Power Automate: Create Dynamic PDFs with MultiSelect Easily

Key insights

• Power Automate enables users to create dynamic PDFs that update based on multiselect field choices, without needing Power Apps, Microsoft Forms, or SharePoint Forms.
  
• The process uses actions like Select, Filter Array, and Create HTML table, combined with manual loops (Apply to each) to build the desired PDF content.
  
• Data retrieval starts from sources such as Microsoft Dataverse or SharePoint. The workflow captures user selections and prepares them for use in the PDF.
  
• Formatting multiselect fields is essential: selections are converted into either a comma-separated string or an array so they can be displayed correctly in the dynamic document.
  
• The flow generates an HTML file using dynamic content, then converts this HTML into a PDF with the Create file and Convert file actions. The final PDF is sent or stored automatically via email or cloud storage.
  
• This approach improves automation by handling complex multi-choice data, supports full integration with Microsoft 365 tools, and offers flexibility for customized reporting and document workflows.

Introduction to Dynamic PDF Creation with Power Automate

In a recent YouTube video by Andrew Hess – MySPQuestions, viewers are introduced to an innovative way of generating dynamic PDFs using Power Automate. This solution responds to a frequently asked question at TechCon365 about how to automatically create and update PDFs based on user selections, specifically those involving multi-select options. Notably, the method presented does not rely on Power Apps, Microsoft Forms, or SharePoint Forms. Instead, it leverages core Power Automate features such as Select, Filter Array, and Create HTML Table, all orchestrated through manual loops. The approach showcases the versatility of Power Automate in handling complex document workflows.

As organizations seek to automate repetitive tasks and streamline document generation, this technique stands out for its simplicity and effectiveness. By focusing solely on Power Automate's native capabilities, Hess demonstrates that even advanced requirements like dynamic multi-select input can be addressed without external dependencies.

Understanding the Power Automate Workflow

The technology revolves around dynamically generating PDFs that accurately reflect user inputs, including fields with multiple selections. The workflow typically begins by retrieving relevant data from sources such as Microsoft Dataverse or SharePoint. This data may include selections from multi-choice fields, which present unique challenges due to their structure in data connectors.

Once the data is gathered, it is formatted into an HTML document, which serves as the template for the eventual PDF. Power Automate’s Create HTML Table and other data manipulation tools allow users to structure this information as needed. Finally, the HTML file is converted into a PDF using the Convert file action, and the finished document can be sent via email or stored in the cloud, completing the automated process.

Key Tradeoffs and Challenges

While this approach offers significant benefits, it also involves several tradeoffs. One major consideration is the handling of multi-select fields. Power Automate connectors often do not natively support multiple-choice values, requiring users to implement workarounds. For instance, selections may need to be converted into comma-separated strings or properly formatted arrays before they can be used in the PDF generation workflow.

This requirement adds complexity, as it demands a deeper understanding of data formatting and manipulation within Power Automate. Moreover, ensuring that the final PDF accurately reflects all user choices can be challenging, especially when dealing with large datasets or intricate selection logic. These challenges highlight the importance of careful planning and testing when designing automated document workflows.

Advantages of a Pure Power Automate Solution

Despite these challenges, the solution outlined by Andrew Hess offers several notable advantages. By relying exclusively on Power Automate, users avoid the need for additional tools or licenses, making the process more accessible and cost-effective. The workflow is also highly efficient, automating repetitive tasks such as form data backup, reporting, and document distribution.

Another benefit is the high degree of customization available. Using HTML and basic design elements, organizations can tailor the look and content of their PDFs to match branding or specific reporting needs. The integration with Microsoft 365 services further streamlines the process, ensuring compatibility with widely used platforms like SharePoint, Dataverse, and Outlook.

Recent Innovations and Practical Applications

What sets this approach apart is the recent focus on improved handling of multi-select fields. Tutorials and blog posts now provide clear guidance on converting user selections into formats that Power Automate can process effectively. For example, sending comma-separated strings as custom values is a practical workaround for connectors that do not display dropdowns for multi-select inputs.

These innovations make it possible to create truly dynamic, end-to-end PDF generation workflows. From the initial trigger—such as a new entry in a SharePoint list—to the final delivery of a customized PDF, every step can now be automated. As a result, businesses can reduce manual intervention and ensure that documents always reflect the latest data and user choices.

Conclusion

In summary, Andrew Hess’s video provides a clear and actionable guide to creating dynamic, multi-select enabled PDFs using only Power Automate. While there are challenges associated with formatting and processing multi-select fields, the benefits in terms of efficiency, integration, and customization are substantial. As more organizations look to automate their document workflows, solutions like this will likely become increasingly popular, helping teams save time and reduce errors in their daily operations.

Keywords

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