Provide a meaningful flow name so you can identify it later.
Last updated on
Oct 19, 2024
Alert:
This article contains prerelease information. Release dates, features, and other information are subject to change without notice.
Context-based Actions on the Manage page to automate workflows
Accounts that have the Power Automate integration controls enabled will display context-relevant actions for In progress and Completed agreements on the Manage page.
This is true regardless of whether you have gone through the steps to enable the integration. By having the control checked, the actions are exposed.
When Power Automate is explicitly disabled for the account
If Power Automate is explicitly disabled for the account, non-admin users will not see the Power Automate actions on the Manage page.
Note:
Administrators will see the actions in all cases.
In progress agreements
There are two actions available for the In progress agreements on the Manage page. The actions are exposed when you:
- Hover over the ellipsis next to the In progress agreement filter, and the Automate notifications action is exposed.
- This action is applied to all agreements currently on the Manage page in the In progress status.
- The flow is only applied to the existing agreements and is persistent until each agreement reaches a terminal status (completed, canceled, declined, or expired).
- Select an individual agreement to open the Actions context panel to the right. The Actions panel contains the Set-up Notification action.
- This action facilitates creating a notification flow for up to 20 agreements with the In progress status. Select the agreements to include by checking the box next to the agreement before selecting the action in the right-hand panel and configuring the flow.
- The flow is tied to the individual agreement and does not apply to any other agreement. Other agreements can enable their own agreement-specific flows.
Caution:
Including the same agreement in multiple notification flows will cause the user to get multiple notifications.
Selecting either action refreshes the right-hand panel to show a list of flow templates that the user can use out-of-the-box, or as a base to design their own custom flow.
Completed agreements
There are two actions available for the Completed agreements on the Manage page. The actions are exposed when you:
- Hover over the ellipsis next to the Completed agreement filter, and the Automate archival action is exposed.
- This action facilitates creating a flow to archive all agreements as they update their status to "Completed".
- This flow is not applied to agreements already in a Completed status when the flow is created. Only newly completed agreements trigger the flow.
- The flow is persistent and will continue to work as designed until the flow is stopped.
- This action facilitates creating a flow to archive all agreements as they update their status to "Completed".
- Select an individual agreement to open the Actions context panel to the right. The Actions panel contains the Archive Agreement action.
- This action triggers an archival flow for up to 20 selected agreements with the Completed status. Select the agreements to include by checking the box next to the agreement before selecting the action in the right-hand panel and configuring the flow.
- The flow is triggered only for the selected agreement and does not apply to any other agreement.
Selecting either action refreshes the right-hand panel to show a list of flow templates that the user can use out-of-the-box, or as a base to design their own custom flow.
Configure the flow
After selecting a flow, you must perform a minimal amount of configuration to provide your custom values (e.g., the flow name, your target email address, and so on) and ensure the flow can successfully execute the process.
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Ensure that you have provided the authentication credentials for each service included in the flow.
Each service that requires authentication is listed, and when properly configured, will display a green check next to it.If the service is not yet authenticated, select the Permissions link under the service name and enter the required information.
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Select Next at the bottom of the right-hand panel to advance the configuration.
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Provide any additional email that is requested. This information may vary depending on the flow you select.
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Select Create flow when done.
Note:
All flows must contain at least one Acrobat Sign connector before they can be saved.
There are two entry paths to create a new workflow:
- Select the Workflows tab in the top navigation bar and then select the Create Workflow button on the Your Workflows page.
- Select the Create a reusable workflow tile on the Home page and then select Continue in the Workflow Automation text box.
Both paths open the list of premade templates.
There are three options available to create a new workflow:
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The template opens with an editable field for the template name and the required application connectors listed.
- Provide a unique name for the flow.
- Establish a valid connection to each of the applications.
Click Next to set up the required elements of the connectors.
Establishing a valid application connection
When building flows in the Acrobat Sign system, the Acrobat Sign connector should be valid (given you are authenticated to the system already), and any other applications may show a link to Fix connection.
Clicking the Fix connection link triggers an authentication process with the appropriate application.
- Enter your user name and password for the chosen application and complete the authentication process.
- After authentication, you will be required to allow the application to share information with the Microsoft Power Automate application.
Once permissions are allowed, the Fix connection link should convert to a green check indicating the connection is valid and working. The email address of the authenticated userID is displayed to the left of the green check
All connectors must have valid connections for the flow to execute.
Keep in mind that a flow must have at least one Acrobat Sign connector.
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Depending on the connectors used and the actions that are being taken, the interface will prompt you to provide information.
For example, if saving files to your OneDrive application, you must provide a path to the folder where the agreement PDFs should be delivered. A navigation UI is provided.
The values are stored in the flow configuration as you define the required elements.
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Select the Let us help you automate your workflow with AI option
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The page refreshes to display the AI's input field.
Type in the objective of your flow. Be sure to identify all of the objects and actions that you are looking to automate. For example:
"Send me an email through Outlook when an Acrobat Sign agreement is completed"Select the Submit arrow when the flow is described.
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The AI will parse the request and present a suggested flow with the trigger for the flow and the related services needed to accomplish what is being suggested.
If the suggested flow doesn't achieve your goal, try asking the question again with more details specific to your use case.
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When the suggested flow looks correct, select Next at the bottom of the window.
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The page refreshes to show the services required and if the connection to that service has been authenticated.
Authenticating to a service requires the user to provide their username and password. This allows Power Automate to connect to the service and execute commands on your behalf.- Connections that are already authenticated will have a green check mark.
- Authenticating to a service is persistent, and the user shouldn't have to do this again if they use Power Automate somewhat regularly.
- Connections that are not authenticated or that have some connection issue will display the red exclamation mark.
- Select the Fix connection link to open a new panel that will allow the service to be configured and authenticated.
- Connections that are already authenticated will have a green check mark.
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When all connectors are authenticated, select Next.
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A new page may load, asking for additional input values needed to complete the automation. For example, if you are asking for an agreement to be archived in a SharePoint environment, the user will need to provide the path to the file where the agreements will be stored.
What additional information, if any, will vary based on the flow.
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Once all of the questions are answered, select Create flow to finalize the configuration.
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A menu of connectors and triggers is presented.
Enter Adobe (or any other supported application) into the search field to find the Acrobat Sign-related triggers and actions.
Note:All flows created in the Acrobat Sign integration must contain at least one Acrobat Sign connector.
For the example of saving signed agreements to a OneDrive account, select the When an agreement workflow is completed successfully trigger:
The page refreshes to show the trigger as the first element in the context of the process flow.
In the below example, the trigger does not require any additional configuration, but that may not always be the case.
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Once selected, the OneDrive element displays the required field values the user must provide.
In this case, the Source URL for the signed PDF, and the destination file path for where the PDF should be delivered.
Clicking into any field will provide a number of predefined options that align with the common objects that a service provides.
Select the object that best suits your purpose.
Configure all required fields.
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Add as many steps as needed to achieve your goals with the workflow, configuring the required fields as needed.
- Once done, select Save.
- If there are any errors or omissions to the configured fields, you will be prompted to address them.
After a short processing time, the workflow control page loads. The control page provides the controls to edit, share, disable, and delete the workflow.
The workflow is created in an Active status and is listed on your workflow management page.
