Power Automate: Convert HTML to PDF from SharePoint Easily

Key insights

• Power Automate allows users to automate the process of converting HTML content, such as SharePoint list items or custom HTML, into PDF documents. This is useful for creating printable or shareable files from dynamic data.


• The workflow usually starts with a trigger like "When an item is created or modified" in a SharePoint list. The HTML source can come from a SharePoint field, external URL, or be generated directly within the flow.


• Third-party connectors, such as Muhimbi PDF Converter and Encodian, are used because Microsoft does not provide a built-in action for direct HTML to PDF conversion within Power Automate.


• The new Chromium-based rendering engine, available in recent updates from providers like Encodian, offers improved support for modern CSS features (like Flexbox, media queries), better font handling including Google Fonts, and more accurate PDF output that matches the original HTML layout.


• PFD files generated through Power Automate workflows can now be stored on various platforms beyond SharePoint, such as OneDrive, Dropbox, and Google Drive, offering greater flexibility for enterprise document management.


• This automation reduces manual work, supports brand customization through styled documents, and scales easily from individual use up to large organizations needing reliable document generation from web content.

Power Automate Enhances HTML to PDF Conversion for SharePoint Users

Vipul Jain [MVP] recently shared a comprehensive YouTube tutorial that explores the evolving capabilities of Power Automate for converting HTML content into PDF files. His latest video, part two in a series, specifically focuses on generating PDF documents from SharePoint list items using advanced HTML input. This topic is increasingly relevant as organizations seek efficient ways to automate document creation while maintaining professional quality and consistency.

The process described in the video draws attention to new technical enhancements and best practices in the Microsoft ecosystem. As a result, this innovation is helping businesses streamline workflows and reduce manual document generation across platforms such as SharePoint, OneDrive, and other connected services.

Understanding the HTML to PDF Workflow in Power Automate

The foundation of this automation lies in Microsoft 365 services. In practice, a common workflow starts with a trigger, such as when a SharePoint list item is created or updated. Power Automate then retrieves HTML content, which can originate from a SharePoint field, a custom HTML block, or even an external URL.

Next, the flow uses third-party connectors like Muhimbi PDF Converter or Encodian to transform the HTML into a polished PDF document. The resulting file can be automatically stored in cloud locations including SharePoint, OneDrive, or Dropbox, and optionally shared via email or integrated into further processes. This entire sequence reduces repetitive manual work and ensures that documents remain up-to-date and accessible.

New Features and Technical Improvements in 2025

A major highlight in Vipul Jain’s video is the introduction of a Chromium-based rendering engine by leading connectors such as Encodian. This update addresses several limitations faced by earlier conversion tools. Most notably, the new engine supports modern CSS standards like Flexbox and media queries, allowing PDF outputs to closely mirror the original HTML design.

Moreover, the ability to embed Google Fonts and webfonts has resolved previous branding challenges, guaranteeing that fonts appear consistently across all generated PDFs. Higher rendering accuracy means fewer formatting errors, making the solution especially suitable for professional reports, branded templates, and complex layouts. These enhancements mark a significant leap from legacy engines, which often struggled with layout fidelity and font compatibility.

Integration Flexibility and Storage Options

While SharePoint continues to be a popular data source and storage location, Power Automate now offers broader flexibility. Users can direct PDF outputs to platforms such as Dropbox, Google Drive, or OneDrive, supporting more diverse organizational needs. This increased compatibility allows enterprises to manage documents across multiple cloud environments, facilitating cross-platform workflows without added complexity.

With these expanded options, teams can maintain centralized control over document storage and archiving, regardless of their preferred cloud service. This flexibility is especially beneficial for businesses operating in hybrid or multi-cloud ecosystems.

Challenges and Tradeoffs: Third-Party Connectors Required

Despite these advances, Vipul Jain’s video notes an important limitation: Microsoft does not offer a native Power Automate action for HTML to PDF conversion directly within SharePoint. Instead, users must rely on third-party connectors like Encodian or Muhimbi to access robust conversion features. While these tools are reliable and feature-rich, they may introduce additional licensing costs and require setup.

Balancing cost, ease of use, and integration depth remains a challenge for organizations. Teams must evaluate whether the time and resources saved through automation justify the investment in premium connectors. Nonetheless, for most scenarios involving regular document generation, the tradeoff is favorable, given the gains in efficiency, accuracy, and scalability.

Conclusion: Streamlining Document Automation with Power Automate

In summary, Vipul Jain’s latest insights highlight how Power Automate—bolstered by new rendering technology and third-party connectors—makes it easier than ever to convert HTML to PDF, especially for SharePoint list items. While there are still some integration hurdles, the improved output quality, support for modern web standards, and enhanced storage flexibility represent a significant step forward.

As organizations continue to digitize and automate their operations, these advancements will play a key role in enabling efficient, scalable, and professional document workflows.

Keywords

HTML to PDF Power Automate SharePoint List HTML Input Convert HTML to PDF Power Automate tutorial PDF generation from SharePoint automate PDF creation