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.
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:
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).
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 |
In the below example, the SharePoint admin wants to capture data from a web form to populate a list of customers inside SharePoint.
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.
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.
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.
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.
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 Web Form Mappings
The SharePoint admin can create a Web Form Mapping:
Navigate to the Adobe Sign 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.
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.
Each web form listed provides basic information via the column headers:
Click the plus icon (in the # of fields mapped column) to start configuring the data map
The Create Mapping page loads
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
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.
Click the Save button when all fields have been mapped
Toggle the Copy signed web form to SharePoint to either Save the signed agreements or Don't Save depending on your need
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:
(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.
(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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