Push Adobe Sign PDF Agreements to Microsoft SharePoint Automatically
A few weeks ago, I was working with a customer who was sending their offer letters out to candidates using Adobe Sign. Once signed documents came back, they would download their signed documents and import them manually into the employee’s folder in SharePoint. This might seem simple at first, but multiply the time this takes when you have 400 new employees during the holiday shopping season, this time adds up quickly!
If you are sending documents directly from SharePoint, Adobe Sign for SharePoint already provides a way to store signed agreements automatically. This, however, requires you to have sent the agreement to Adobe Sign from within SharePoint.
What if you sent it from Adobe Sign dashboard or elsewhere? This guide will show you how to push signed agreements into SharePoint automatically no matter where you initiate the send with Adobe Sign.
*It is possible to have signed documents automatically route into on-premise versions of SharePoint, but it does require a little different effort and is not in scope of this article.
What is Microsoft Flow?
Microsoft Flow is a service as part of Microsoft 365 and the Power platform that enables you to create automated workflows between your cloud and on-premise applications without having to write code. It integrates with Adobe Sign and Adobe Creative Cloud in addition to over 250+ connectors. This allows you to easily connect Adobe Sign into any of your enterprise and cloud applications.
Setting up Microsoft Flow with Adobe Sign
Let’s walk through the simple steps to configure Microsoft Flow to import signed documents from Adobe Sign automatically into Microsoft SharePoint:
Start with Microsoft Flow template
- Log in to Microsoft Flow using your Microsoft Office 365 credentials.
- On the sidebar, select Templates.
- Search for Adobe Sign and SharePoint. Select the template called “Save an Adobe Sign completed agreement to SharePoint library.”
Authenticating Adobe Sign
If you do not have a connector already setup:
Click the Ellipse menu … to the right of Adobe Sign and select + Add new connect…
If you are not already logged in, you will be prompted to log in to Adobe Sign
When it prompts you to give permission for Microsoft Flow to connect to Adobe Sign, click Allow.
You will need to authenticate to SharePoint if you haven’t already.
Click on the Ellipse menu … next to SharePoint and select + Add new connect…
When prompted, click on Sign in to connect to your SharePoint account using your Microsoft credentials. Note: If you need to connect to an on-premise data gateway for on-premise SharePoint, you can do so by clicking “Connect via on-premise data gateway” checkbox.
Once you have authenticated both, which is indicated by the green check-boxes for each connector, you can click Continue.
Configuring Adobe Sign trigger
Under the Adobe Sign trigger named When an agreement workflow is completed successfully, set the Name field to something you would like to use to reference this connection. Ex. HRConnection.
Under Scope, choose whether you want only agreements you send to trigger this flow, anyone within your group, or anyone within your account.
Note: This scope is dependent on whether you have the appropriate permission (Account Admin, Group Admin, etc).
Configuring SharePoint step
- Under the SharePoint step named Create file, click the arrow drop-down in the Site Address field to select your SharePoint site you belong. With Office 365, it should populate with the ones you have permission to. If not, you can type the URL to your SharePoint site manually.
- Under the Folder Path field, click the Folder button to navigate to the path where you want signed documents to reside.
You can also have a dynamic path where signed documents will end up. For example, maybe you want to store it in folders based on date or signer.
- In the Folder Path field, type the overall path of where in SharePoint you want signed documents to be stored.
ex. /Shared Documents/Bay Area 2/
- When you click in the Folder Path field, the Dynamic Content pop-up will appear, allowing you to add fields into the folder path.
- Select Agreement Creation Date in the Dynamic Content panel.
If a folder does not exist in the path you write, SharePoint will create the folder to place your document in.
You are now ready to test your workflow.
- Click on Save to save your workflow.
- Click on the Back button.
- Ensure that the Flow is activated.
Testing your flow
Log into Adobe Sign and send a document to an email address (not the same email address as your Adobe Sign login). After you have signed the document, check to see if your signed document is stored in SharePoint. If not, then you will need to check your flow.
How to troubleshoot
- Login to Microsoft Flow.
- Under My flows, select the flow you just created.
- You will see under Run History whether the flow was triggered. If there is an error, you can click on the item in Run History to see where in the workflow the error occurred.
BONUS: Adding agreement information as metadata
Do you want to also add Adobe Sign-related metadata into your columns when you import them? No problem! For this, let’s assume you already have columns for Signing Status, Signer, and Signer Email. If not, you can walk through doing so here.
- Open the flow we created in previous steps into Edit mode.
- Click on New step…
- In the Search connectors, search for Update file properties. The search will return a SharePoint step. Select it.
- Set your Site address to the same settings as the previous Create file SharePoint step.
- In the drop-down for Library Name, select the library you are storing your documents in.
- Under ID, use the Dynamic Content panel to select the ItemId from the Create file step.
You will see your columns listed below. Using the Dynamic Content panel, you can select what information from Adobe Sign you want placed into the appropriate SharePoint fields. Here are a few that are commonly helpful:
- Agreement Name
- Event Participant Email
- Agreement Status
Microsoft Flow is a powerful companion to Adobe Sign, allowing you to easily take your documents and forms that are signed with Adobe Sign then update and store them directly into your Microsoft environments, as well as other applications. Have a look at all the templates to inspire how you can automate common tasks easily.