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Convert Microsoft Forms to PDF with Power Automate Approval

Maira Mehtab Sep 22, 2026 869 views

Question details

Create an automated workflow to process form submissions, convert the data into a PDF document, and manage supervisor approvals.

Product: Power Automate
Device & OS: not provided
Scenario: Handling employee training requests by converting Microsoft Forms submissions into PDFs and automating the approval and notification process.
Observed behavior: A Power Automate flow captures responses, generates an HTML-to-PDF document, initiates an approval action, and emails the result to HR and the employee.

Before you start

Ensure you have an active Microsoft 365 subscription with access to Microsoft Forms, Power Automate, and a cloud storage service like OneDrive or SharePoint for temporary file creation.

Solution 1Recommended

Build a Forms to PDF and Approval Workflow in Power Automate

Follow these steps to construct a complete cloud flow that captures data, formats it into a PDF file, and routes it to supervisors for automated approval.

This automated process captures the data immediately after an employee submits a request, securely formats it into a standardized PDF, and tracks the supervisor's decision seamlessly without manual data entry.

Set the Trigger

In Power Automate, create an automated cloud flow. Search for Microsoft Forms and set the trigger to 'When a new response is submitted'. Select your specific training request form from the dropdown.

Get Response Details

Add a new action called 'Get response details' under Microsoft Forms. Select the same Form ID, and in the 'Response Id' field, select the dynamic content 'Response Id' from the trigger step.

Build HTML Content

Add a 'Compose' action. Type out standard HTML tags (like <html>, <body>, <table>) and insert the dynamic content tokens from the previous step into your HTML structure to map out the answers.

Create File and Convert to PDF

Add a 'Create file' action for OneDrive or SharePoint. Use the output from the Compose action as the file content and ensure the file name ends with '.html'. Next, add the 'Convert file' action for OneDrive/SharePoint, selecting the ID of the newly created HTML file to transform it into a PDF.

Configure the Approval Action

Add a 'Start and wait for an approval' action. Set the approval type, add the supervisor's email address in the 'Assigned to' field, and attach the generated PDF using the dynamic file content and name.

Set Up Conditional Notifications

Add a 'Condition' control based on the 'Outcome' of the approval. In the 'If yes' branch, add a 'Send an email (V2)' action to notify the HR manager and the employee, attaching the approved PDF file.

Clean Up Temporary Files: To prevent your cloud storage from filling up, consider adding a 'Delete file' action at the end of your workflow to automatically remove the temporary HTML and PDF files generated during the process.

Free Microsoft Office alternative

View and Manage Your PDF Training Requests with WPS Office

While Power Automate manages your cloud workflow, WPS Office is the ideal desktop and mobile suite for viewing, editing, and managing your generated PDF forms. Enjoy a seamless, lightweight, and free alternative to Microsoft Office.

1. Download the Software: Visit the official WPS Office website and click the free download button for your operating system.
2. Install WPS Office: Run the setup file and follow the straightforward on-screen instructions to install the suite.
3. Open Your PDFs: Launch WPS Office and open your newly converted PDF training requests to review, comment, or archive them easily.

Fully compatible with Microsoft Word, Excel, and PowerPoint formats.Advanced built-in PDF toolkit to review, highlight, or sign your exported forms.Lightweight application that uses minimal system resources.Familiar user interface requiring zero learning curve for a seamless migration.

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Frequently Asked Questions

Why is my Power Automate workflow failing to convert the HTML to a PDF?

This commonly happens if the 'Create file' step is missing the .html file extension in the file name field. Ensure your temporary file is explicitly saved as an HTML file so the conversion action can interpret it correctly.

Can I route the PDF approval to multiple supervisors simultaneously?

Yes. In the 'Start and wait for an approval' action, you can add multiple email addresses separated by semicolons in the 'Assigned to' field. You can also configure the approval type to require either a single response or a consensus from everyone.

Do I need a premium Power Automate license to convert files to PDF?

If you are using the standard 'Convert file' action provided by OneDrive for Business, it is generally included in standard Microsoft 365 enterprise licenses and does not require a standalone premium Power Automate subscription.

How do I ensure the PDF document looks visually appealing?

The appearance of the PDF depends entirely on the HTML structure you build in the 'Compose' step. You can include inline CSS styles (like font-family, borders, and padding) within your HTML code to format the table and text before it gets converted.

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