Workflow Automations Powered by Microsoft Power Automate
Harness all the automation capabilities with Microsoft’s low-code/no-code solution, Power Automate, directly in Adobe Acrobat Sign. Come hear how non-developers have the power and flexibility to create next generation workflows. In this session, you’ll learn how to: Set up the workflow integration to get started Jumpstart your workflow creation with pre-made templates Leverage a vast ecosystem of connectors to integrate Acrobat Sign into your packaged and custom applications Increase productivity and extend the capabilities of Acrobat Sign.
Transcript
This session will be recorded and the on-demand video will be available right here when you join the topic. As always, please make sure to ask any questions in the Q and A pod on the right side of the screen. We have some Adobe experts here to help, and we’ll also have a live Q and A session at the end of my demo. We’ll answer as many questions as possible, but for those we aren’t able to get to, there are several great resources you can visit to learn more. We’ve dropped those in the Q and A pod for you to bookmark. (upbeat music) Hi everyone, I’m Chad Keesling. I’m a tactical marketing manager with Adobe. Welcome to this edition of Skill Builder. I’m really excited today to share with you a brand new capability that we recently added to Adobe Acrobat Sign.
But before we jump in we wanna get a sense of who’s attending today. So here’s our first poll question what is your experience level with Adobe Acrobat Sign? Thanks for your answers, and with that, let’s jump right in. In this demonstration, I’ll show you how you can harness all of the automation capabilities from Power Automate directly in Adobe Acrobat Sign. I’ll provide a brief overview of what Power Automate is, provide a simple example of how you can use templates to get started quickly and provide a bit more complex example as well.
Just to level set, what exactly is Power Automate? In short, it is Microsoft’s Low-Code/No-Code solution that gives non-developers the same power and flexibility for creating complex workflows or flows in Microsoft terms that traditionally has only been possible through coding using APIs or Application Programming Interfaces.
It leverages a graphical drag and drop configuration. There are several types of flows that I won’t go into today but I’ll be discussing what we call automated cloud flows. With these, triggers start to flow, prebuilt connectors allow me to work with hundreds of other systems and applications.
Actions can be used with connectors to read and write data and start processes using these connectors. Data is automatically exposed and available from all previous triggers and actions. Let’s look at an example.
My trigger is when an agreement in Acrobat Sign is completed he uses a connection to Adobe Acrobat Sign.
The next action is to get a PDF from the agreement, also using the Adobe Acrobat Sign connector. Next, I save a PDF to SharePoint using a SharePoint connector. The file I’m saving is data I retrieved from one of the previous actions.
You may be aware that Power Automate has been around for quite a while, so what’s the excitement all about? Well, let me show you. Before I get started showing you how you can use this new capability, I’ll share with you the prerequisites and how to set it up.
An Adobe Acrobat Sign Enterprise License is required to access the integration.
A Microsoft Work or School Account with an Azure Active Directory is required to enable Microsoft Power automate.
If you do not have such an account, instructions are provided on the enablement page, that a link is provided to at the end of this session.
Third party cookies must be enabled in the user’s browser settings to access the embedded power automate widgets. And again, the enablement of Power Automate is limited to enterprise license accounts.
Adobe Acrobat Sign Admin only is able to enable this integration.
Okay, just a quick poll break. I’d like to know if you’ve ever used Microsoft Power Automate.
Thanks for your responses.
Okay, back to the demo. Once you’ve logged in with your admin account, navigate to the account settings, Workflow Integration.
Integration can only be enabled at the account level. Click on Enable Power Automate workflows.
Then you’re prompted to sign into your Microsoft account with your Azure Active Directory user.
This step can take several minutes, so please be patient.
Once the integration is successfully connected, an Enable tag appears at the top right of the page.
The Microsoft organization number and the email address of the enabling user are provided to the left of the Enable Tag.
Once the integration is enabled, the option to run process flows and Power Automate is enabled for all users and the ability to build flows is limited to the administrators of your Acrobat Sign account.
Administrators can configure the settings at the account or the group level, with the group level settings overriding the inherited account settings.
To access the controls, navigate to account settings, global settings, power automate workflows.
There are two controls. One, allow all users access to power Automate workflows within Adobe Acrobat Sign.
This setting is enabled by default, allowing all users to discover the feature and run the power automate flows that are shared with them or they create.
Disabling this option, removes all access to discover, create and run Power Automate flows for group administrators and non-ad admin users.
Account level administrators retain access to create and run workflows as long as the integration is still connected with Microsoft.
Group Level administrators retain the authority to enable the option at the group level thereby gaining access to create and run workflows.
Second, who can create the Power Automate flows within Acrobat Sign? This setting governs what authority level is required for creating new workflows in Acrobat Sign. By default, only administrators are granted creation authority.
To disable the integration navigate to account settings, Workflow Integration and select Disable Power Automate workflows link. Disabling the integration immediately suspends the entitlements provided through Acrobat Sign and disables the user interface in Acrobat Sign Environment.
Entitlement acquired directly from Microsoft is not impacted. The Microsoft environment retains all flows that were created. Re-enabling the integration, will make the existing flows visible via the integration.
The Microsoft environment retains the consumption data of the Acrobat Sign entitlement, re-enabling the integration recovers that entitlement and does not reset the entitlement volume.
From the signed dashboard, we will select Create Reusable Workflow like normal. But now you see two options. Custom Send Workflow takes you to the traditional Acrobat Sign Workflow Designer.
Now what we see is a new option called Workflow Automation that brings Power Automate directly into Sign as an embedded solution. This provides simple, free access to Power Automate standard and premium connectors directly into Adobe Sign.
So I’ll select continue under the workflow automation.
Here you see we are presented with a list of predefined templates.
These are grouped by type. There’s a file organization where we have a variety of flows to save data and signed agreements to other platforms such as SharePoint and Box, for example. There are also notification and agreement generation templates as well as start from scratch.
There are also a number of videos to help you get started. We will select Save Completed Documents to SharePoint template. Here, I can change the name of my flow. It also presents a list of connectors that I need for this flow. This allows me to add or change my credentials for the connectors.
Next, I’m prompted to select the SharePoint site that I want to save the agreements to.
Then I can navigate to the folder path. It already has the file name to use prefilled, but you can change it if required, then click Create Flow. Once the flow is saved, you’ll see the flow details screen where you can see the run history, connectors used, and a variety of options including edit. From the edit screen, you can update your configuration of the actions to the flow. From now on, all your signed agreements will be saved not only to Adobe Acrobat Sign, but also in SharePoint. Let’s take a look at a more complex example now.
So I’m gonna go back home to my Sign screen and I want to point out the addition now of workflows within the tabs above.
This is actually a fairly recent update to Adobe Acrobat Sign, that allows non-administrators to be able to create workflows. Instead of coming down to Create a Reusable Workflow button like we did before, I can come up to the Workflow tab. Here you can see all my flows both Power Automate and Standard Adobe Acrobat Sign flows.
Within this screen, I can click on Create Workflow.
Before, we started building our flow from a template, this time I’m going to start from scratch. Before I do, let’s plan out exactly what we’re going to build.
The flow I’m going to build shows how you conditionally route a sales order agreement based on an amount.
The steps I need to take are first, to define a trigger.
This example, we’re just going to use a standard library template from Adobe Acrobat Sign, but keep in mind the choices are really unlimited. Being able to, for example, trigger an agreement based upon an action within Salesforce or within Dynamics or I’ve saved a file within SharePoint during OneDrive. All the triggers that are available within Power Automate, are available here to build your flows.
Next, we’re going to create a variable to store the correct agreement recipient.
We’re going to set a condition that will check the amount and branch accordingly, and then finally we’ll send the agreement using Adobe Acrobat sign. Let’s get started.
I click on start from scratch, it takes me to the flow designer window. I’m being asked to create a trigger. This is a pallet of all the various triggers that are available. I can do a search. We’re going to go ahead and click on Manually trigger a Flow.
What this is going to do, is to allow me to trigger this flow directly within Adobe Acrobat Sign just by clicking a button.
So we’re being prompted to add the input values that need to go into the specific flow.
There’s also a variety of different options. I didn’t have to trigger this flow manually, and then add the input values. I could pull the values directly out of the data source like Salesforce CRM or database or even a SharePoint list. Again, possibilities are endless. But just to keep it simple, we’re going to go ahead and add the input values here.
I’m going to add four number values.
This is going to be quantity one, price one.
Quantity two, price two.
These represent the quantity and price for the line items, in my sales order.
Next, I’m going to initialize a couple variables.
The first one’s going to be total price. I can search for that action by typing in variable.
I’m going to initialize that variable, we’ll call it total price. It’s going to be an integer.
In this particular case, this is going to be a calculation, so the way that works is I click on the value field. I’m being prompted.
Here are all the various variables that are available, but in this case, I need to create an expression, and this is going to be an addition.
I can scroll down to math functions. Click on more to expand, and I’m going to do an addition.
I’m adding two multiplication functions, the first one and the second one. Each of these being the quantity and the price of the line items.
Within the multiplication, I’m going to come here and select the values.
Here’s my price one and here’s my quantity one.
Then the second one, I’ve got my price two and my quantity two, and I click okay and there’s adding my expression as the value that’s going to be entered in for that total price.
We’re gonna create a new step, this is going to be set at another variable, initialized variable. We’re going to call this recipient and that’s going to be a strength.
Our next step is going to be the condition.
Condition action is grouped under a set of actions called control.
I’ll select the condition action, and here I’m going to set the condition as being, if the total price, which is available as one of my variables is less than 10,000 and set my actions that occur based upon that condition. If yes, I’m going to set a variable.
I’m gonna set the recipient to be an executive.
If no, I set the variable recipient to be a VP.
This last step is to do an Adobe Acrobat Sign send.
We’ll search for Adobe, select the Adobe Acrobat Sign group.
Click more to see all the actions and we’re going to select create an agreement from a library template, and send for signature.
Here you see all the various options that you would’ve normally seen within Adobe Acrobat Sign.
I’m going to select Sales Order. We’re going to select the template that we’ve already created, but before I go on, let’s go check out and look to see what that template looks like.
Here I am in Adobe Acrobat Sign Manage tab.
Under templates, you see there’s my sales order template.
So this template has a number of fields.
I’ve got the quantity, the list price, and these calculated fields within the document.
I’ve got my total, which is the total of the product one total price, and the product two total price.
I’ve got my full name and the signature field.
So jumping back to the flow, the next thing is to identify the recipient.
So based upon our condition I’m setting the variable recipient to this value so that depending upon whether or not it was less than 10,000 or more, this recipient value is actually going to change.
I’m going to leave everything else as it is as the defaults, but I’m going to add the form fields.
So, I’ll have four form fields The quantity one, set that as the value from the variable quantity one, quantity two, from the form field which will get populated from the quantity two value.
We’ll have price one populated from the value price one, and price two populated from the value of price two, and then we can click Save.
Saving brings us back to the flow Detail page. From here, we can do things like changing the name, we can also view all the run history.
Let’s jump back into Power Automate and we’ll see the completed flow.
And notice, I’ve got little paper airplane. This allows us to click on it and execute the flow. So we’ll go ahead and run it.
You’re prompted now to enter in the values for the input variables, we’ll use Bodea Inc as the customer.
We’ll set a quantity of two at 1000 and a quantity of three at 1000 as well, and we’ll run the flow. From here, we go back to Manage your Flows.
We could run another one, or let’s go look at our status.
So here you can see, 14 seconds ago I executed this flow.
I can click on the line item and notice, the status of every step that was taken.
Obviously, most important, let’s look at that condition. And you can see, that it took the correct path and sent the agreement for signature based upon the value being less than 10,000.
So, let’s check out the user experience. The agreement was sent, the recipient was sent a notification via email just like normal. Notice it was sent to Chad Keesling plus exec, because it was less than 10,000. From here I can review and sign.
You can see the quantities, the list price and the total.
Click on continue.
Click to sign and see the name up here. and remember from the first flow we created in this demo after the successful completion of our signing, this flow is automatically triggered when the agreement workflow is completed and saved back into SharePoint, the original agreement.
We’ve covered a lot in this demo, but in summary, with workflow automations, you can create and use Power Automate flows right within Adobe Acrobat Sign without having to engage your IT staff.
Creating automated workflows can increase efficiency and productivity, as well as reduce errors. Whether you’re creating or manipulating PDFs, generating documents and sending for signature approvals, saving and retrieving documents from backend systems or automating interactions with any of the hundreds of Microsoft connectors, the possibilities are endless.
Okay, one last poll as we are closing out. Let’s make this an easy one. I always like to ask if you’ve learned something new today.
So, before we get to live Q and A, let me point out for you a few resources you can bookmark to help you find answers to any questions we weren’t able to get to today. We’ll drop the links in the Q and A pod for you. The first is the Adobe Help Center, where you’ll find user guides, tutorials and can use the search function to find what you’re looking for. Next is the Adobe Experience League. Here you can access a vast library of learning content and courses, get personalized recommendations and connect with fellow learners. The Acrobat Sign Support community is another resource where you can view past discussions, join current ones or start your own. These monthly Skill Builder webinars and past on demand webinars are a great place to learn new skills or brush up on existing. You can register for future events, and watch past webinars on demand. And finally, the Acrobat Sign Resource Hub is a one-stop shop for everything Acrobat Sign. It includes tips and tricks, tutorials, customer stories and the latest integrations and more. We’re always updating and adding to it, so check back frequently.
I hope you are always as excited as I am to have this new capability. I encourage you to all get with your Adobe Acrobat Sign administrators, and have them enable this functionality, so that you can try it out for yourself. Thanks again, have fun, and we’ll see you next time. And with that, let’s jump over to the Q and A. (upbeat music)
More details on Power Automate
- The purpose of Power Automate is to provide a low-code/no-code solution that allows non-developers to create complexworkflows or flows in Microsoft terms.
- It enables users to automate tasks and processes by leveraging prebuilt connectors to work with hundreds of othersystems and applications. Power Automate allows users to read and write data, start processes, and perform actions usingthese connectors, all through a graphical drag and drop configuration. The data is automatically exposed and available foruse in subsequent triggers and actions.
- Additionally, Power Automate allows users to create and use automated workflows within Adobe Acrobat Sign without theneed to involve IT staff.
- These automated workflows can increase efficiency, productivity, and reduce errors.
- Power Automate also allows non-administrators to create workflows, providing a platform for users to automate tasks andprocesses by creating flows that connect different applications and services. It offers a wide range of triggers andactions that can be used to build customized workflows based on specific business needs.
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