Integrate a web form with SharePoint Online

Transcript

Learn how to map the data between SharePoint Online lists and the fields placed on an Acrobat Sign web form. In this example, we are digitizing a paper-based staff development reimbursement form that currently takes 3-4 weeks to process. The goal is to simplify the entire process so that staff take more opportunities for development. To begin, select Publish a Web Form and then give the form an official name. The Web Form defaults to one signer, but you can add more participants because in this case the staff needs to send their forms to their team supervisor for approval. So we’ll add a second unknown signer and include instructions for next steps. We’ll add some counter-signers, including the Accounting Manager. Keep in mind the counter-signers are always the final signers. The process always starts with the individual who visits the form first. Then you can drag and drop the files you want to use as a base for your Web Form onto the Files section or click Add Files and then navigate to the document on any network drive or integrated file storage. Be sure to check Preview and Add Signature Fields and then select Next. Using the power of Adobe Sensei, Adobe AI, you can enable field detection to fill in all the available fields, which we’ll go ahead and do. However, since Participant 1 won’t be filling in all the fields, we’ll make some adjustments. We’ll go ahead and enable Signatures for Participant 2, in this case a Supervisor, the Staff Development Coordinator, and the Accounting Manager. You can also create and customize fields within the form simply by dragging and dropping from the right-hand pane. To show this, let’s delete these fields. First, select the participant the field will be assigned to and then simply drag the field onto the form. We’ll go ahead and repeat this for the Accounting Manager. Once you have your fields on your form, there are a couple of different options when editing you can use. You can customize the alignment and height and width of the fields in the top left menu, giving your form a professional look. And then once you click Save, there are two options to share the web form, either through a URL link or you can embed the form into your website. Once a web form is created and shared, you have real-time visibility into the status of every form under the Manage tab. Simply select Web Forms, select the form, like this one here, and then you’ll know which forms have been completed and which are waiting for signature. Then with the Acrobat Sign web form and SharePoint integration, you can map data collected from the completed forms into a SharePoint list, allowing you to share data collected across internal teams. To map the data from the new web form to an existing SharePoint list, select Settings under Acrobat Sign in SharePoint Online. Under Web Form Mappings, turn on Save underneath Copy Sign Web Forms to SharePoint. Then select the plus sign to map specific fields. Once the correct list is selected, you can begin mapping the form fields to columns within the SharePoint list. We’ll begin with the First Name SharePoint column. In this case, First One is referring to the first name of the first signature in the web form. When an employee submits their signature, their first name will be recorded in the First Name column of the SharePoint list. Next, we’ll map the last name of the first signature, and then total amount submitted for reimbursement, and finally the approval signature to the SharePoint list. Once this is all complete, you can then click Save, and the web form fields will be mapped to the SharePoint list. Any data collected from the form moving forward will be mapped to the backend in SharePoint via SharePoint list. You can open the list and see the reimbursement submissions. You can further accelerate business processes with Power Automate. The Acrobat Sign and Power Automate integration allows you to export data into other systems or automatically send confirmation emails as the process progresses.