Is there an App to create a Form that both Saves as a PDF into a file column as well as saves the data into relative columns?

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Hi, I’m hoping there is a way to create a comprehensive form (which must be HIPPA compliant) that will be filled out by a client or coach, and once submitted can be saved as a PDF or document in a file column on a board, while also auto filling or placing the data from specific questions into the relative columns on that board as well? I see that the WorkForms will allow me to create a form where answers go into columns but the form itself is not saved as a document without having to save it as a PDF onto my computer and upload. We have to avoid saving any documents onto our computers. I wasn’t sure if it is possible to create a Microsoft form which could save data into columns as well as save as a file into a column. I hope that makes sense. Thank you!

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Hi,

It sounds like you have a detailed requirement for creating and managing forms in a HIPAA-compliant manner. Here’s a solution that could meet your needs:

  1. Form Creation and Data Handling:
  • Microsoft Forms: While Microsoft Forms allows you to create forms and collect data, it doesn’t directly support saving form submissions as PDFs or documents automatically. It also doesn’t integrate with boards or save the data directly to columns.
  • Alternative Approach: You might consider using Microsoft Power Automate (formerly Flow) in conjunction with Microsoft Forms or another form solution. Power Automate can help automate the workflow of saving form responses and handling data.
  1. Creating the Workflow:
  • Form Creation: Use Microsoft Forms to create your form. Ensure it meets your HIPAA compliance requirements.
  • Automated PDF Generation: Use Power Automate to create a workflow that triggers when a form is submitted. This workflow can convert the form response to a PDF document and save it to a specified location. You can use services like Adobe PDF or Plumsail Documents for PDF conversion and storage.
  • Data Integration: In the same workflow, configure it to also place the form responses into specific columns on your board. You can use services like SharePoint or Excel Online for managing these columns and ensuring data is automatically updated.
  1. Saving and Compliance:
  • Avoid Manual Handling: The combination of Power Automate and the form solution will ensure that all data is processed and saved automatically, adhering to HIPAA compliance by avoiding manual handling of sensitive information.
  • Document Storage: Make sure to store documents in a secure, HIPAA-compliant cloud storage solution, such as OneDrive for Business or SharePoint Online, to ensure compliance.

By leveraging Microsoft Power Automate, you can streamline the process of saving form submissions as PDFs and populating data into columns, all while maintaining compliance with HIPAA regulations.

If you need further details on setting up Power Automate workflows or specific integrations, feel free to ask!

Best regards,
Darrin Vitiello

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Hi @crissyflynn ,

You can use the app DocExport PDF Generator to create a PDF in your own design including information from a form response. If you combine it with the monday automation “When item created”, you can completely automate the process.

After a form submission, a PDF will be created, automatically attached to a file column and sent to the requester with your own email template.

Here’s a quick video tutorial of how to set it up. It’s for the use case ‘Event Ticket’, but it’s a similar use case with the same logic: