Convert SharePoint Files to PDF By Power Automate: Aptly

SharePoint is widely used for managing documents and collaborating across teams. However, converting files to PDF manually in SharePoint can be time-consuming, especially when you’re working with multiple documents. PDFs are a preferred format for sharing and archiving files because they preserve document formatting across devices. You can convert SharePoint files to PDF using Power Automate. This reduces manual effort, improves consistency, and ensures your documents are always in the required format.

In this guide, we’ll walk you through a step-by-step process to create a flow that automates the conversion of SharePoint files to PDF. We’ll also cover prerequisites, troubleshooting tips, and advanced configurations so you can tailor the flow to your specific needs. Let’s get started!

Understanding the Need for PDF Conversion in SharePoint

PDF is one of the most widely used file formats for sharing documents because it ensures consistent formatting across different devices and platforms. Whether you are working with reports, contracts, or presentations in SharePoint, converting files to PDF improves compatibility, security, and professionalism.

Why automate this process? Performing manual conversions in SharePoint for multiple documents can be tedious and error-prone. Automation with Power Automate simplifies this task, saving time and reducing mistakes. Businesses and teams that rely on SharePoint often encounter scenarios where PDF conversion is essential:

1. Sharing final documents: PDFs lock formatting, ensuring the document looks the same for all users. This is crucial for contracts, invoices, or compliance reports.
2. Archiving documents: PDF is a preferred format for long-term storage as it maintains content integrity.
3. Enhancing security: PDFs can be password-protected, making them ideal for sharing sensitive information.
4. Client or partner requirements: Some organizations require documents to be submitted in PDF format.

Let’s consider an example: A team working on project proposals in SharePoint needs to share the final version with stakeholders. Instead of manually downloading the Word file, converting it to PDF, and re-uploading, Power Automate can complete this workflow in seconds.

By automating PDF conversion, you eliminate repetitive steps, ensure consistency, and make document management seamless.

Convert SharePoint Files to PDF Using Power Automate: Prerequisites

Before you begin setting up your Power Automate flow to convert SharePoint files to PDF, ensure you have the requirements in place. Having these ready will help you create a smooth and error-free workflow.

1. Access to SharePoint and Power Automate:

• You need an active SharePoint Online account where your files are stored.
• A valid Microsoft 365 license that includes Power Automate (formerly Microsoft Flow).

2. Permissions:

• You must have permission to access the SharePoint library where the files are stored.
• Administrator or contributor permissions in Power Automate to create and edit flows.

3. OneDrive for Business Account:

• Power Automate uses the OneDrive connector for the PDF conversion action. Ensure you have access to OneDrive for Business.

4. Supported File Formats:

• Make sure the files you want to convert (e.g., Word, Excel, PowerPoint) are supported for PDF conversion. Unsupported formats may cause errors in the flow.

5. Microsoft Power Automate Access:

• Log in to Power Automate using your Microsoft 365 credentials.

6. SharePoint Data Migration:

• Migrate your SharePoint data using the SysTools SharePoint Migrator to another tenant. It will save your data as a backup if you lose it while converting to PDF.

Once you have these prerequisites, you’re ready to start building the flow. In the next section, we’ll provide a step-by-step guide to help you create a flow that converts SharePoint files to PDF effortlessly.

Step-by-Step Guide to Creating the Flow

In this section, we’ll walk you through the exact steps to create a flow that will convert SharePoint files to PDF using Power Automate and save them back to SharePoint. Follow these steps carefully to automate the process smoothly.

1. Setting Up the Trigger

• Log in to Power Automate using your Microsoft 365 account.
• From the left menu, select “Create” and choose “Instant Cloud Flow” for a manual trigger or “Automated Cloud Flow” for an event-driven trigger.
• Name your flow, then select the “For a selected file” trigger under the SharePoint connector. This allows users to run the flow directly from a SharePoint document library.
• Click “Create.”

This step ensures the flow can trigger directly from any file you choose in SharePoint.

2. Retrieving the File Content

• After setting the trigger, add a new step.
• Search for the SharePoint connector and select “Get file content” as the action.
• Configure the action:

This step retrieves the content of the selected file so it can be used for conversion.

3. Creating a Temporary File in OneDrive

• Add another action and search for the OneDrive for Business connector.
• Select “Create file” as the action. This step uploads the file to OneDrive temporarily for conversion.
• Configure the action:

OneDrive acts as a middleman because it supports file conversion actions within Power Automate.

4. Converting the File to PDF

• Add another action under the OneDrive for Business connector.
• Search for and select “Convert file” as the action.
• Configure the action:

This step converts the uploaded SharePoint file into a PDF. Power Automate automatically generates the converted file.

5. Saving the PDF Back to SharePoint

• Add another action under the SharePoint connector.
• Select “Create file” as the action to save the converted PDF back to your SharePoint library.
• Configure the action:

At this point, the converted PDF file is saved in the desired SharePoint library.

6. Cleaning Up Temporary Files

• To avoid unnecessary file buildup in OneDrive, add one final step.
• Under the OneDrive for Business connector, select “Delete file” as the action.
• Configure the action:

This step ensures the temporary file in OneDrive is deleted after conversion, keeping your storage clean.

7. Testing the Flow

• Save your flow and test it.
• Go to your SharePoint document library, select a file, and run the flow.
• Verify that:

Convert SharePoint Files to PDF Using Power Automate: Issues & Solutions

While creating a Power Automate flow to convert SharePoint files to PDF, you may encounter a few challenges. Here are some common issues and how to troubleshoot them to ensure your flow works smoothly.

1. Permissions Issues

One of the most common issues is related to permissions. If you don't have the correct permissions for the SharePoint document library or OneDrive, the flow may fail to retrieve or save files.

Solution:

• Ensure you have read/write permissions for the SharePoint library and OneDrive folder you’re using.
• If using a shared document library, verify that your Flow Creator account has the appropriate access.

2. Unsupported File Formats

Power Automate’s “Convert file” action supports certain file formats (e.g., Word, Excel, PowerPoint), but not all types. If your SharePoint file is in an unsupported format, the flow will fail to convert it to PDF.

Solution:

• Check the file format you’re attempting to convert. Ensure it’s a compatible format such as .docx, .xlsx, or .pptx.
• If you need to convert other file types (e.g., images or specialized files), consider using a third-party tool for conversion and integrate it into your flow.

3. Flow Timeout or Slow Processing

If your flow is processing large files or multiple files at once, it may take longer than expected. In some cases, it may even time out.

Solution:

• Reduce file size by compressing large files before running the flow.
• Break the process into smaller tasks if dealing with large batches.
• Monitor the flow’s execution time in Power Automate’s Run History to identify bottlenecks.

4. File Overwriting in SharePoint

If you set up your flow to save the converted PDF with the same name as the original document, it could overwrite existing PDFs in SharePoint.

Solution:

• To avoid this, add a timestamp or unique identifier to the PDF file name in the “Create file” action. This prevents the flow from overwriting files.

5. Errors in Flow Execution

If your flow fails, Power Automate provides error messages that can help you pinpoint the issue. Common errors include connection issues, invalid file identifiers, or problems with the OneDrive or SharePoint connectors.

Solution:

• Review the Run History of the flow. Power Automate will show you detailed error logs.
• Ensure all connectors are authorized and active. Sometimes, re-authenticating or reconnecting services can resolve connection errors.
• If an error is specific to a step, try deleting and re-adding the action.

By following these troubleshooting tips, you should be able to overcome the most common issues and get your flow running smoothly. With Power Automate handling the PDF conversion process, you can save time and improve document management efficiency.

Conclusion

Knowing how to convert SharePoint files to PDF using Power Automate simplifies document management and boosts productivity. By leveraging the flexibility of Power Automate, you can streamline routine tasks, such as converting documents into PDFs and storing them in SharePoint, all without manual intervention.

With Power Automate, the days of manually converting SharePoint files to PDF are behind you allowing you to focus on more important tasks while ensuring your documents are always ready and accessible.

Frequently Asked Questions

Q1. What do you understand by Power Automate?

A - Power Automate is a cloud-based service that allows you to automate workflows and integrate different applications and services, like SharePoint, to streamline processes such as file conversion.

Q2. How can I convert SharePoint files to PDF using Power Automate?

A - You can set up a flow in Power Automate to trigger when a file is uploaded or modified in SharePoint. The flow can then convert the file to PDF using connectors like "OneDrive for Business" or third-party services.

Q3. What are the different file formats that can be converted to PDF in Power Automate?

A - Power Automate supports converting files like Word, Excel, PowerPoint, and image files (e.g., PNG, JPEG) into PDF format.

Q4. Do I need a premium license to convert files to PDF in Power Automate?

A - Yes, converting files to PDF may require a Power Automate premium license, depending on the connectors you use.

Q5. Can I convert files from multiple SharePoint libraries at once?

A - Yes, you can create a flow that listens to multiple SharePoint libraries, triggering PDF conversions across various sites or folders.

Q6. How do I trigger the conversion process in Power Automate?

A - You can set up triggers based on events like file creation, modification, or manual activation. This ensures the PDF conversion process is automated when new or updated files are detected.

Q7. What happens if the file conversion fails?

A - Power Automate provides error handling options. You can set up notifications or logging to be informed when a conversion fails, and retry logic can be added to ensure successful execution.

Q8. Can I convert files to PDF and save them back to SharePoint?

A - Yes, after converting a file to PDF, you can use Power Automate to save the converted PDF file back to a SharePoint library or a different storage location.

Q9. How long does it take to convert SharePoint files to PDF using Power Automate?

A - The conversion time depends on the file size and complexity, but it typically takes only a few seconds to a minute for most common file types.

Q10. Are there any limitations to converting SharePoint files to PDF in Power Automate?

A - Some limitations include file size restrictions, support for certain file types, and the need for premium connectors. Additionally, complex formatting in documents may not always convert perfectly.