Automating Searchable PDF Generation in SharePoint with Power Automate and Adobe PDF Services

Today we will explore how to efficiently convert newly added files to text-searchable PDFs in Microsoft SharePoint using the power of Optical Character Recognition (OCR) and Power Automate. Document management in the digital workplace has become increasingly complex, emphasizing the need for seamless and effective workflows. With the integration of Microsoft SharePoint and Power Automate, businesses can streamline their document management processes and improve searchability.

In this step-by-step guide, we will walk you through the process of setting up an automated workflow that effortlessly converts newly added files in SharePoint to text-searchable PDFs. This integration not only simplifies the conversion process but also enhances document accessibility and search capabilities within the SharePoint environment. Let's delve into the step-by-step process to leverage the power of these Microsoft tools for efficient document management.

Prerequisites and Setup

• Ensure that you have a valid Microsoft 365 account with appropriate permissions to access and configure Power Automate and SharePoint.

• Access the Power Automate platform at https://powerautomate.microsoft.com/ and log in with your Microsoft 365 credentials.

Step 1: Create a Power Automate

• Click on "My flows" from the sidebar menu and then select "New" to create a new flow.

• Choose the "Automated cloud flow" template and name your flow for easy identification.

Step 2: Select the Template

• Click on the "Use this template" button to begin the process. You'll be directed to sign in with your Microsoft account if you haven't already.

• Please kindly input your work email address and select the Sign-in button. Following this, you will be prompted to address all the connection references to continue further. Kindly resolve all the connection references listed on this page.

  1. SharePoint

  2. Adobe PDF Services (Please refer to my existing blog to get the credentials for the PDF Services API - https://www.d365dotblog.com/post/steps-to-register-and-obtain-credentials-for-accessing-the-adobe-pdf-service-api)

Once you have resolved the connection references, please proceed by clicking on the "Continue" button.

Step 3: Configure the Trigger

Choose "When a file is created (properties only)" as the trigger from the list of available triggers.

Select the appropriate SharePoint site and document library where the files will be uploaded. Ensure you have the necessary permissions to access the selected SharePoint site.

Next step is to initialize the variable to get the newly created file name and file content.

The following step involves verifying the file extension and generating a PDF file if the uploaded file format is not already in PDF.

Step 4: Create a Searchable PDF using OCR.

It's crucial to ensure that all essential details, including the file name, file content, file locale, searchable options, and other mandatory information.

Step 5: Save the Searchable PDF file.

Add another step to save the generated PDF to the desired SharePoint location.

Select the "Create file" action and configure it to save the converted PDF to a designated folder within the SharePoint site.

Step 6: Verify the Flow

Before completing the setup, it's important to verify the flow's functionality to ensure that all elements are functioning as expected. Upload a file in SharePoint to trigger the flow and confirm whether the searchable PDF is being created and uploaded to the designated location.

Step 7: Complete and Activate

Once you are content with the results of the testing phase, finalize the flow configuration and activate it to initiate the generation of searchable PDFs.

Congratulations! You have effectively established an automated system for producing searchable PDFs.

That's it for now! Stay tuned for more insights on how to leverage the power of Microsoft Power Automate for enhancing your workflow efficiency.