Thank you very much for the initiative! As you know, in our databases, users handle beneficiary data that is sometimes sensitive. For this reason, each user must sign a confidentiality agreement that also specifies the database and each role assigned to them. Clearly, this is not a solution, but rather a wish (we were waiting to be surprised by the Activity Info developers with new tools). What would be extremely useful to us is an automation that:
Upon accepting the invitation, automatically creates a confidentiality agreement (whose content would be predetermined) and the system would only have to add the name of the database and role.
Automatically sends the document with a kind of Adobe PDF Docusign to the added user.
Uploads the document already signed by the user to the system, so that technical contacts can download it at any time.
If the user’s role changes, it would send an alert to the technical contact, advising them to review the confidentiality agreement.
I don’t really know if all this would be feasible, but it gives an idea of the needs that exist in data protection.
Regarding attendance lists, I already mentioned in a previous post that it would be great if they could be printed with the participants’ digital signatures.
Well, if you have any advanced knowledge of PDF automation, it would be great to hear about your experiences (or those of any other user in this community…).
Hello,
As for the first issue, we do not really have such policy, though I can imagine building something like this in Power Automate. Since there is no trigger ( I guess) for accepting the invitation, I would start by having recurrent flow checking on the status of the user in ActivityInfo. If that changes from pending to active, then email with template is sent. Then it depends how “advance” or complicated you want to make things, I would probably consider solution where user uploads the doc under their name in separate ActivityInfo form (with strict user-limited access rights). This way you can skip the difficult part of connecting different services handling PDFs and signatures. Final part would be another flow checking on the user role and notifying tech contact when changed. It should be doable even with other than Microsoft tools similar to Power Automate, depends on what your organizations is using.
As for the attendance lists - we do exactly that, just with distribution sheets. A flow goes through the event when triggered, collects all information and prints out nice PDF
All you would need is to use http connectors to get the info out of Activity Info and then the formating is just a matter of preference.
Thank you very much, David, for your reply. I thought that ActivityInfo triggers in PowerAutomate only work at the record level. I didn’t know that you could create another flow that wasn’t linked to editing, adding, or deleting a record. I’ll have to look into how this works. The same goes for attendance lists. What would the trigger be? Do you have a guide or something similar to show me?
Firstly, there is no trigger, but it can be done using the HTTP connector, that would scan database every X minutes/hours and check for new users (based on their status, last visited time or something else). Alternatively, you could capture the state of database licences by saving it into some temporary storage (json file on sharepoint, dataverse, sharepoint list or anything else) and compare this after some time with current state to get new users or edited users. The same http calls could be used to build the solution for licence management you were looking for in different thread.
As for lists, our solution is on demand, initiated by a user when they are done with it, but again by using custom http calls, you can set up the logic based on a field value (e.g. status, date,…).
I used the API reference in the AI documentation page combined with lots of googling and trying-failing
@david.mastny is correct that there is currently no way to set a webhook when a new user is added, but as he said it is possible to “poll” the list of users and trigger a document signature workflow.
We use DocuSign here at BeDataDriven, and you can basically create a template in DocuSign with a space for the volunteer’s name, address, etc, and then send it to them for signature. Other services have similar features, and they all have PowerAutomate connectors.
That having been said, the next version of automations is under active development and will eventually include triggers for new users so that you could trigger a DocuSign workflow immediately after a user is invited to the database, without needing Power Automate. But it’s a big project so I can’t give you an exact date when it will be ready – probably early next year to be conservative.
