Adobe Sign: Implementing Microsoft SharePoint Automation

Aaron Smusz
Feb 26 · 5 min read

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:

Screen-shot of example fields in web-form. Your fields may vary depending on your use case.
Screen-shot of example fields in web-form. Your fields may vary depending on your use case.

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:

Screen-shot of columns in SharePoint corresponding to fields on web-form.
Screen-shot of columns in SharePoint corresponding to fields on web-form.
Description field is multi-line “plain text” in my list.

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:

Shows site-contents and the Adobe Sign item to click.
Shows site-contents and the Adobe Sign item to click.
Select the “Adobe Sign” item in the list.

Once this opens, find and select the “Web Form Mappings”:

Image of config page with indicator on Web Form Mappings item to click
Image of config page with indicator on Web Form Mappings item to click
Click on “Web Form Mappings.”

This will open to a page that looks something like this:

Web Form Mapping config page list
Web Form Mapping config page list
The Web Form Mappings list.

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.”

Mapping interface process.

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:

Shows 9 mapping rules as seen in the interface on the SharePoint config page
Shows 9 mapping rules as seen in the interface on the SharePoint config page
Mapping Rules configured.

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:

Saved list item.

Now the fun part … go test it! (⌐■_■)

Here is a screenshot of my example web form being filled:

Filled web-form.

And now showing the data captured into SharePoint:

Captured data in 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!!

Adobe Tech Blog

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Aaron Smusz

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Techno-Geek | Jack of many IT related trades | Father | Adobe Sign SC

Adobe Tech Blog

News, updates, and thoughts related to Adobe, developers, and technology.

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