One of my favorite new features, available now in our Adobe Sign plugin for SharePoint, is what we call “Web Form Mappings.” This feature gives you the ability to create a web form (what in Adobe Sign parlance used to be called a widget), which is a “self-serve,” sign-enabled agreement, then use that as an entry point for internal or external customers. This will feed the data from that form they fill out and sign quickly, easily, and directly into SharePoint. You also, of course, can get a copy of that agreement automatically uploaded to your SharePoint site for central visibility and management.
This is a great time saver in many situations. Think about all the forms that need to be filled out and signed:
- HR (too many forms to list)
- Pre-qualifying forms for a purchase
- Forms to obtain physical access to facilities
- Release of liability forms
- Consent forms for data collection
This list could go and on and on. In many of these cases, this may be the ‘first impression’ that your customers or potential employees get of how you do business. I think it’s always best to find ways to make these experiences seamless, quick, easy, and as painless as possible for everyone. This is one pretty simple way to achieve this for processes where it makes sense. Here’s how we make this happen.
1. Create your “web form”
To start off you will need to create a “web form” in your Adobe Sign account. To make your life easier for configuration and possible troubleshooting later if things don’t quite go as planned, you should make sure your field names contain no spaces. While this is not required for this process to work, I find this best practice to be a good habit to get into. It will also help if you fill out and sign the web form one time, as this step will be needed before we can map the data from the form into SharePoint list fields.
For this tutorial, I’ve created a web form that looks like this:
Once you have your web form prepared (a gentle reminder), you should fill it out and sign it at least one time using example data.
Make sure you already have the plugin installed and configured in your SharePoint site. Either the tenant or site level installation are fine and will allow for this process to work.
2. Create the list to hold the data
Create a “custom list” in SharePoint and add all the columns that you’ll need to map the data from the fields in your web form. My columns look like this:
3. Map the data from the “web form” to the SharePoint list
Next, you’ll need to go into the configuration for the SharePoint plugin and find the area for “Web Form Mappings.”
Go to Site contents and click the Adobe Sign item in the list:
Once this opens, find and select the “Web Form Mappings”:
This will open to a page that looks something like this:
In the page displayed, you will see any Web Forms available to the user logged into SharePoint as list items. If the column “LIST” is blank, it means that this web form has not yet been associated to a list in SharePoint. To begin the mapping process, just click the ‘+’ symbol next to the list to start mapping the fields and you should get an interface similar to the below. Select your list from the drop-down, select the web-form field and then the SharePoint column, and click “Add Rule.”
Repeat this process for all the fields you’d like to “Map” into SharePoint columns. Once you have finished this you should have something like this:
Click the “Save” button at the bottom and make sure to turn on the toggle for saving a copy of the signed web-form to SharePoint. Your list item should now be configured similar to this:
Now the fun part … go test it! (⌐■_■)
Here is a screenshot of my example web form being filled:
And now showing the data captured into SharePoint:
There’s also a copy of the signed agreement and the “audit trail” in the configured location on my SharePoint site.
More detailed info on setting up this process can be found on our Adobe Sign HelpX.
I think you’ll be able to find many use cases for this type of process.
Happy Adobe Signing!!