Extract Adobe Sign Form Fields into SharePoint List

[Hannah123]

Hi all, 

I am currently trying to build a flow where in completion of an Adobe Sign web form, the flow kicks off, takes the form fields and maps them to the corresponding columns of a SharePoint List. 

My flow is currently looking like this: 

I'm not sure if this is the correct way to go about this process or how to layout the parse JSON schema so any help or advice would be greatly appreciated.

Thanks, 

Hannah 😊

[rzaneti]

Hi @Hannah123 ,

The approach is correct and the "Parse JSON" schema will depend on the field names exported from Adobe Sign. I never integrated the "Web forms" feature into Power Automate, but assuming that it works similarly to the Adobe Sign agreements generated from templates, you can even build your flow without the "Parse JSON" schema, by populating your "Create item" action with expressions. 

For either of these approaches (with or without "Parse JSON" action), I will be happy in helping you with this solution. For that, we will just need you to share the raw outputs from the "Get form field data of agreement in JSON format", so we can understand the structure of the data returned by Adobe Sign. If you don't know how to access the raw outputs, refer to this step-by-step: http://digitalmill.net/2023/06/29/how-to-access-the-raw-outputs-in-power-automate/ 

Also, make sure to remove any sensitive content from the JSON before sharing it 🙂

[Hannah123]

Hi @rzaneti, that was a great help.

I now have most of the form fields populating the correct columns in my SharePoint list. 

The problem I am having now is that on the form itself there are four different file uploads. I need to somehow put these files into the attachment column in my SharePoint list.

These upload fields are being picked up in my Parse JSON schema, but I am unsure how to add them to the SharePoint list as there is not option for this in the 'Create Item' function.

[jtc44nh]

@Hannah123 @rzaneti This is what I am trying to do also.  I have 2 web forms.  1 is just filled out by an end user then approved by someone else.  The other is sent to multiple people before finally getting approved. 

However, even though I have the event set to "When a web form agreement workflow is completed successfully", i will get multple sharepoint entries, 1 for each for each person it touches. 

For my first web form that goes to 2 people, I get all the info in my first sharepoint item that the web filler completed, then a second sharepoint entry thats completely blank because all it is is an an approver.   My other webform, since it gets submitted by the form filler, then goes to 3 different people after that, i get 4 different sharepoint entries.   

I just want 1 entry after everything has been completed and approved.

Anyone else having an issue like this or know how to fix?

[KenV7]

I have this same issue. It works seamlessly when you only have one signature, but it creates multiple list items when the form needs multiple signatures. Let me know if you figure this out.

[git4444]

I have a meeting with Adobe Sign support on Tuesday morning about this.  Ill keep you posted.  

[git4444]

@KenV7 Just to give you an update.  I worked with Sign support, this issue has now been escalated to their development team.  As of right now it is considered a known bug with a case number and they are working on a solution and are hoping to provide updated documentation on how to fix the duplicate entry issues once a resolution is found.  If I get more information, ill be sure to keep everyone in the loop.  Sorry for the delay from my last post, but it's taken Adobe a while to get back to me after our initial contact.  

[KenV7]

@git4444 Any luck hearing back from Adobe on this (Fingers crossed)

[git4444]

@KenV7 I have some good news.   We were finally able to figure out how to make this work.  

After you parse json, you will add the next step to Create Item in your sharepoint list, however, you won't use any of the dynamic content from your parse json.  If you do, it will immediately add the For Each loop and you're back to having multiple entries for one completed web form.

Rather you want to do a unique string expression that will allow you to grab data that was gathered in the parse json, but only the exact data you need from the cooresponding person who entered it. 

For example.  

lets say you have a column in the sharepoint list that is named CITY that is filled out by the web form filler, and then you have a column called STATE that is filled in by the approver.

in your parse json, when you view the output, it should tell you what the name of the column is that cooresponds with the CITY field as well as the STATE field, it should be in quotes.   I believe the names that are pulled into the parse json are the names of how they were labeled when you create the webform, so they may not match up identically.

When you write your expression to get the CITY that was entered by the web form filler, it will be as follows.

body('Parse_JSON)['formDataList']?[0]?['CITY']

the [0] above is the web form filler.  any field you wish to grab from the web form filler will have a [0].  If your form has a web form filler, then it goes to another person for approver.  Any fields filled in by the approver will have a [1] in that area, and so on and so forth for any additional people the web form goes to for modifications or approvals.  If you have a web from filler, then it goes to 2 other people, you will have 0, 1, and 2.  0 being the web form filler, 1 being the next person it went to after the web from filler, and 2 being the last person it went to.

So after the city is entered by the web form filler and sent to the next person to enter the state, your next expression will be as follows to get the state information entered by the person after the web form filler.

body('Parse_JSON)['formDataList']?[1]?['STATE']

the 0 changed to a 1, because it was the 2nd person to touch the webform that entered the state field, and the column changed from CITY to STATE because STATE was left blank by the original form filler.  

You do this for each subsequent entry that you have on your sharepoint list by going through and matching up the 0, 1, 2 etc with whichever person in your process filled out each item.   If all you have is a web form filler and a signer, its easy, all of them will be 0.  Just remember the field between the quotes, like "CITY" or "STATE" is whatever is between the quotes in your parse json, not what your column in the sharepoint list is.  

In the end, your create item in a sharepoint list entry in power automate will have no dynamic content from the parse json, it will all be unique expressions.  Give it a try and let me know if you have any issues.