Optional) Verify web forms agreement stored in SharePoint

    At this step, you will be able to go to a designated folder that you choose (or if you haven’t chose yet, it would be “signed web forms”) to see the complete web form agreements. If you select to enable audit trail, the audit trail PDF file of each agreement will be copied back to the same folder in SharePoint as well.

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