In today’s fast-paced digital workplace, being able to convert business data into professional documents is a necessity. Whether you’re creating reports, contracts, receipts, or approval records, having data stored in SharePoint doesn’t always meet the need. This is where converting that data into PDF format becomes invaluable. PDFs are secure, universally readable, and ideal for archiving or sharing with users outside your SharePoint environment.
Fortunately, with Infowise Ultimate Forms, you can generate rich, customized PDFs directly from SharePoint data - without writing a single line of code.
Why PDF Conversion Matters in SharePoint
While SharePoint excels at collecting and storing information, organizations often need a way to present that information in a standardized, printable format. PDF documents solve this problem by offering:
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Portability: They can be viewed on any device or operating system.
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Security: PDFs can be locked and protected from editing.
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Professionalism: Documents are consistently formatted, regardless of the viewer’s platform.
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Compliance: Non-editable formats are often required in regulated industries.
Creating these documents manually is time-consuming. Infowise Ultimate Forms eliminates that burden by automating the entire process.
How Infowise Ultimate Forms Simplifies PDF Generation
Infowise Ultimate Forms includes a built-in capability that allows you to generate PDF documents automatically or on-demand using data captured in SharePoint forms or lists. This functionality is part of the broader Ultimate Forms suite that helps organizations automate, visualize, and manage processes within SharePoint.
Key Features of Infowise PDF Generation
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No-code interface: Easily set up document generation using visual tools.
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Automated triggers: PDFs can be created automatically when a form is submitted, updated, or approved.
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Custom layouts: Control the look and feel of each document.
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Dynamic content: Include real-time data, user information, dates, and more.
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Output options: Email the document, store it in SharePoint document libraries, or attach it to the SharePoint item.
These features allow even non-technical users to automate the generation and distribution of PDF files across their organization.
Common Business Scenarios That Benefit from PDF Output
HR Onboarding Documents
When a new employee fills out an onboarding form, Ultimate Forms can immediately generate a PDF version of the document. This file can be emailed to HR, stored in a secure library, and added to the employee’s digital file. The process eliminates manual formatting and ensures that every file follows a standard layout.
Expense Reimbursement Summaries
Employees submit expense claims through a SharePoint form. Once approved, Ultimate Forms automatically generates a detailed PDF of the reimbursement, including all line items and comments. This can be shared with Finance or kept for audit purposes.
Customer Service Reports
For organizations that provide onsite or remote services, generating a post-service report is often necessary. With Infowise Ultimate Forms, a technician can complete a service record in SharePoint and trigger the generation of a branded, formatted PDF report to send to the client.
Legal and Compliance Documents
Sensitive forms like incident reports or compliance declarations can be finalized into uneditable PDF files. This ensures that once data is entered and verified, it cannot be altered - meeting regulatory and legal requirements.
Sales Quotes and Proposals
Sales reps can build quotes using SharePoint lists and then generate a PDF with the client’s name, product details, pricing, and company branding. The document is instantly ready to email, helping reduce turnaround time and close deals faster.
Setting Up PDF Generation in Ultimate Forms
Step 1: Build the Form
Use the visual form designer in Ultimate Forms to create your form or list with all necessary fields. This is where the user will input the data that will populate the PDF.
Step 2: Define a Trigger
Decide when the PDF should be created. Triggers can include item creation, item modification, or specific field values (e.g., when "Status" is set to "Approved").
Step 3: Design Your PDF Template
Choose the data fields to include and define your layout. You can add logos, formatting, dynamic values, and section rules. Templates ensure all documents are consistent and on-brand.
Step 4: Choose Output Options
After the PDF is generated, decide what happens next:
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Email it to one or more users
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Save it to a SharePoint library
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Store it in a document set or attach it to a log
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Print it directly from the browser
Step 5: Test and Deploy
Use the built-in testing tools in Ultimate Forms to preview your document and ensure formatting is correct. Then publish the form for users.
What Sets Infowise Apart
There are other tools and platforms that can generate PDFs from SharePoint data, but most of them require:
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Custom development
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Complex Power Automate flows
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Third-party connectors
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Separate user interfaces
Infowise Ultimate Forms eliminates all of that complexity. Everything is built directly into your SharePoint environment, using the same tools and permissions your team is already familiar with.
Benefits of Using Infowise for PDF Document Generation
Simple to Use
No need to know HTML, CSS, or flow logic. Everything is handled through an intuitive interface that allows users to click, configure, and publish.
Secure and Centralized
All PDFs are created and stored within SharePoint, respecting site permissions and data governance policies. You never have to export or expose sensitive information to external tools.
Brand Consistency
Add company branding, logos, footers, and design elements to every document you generate. This ensures professional, uniform presentation across departments and use cases.
Full Automation
Documents can be created and routed automatically, saving your team from repetitive, manual processes. Set once, and let the system handle it going forward.
Dynamic Control
Set conditions for when and how the PDF is created. Tailor output based on user roles, status fields, or specific values in your data.
Real-World Examples in Action
Organizations across industries are using Infowise PDF generation to simplify processes:
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A government agency uses SharePoint to process citizen feedback and automatically creates a formal PDF response with a case summary.
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A university HR department generates PDF contracts and onboarding packages from SharePoint applications.
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A healthcare clinic builds SharePoint forms for patient intake and creates signed, time-stamped PDFs for insurance and compliance purposes.
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A financial firm prepares end-of-quarter reports using SharePoint data and auto-generates polished PDFs for client distribution.
Ultimate Forms: More Than Just PDFs
Infowise Ultimate Forms is a complete no-code solution for business process automation in SharePoint. In addition to PDF generation, it allows you to:
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Design advanced forms with conditional logic
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Automate workflows and alerts
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Track approvals and sign-offs
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Enforce permissions and data validation
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Visualize progress with charts and indicators
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Integrate external systems and import/export data
All of this is accomplished inside SharePoint, with no need for third-party platforms or developers.
Conclusion
Generating PDFs from SharePoint data used to be a complicated, development-heavy task. But with Infowise Ultimate Forms, it has become as simple as filling out a form and clicking a button.
Whether you are streamlining HR, managing approvals, or delivering customer reports, the ability to convert data into professional, dynamic, and branded PDF documents adds tremendous value to your SharePoint solutions. Best of all, it is fast, reliable, and does not require IT involvement.
If you're looking to eliminate manual formatting, reduce repetitive tasks, and deliver polished documents instantly, Infowise Ultimate Forms is the solution for you.
Get started today with a free trial and see how easily you can turn your SharePoint data into powerful business documents.
