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hello all!

I am trying to upgrade our companies registration form to make the life of some easier.

Situation now: PDF form filled in by individuals->sent to manager/responsible person for signing->uploaded to sharepoint.

Main problems with the current situation is:

-the form has an expiration date bound to it. We would like to periodically check if everyones form is still valid.

-Individuals dont save their files with proper names for easy finding later on.

So i found out i could use power automate for it.

1) at first I tried to use Microsoft Forms with Power Automate(PA) to create a PDF file at the end with all the information in it. The main problem here is that Microsoft Forms still doesnt support saving the form to finish it later (how is this not a feature still....). Unfortunately, the required information in the form that we want has to be retrieved elsewhere first, and therefore it's quite crucial the form can be saved for finishing on another day.

2) my second idea is to use Word with legacy forms/controls fields. I succeeded making the form (simplified still), and now I am trying to use PA to use certain fields (eg FirstName) to name the end result PDF file. The best imaginable flow would be: individual uploads filled in .docx to Sharepoint/Onedrive for business-> PA extracts FirstName information->confirms with responsible person if the form is filled in correctly-> creates PDF with signed/checked information-> PDF saved in separate location on Sharepoint.

Unfortunately I have not succedeed in this yet, as it is complicated to extract the information for .docx as variables. Apparantely i would need to first use PA to extract the document ID and then use those variables for populating another word file before creating a new PDF?

3) I am now slowly investigating using an excelsheet based form to be filled in by individuals. Extraction of the cell values to populating word should be easier for each new file.

Does anyone have any ideas how to achieve what I need? First option was the easiest (I had it almost complete before i found out the issue with Forms). Its has to be a cloud based flow, so it is not person dependent.

Any other formats for the idea are also appreciated. The main goal is to let individuals fill in a form->run in through PA-> make PDF and save it somewhere.

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