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Signed Employee Certificate (Word to PDF) from MS Form Request

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Posted on by Erthling

Hi all,

I have created a Form that employees can fill out with their details that would request for a Salary, NOC or Employment certificate.

How can this request automate and provide the matching certificate form (see attached) pull the corelating Word template, place the name and required details, have the digital signature then convert it to PDF and email it to the employee?

Employee Certificate Request Form.jpg

Many thanks,

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Erthling 16 on at

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If there is a better method, I am open to all suggestions of course.

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Erthling 16 on at

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Hi @AlexEncodian, and thanks for your support and input.

I was thinking if there's a simpler method (as per HR's demands to get all the data from their Excel) where I can have 2 fields only in the Salary Certificate Request MS Form with the user only putting his 'Full Name' and 'Email Address' (Email being the trigger link to getting the user's data from Excel.

Once the email address is captured, the details are triggered from HR's Excel sheet which has all the users' data that would be placed into the Template Word document that would have the Plain Text Content for the Bolded/Underlined in this format:

--------------------------------------------------------------
'Date of Request' (can be generated based on the time of Form request) 'Internal doc reference: XYZ'

To whom it may concern,
Ref: Salary Certificate

Dear Sir/Madam,

We hereby confirm that 'First Name' 'Last Name' is an employee at XYZ company.

He/She is presently working in the capacity of 'Position' with a total remuneration of 'Salary' per month, including fixed allowances.

This letter is issued upon the employee’s request, and it does not constitute a financial guarantee on our part.

With best regards,

'Signature/Company Stamp pic'

(HR manager name)
Human Resources Department Manager
--------------------------------------------------------------

It's just that I'm so new at this....

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Erthling 16 on at

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@AlexEncodian

The user's data (1st/2nd Name, salaries, email addresses and positions) are stored in an excel sheet. Shouldn't that be enough as the data source to populate the word file template (non-premium) just by triggering the flow from a simple MS Form that the user puts in his email address only?

So, MS Form ---> Get Data from Excel (1st/2nd name, salary, position in company, joining date) + add date of file creation ---> Populate into a Word Template (non-premium way) ---> Convert to PDF (Digitally sign) --->Delete Word file ---> Email user with attachment.

How would the Workflow/Formulas/Variables be to get the matching data to the Word file with the plain content holders?

Much appreciated.

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AlexEncodian 4,409 Moderator on at

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@Erthling

yes - Excel as a data source would work as well. In a little more detail, the flow would look something like this:

1. When a form response is submitted
2. Get form response details
3. List rows present in a table (excel data)
4. You'll have to filter the Excel data via a unique identifier from your form response e.g. user email...to get the correct row
5. Populate Word document with the Excel data and form response
6. Convert to PDF
7. Sign PDF

Note, Microsoft's Populate Word connector is a premium connector. I'm not sure what you meant by non-premium i.e. whether you meant not 3rd party or not premium Power Automate licensing.

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Erthling 16 on at

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@AlexEncodian

Hi Alex, yes, we don't have MS 365 premium, and a workaround for that I found on youtube is to create a Sharepoint site with adding columns that match the required data, that eventually populates into the Word template (eventually to PDF).

Still trying to figure it out, but when I prompted Bing Chat to trigger getting the data from Excel, these are the steps it gave me to create:

Trying to use this method but to do the workaround using Sharepoint to Word extra step.
Can the Word doc be created instead using the Encodian option? (Like I said, I'm very Very new to all of this)

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AlexEncodian 4,409 Moderator on at

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Sure - that could work. Sometimes you just have to start building to see what nuances come up. Good luck

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Erthling 16 on at

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Hi again @AlexEncodian,

Alright, so i did get the whole flow to work using Encodian, however, I just have 3 small issues that I need help with.

1) When I fill in the JSON info that gets extracted from the Excel (employees data sheet), 1 of the Dynamic contents is adding the submission time to be reflected in the final PDF certificate, and by using the submission time captured by the MS Form function is giving the full Date & Time including the Hour and Seconds....

2) When adding the employee dateofJoining in the company, the date format in excel is 'Date', yet in the word/pdf output result is showing a complete calculated number with comma (like an addition or division)

What other way can I add just the day/month/year and the employee joining date correctly?

The output in the PDF demo file is as follows:

Last but not least, the name of the generated PDF is showing correctly in the folder repository (Generated Certificates folder), however in the email, the attached file name is simply result.pdf.
Why/How/What???

The workflow is as follows:

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Erthling 16 on at

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Thanks again, i'll try and do that now and report back to you before going off for the weekend!

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