Overview

This article introduces how to create and email documents from Kintone records using Microsoft Power Automate and Adobe Sign .

What is Adobe Sign

Adobe Acrobat Sign is a cloud-based service that lets users send, sign, track, and manage e-signature processes.

General Flow

The general flow of the operation is as follows:

1. When a record is created, it triggers Power Automate to download the document attached to the record.
2. After the document is downloaded, the next flow in Power Automate uploads the document to Adobe Sign.
3. Then it creates an Agreement and notifies the user by email.
4. Finally, it updates the Kintone record by changing the status to Waiting for filling

Required Environments

In addition to a Kintone environment, the following will also need to be prepared:

1. Kintone Users & System Administrators permission.
2. An Adobe Sign account to act as the agreement creator and email sender. For more details, refer to the Adobe e-signature plans and pricing page.
3. A Microsoft Power Automate account. For more details, refer to the Power Automate Pricing page.

Initial Setup

This section describes building a Kintone App and the required settings before integrating with Adobe Acrobat Sign.

Creating a sample App

First, create a new Kintone App.

Set the fields in the sample App as follows.

Field Type	Field Name	Field Code	Notes
Record number	Record number	record_number
Text	Company Name	company_name
Text	Customer Email Address	email
Text	Agreement No	agreement_no
Attachment	Attached Agreement	attached
Attachment	Completed Agreement	completed
Drop-down	Status	status	Add 3 options: "Upload agreement", "Waiting for filling", "Completed" and set "Upload agreement" as the default value

Generating API token

Follow the steps in the Generating API Tokens article to generate an API token. Make sure to check Edit Records and take note of the API token, as it is needed for the integration in the later steps.

Set up the Integration

This section explains how to create a workflow from when a record is created in Kintone until an agreement is created and the record is updated.

Create a flow

First, create a new workflow in Power Automate and add a flow that will get triggered when a record is added in the Kintone App.

1. Sign in to Microsoft Power Automate and click My flows on the menu displayed on the left side.
   In Microsoft Power Automate, an integration workflow is called a flow.

   

2. Click New flow and then Automated cloud flow.

   

3. Enter any name for the Flow name. Then, enter "Kintone" in the Search all triggers search box to search for a trigger. Select When a record is added to an app and then click the Create button.

   

4. Enter the Kintone domain you want to integrate with Microsoft Power Automate. Then, click Sign in. A Kintone domain refers to the following part of the Kintone URL: {subdomain name}.kintone.com
   For example, if the URL is https://example.kintone.com/k/#/portal, the domain is example.kintone.com.

   

5. When prompted with a screen asking whether to allow integration, click the Allow button.

   

6. Enter the ID of the app you want to use for the integration. The app ID can be found in the URL of the app. For example, if the URL of the app is https://example.kintone.com/k/23/, the app ID is 23.

   

7. Progress can be saved anytime by clicking the Save button

   

For more details, refer to the Integrating Microsoft Power Automate with Kintone article.

Download file from Kintone

Add another flow to download the attached document in the Kintone record.

1. Click New step.

2. On the screen to choose an operation, search for "Apply to each" and click Apply to each.

   

3. Click on the Select an output from previous steps box, and a pop-up window will appear, then select Attached Agreement(Array)

   

4. Click the Add an Action button

   

5. On the screen to choose an operation, search for "HTTP" and click HTTP

   

6. Set the information as follows:

   • Method: GET
   • URI: "https://{subdomain}.kintone.com/k/v1/file.json?fileKey=" and then choose Attached Agreement(Array) (fileKey)
   • Headers:
     • Key: X-Cybozu-API-Token
     • Value: API token noted from Generate API token

   

Upload a document and get a document ID

Next, create a flow to upload the document in Adobe Sign. If success, it returns the document ID.

1. Click the Add an action button

2. On the screen to choose an operation, search and click Adobe Acrobat Sign

   

3. Select Upload a document and get a document ID

   

4. Set the information as follows:

   • File Name: select Attached Agreement(Array) (name)
   • File Content: Body

   

Create an agreement from an uploaded document and send for signature

After uploading the document, add a flow to call Adobe Sign to create an agreement from the uploaded document and send it to the recipient for signature.

1. Click the Add an action button

2. On the screen to choose an operation, search and click Adobe Acrobat Sign

3. Select Create an agreement from an uploaded document and send for signature

   

4. Set the information as follows:

   • Agreement Name: "PDPA-Agreement - " and select Record number
   • Document ID - 1: select Document ID
   • Participant Email: select Customer Email Address

   

Update a record in an app

Finally, add a flow to update the status in the Kintone record.

1. Click the Add an action button
2. On the screen to choose an operation, search and click Kintone
3. Select Update a record in an app

   

4. Set the information as follows:
   • App ID: your App ID
   • Record Number: select Record number
   • Agreement No: select Agreement ID
   • Status: Waiting for filling

     

5. Click the Save button.

Test the flow

Now, test that the above workflow is triggered when a record is added in the Kintone App.

Create a new record and input the Company Name and Email Address. Add any PDF file that needs to be signed in the Attached Agreement.

Once the record is created, it will trigger the flow, automatically create an agreement in Adobe Sign, and update the record.

Below is the workflow screen when the test is a success.

Limitations

• This sample only supports one agreement for each record. Only one PDF file can be uploaded in the Attached Agreement field.

Reference

• To get signed documents from Adobe Sign, refer to the Get Signed Documents from Adobe Sign article.