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CochranJoel-9319 asked JoyZ commented

SharePoint Online - Filling and Exporting PDF?

We are in the process of moving are workflows and files into SPO. One hurdle is that we have several field staff that currently download a fillable PDF to their Android tablet, fill it out, save a copy of it, and then email it to the intended recipient. This is obviously time consuming and prone to errors.

I have a few questions about possibly moving this into SPO:

  • I've noticed that the browser version of a PDF auto opens in the SharePoint PDF view screen. You cannot add the details (fill out a text field) unless you open in up in the browser. That the only way?

  • It's worse on the Android tablets. You need an app like Adobe Reader. Open the PDF SPO, select to open it in another app, but then you're in the same boat of downloading copies and saving an extra as a PDF.

  • Is PowerApps and PowerFlow the only way to do this? It doesn't seem like you can make a "pretty" form in PowerApp (only have the phone/tablet layout options).

  • I'm worried then about the number of flows we can use per month.

Any info would be greatly appreciated.



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JoyZ avatar image
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JoyZ answered JoyZ commented

@CochranJoel-9319,

To answer your questions:

  1. In addition to opening the pdf file in the SharePoint pdf view to edit the details, we could open Details panel directly in library:
    100106-image.png

  2. For the pdf files in Android tablets issue, we suggest you ask your question in the SharePoint Android Community, you will get more appropriate support.

  3. If you want to customize library forms and send pdf files automatically, PowerApps and PowerAutomate are the best practices.

  4. Which Power Automate plan do you use? If you are using Power Automate per user plan, number of flows owned by a single user is 600, for more information, if you are using Power Automate per flow plan, this plan starts at $500/month for 5 flows for all users in your tenant, for more information,please refer to:

    https://docs.microsoft.com/en-us/power-platform/admin/powerapps-flow-licensing-faq

    https://docs.microsoft.com/en-us/power-automate/limits-and-config


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Thanks for your help.


We have Microsoft 365 Business Premium and Microsoft 365 F3 licenses. It's a little confusing, but I think we get 4500 flow runs (total) for our company per month, and the F3 people can run a flow once every 15 minutes. So does that mean once they submit a form (PowerApp that is set to PowerAutomate), that counts as a flow?

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JoyZ avatar image JoyZ CochranJoel-9319 ·

@CochranJoel-9319,

The total amount of flows in the tenant is based on your flow license.

101006-image.png

If the flow is triggered and run, it is counted as one time.


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