Power Automate workflow · PDF & documents

Training completion certificates generated and emailed automatically

When attendance or a quiz is completed, a branded PDF certificate with a unique ID is created and emailed.

TriggerMicrosoft Forms quiz response, or SharePoint Attendance list item
ConnectorsMicrosoft Forms · Adobe PDF Services · SharePoint · Office 365 Outlook
CategoryPDF & documents

The problem

HR or the training team designs certificates one by one after every course.

The outcome

Certificates go out the same day with verifiable IDs and a central register.

Before you start

  • A certificate template designed in Adobe Express or InDesign, exported to Word with tags for name, course and date.

Build it step by step

  1. Check pass mark — Continue only if the quiz score meets the pass mark.
  2. Create a certificate ID — Combine course code, date and a short unique value.
    Expression / setting
    concat('CEF-', formatDateTime(utcNow(),'yyMMdd'), '-', substring(guid(), 0, 6))
  3. Generate the PDF — Merge into the template; output PDF.
  4. Register — Add the ID, name and course to a Certificates list for verification.
  5. Email — Send the certificate to the participant.

Connector action names are shown as they appear in Power Automate at the time of writing; Microsoft and Adobe occasionally rename actions or add new versions.

Error handling

  • Names with special characters: make sure the template font supports them (e.g. Chinese and Tamil names).

Licensing

  • Adobe PDF Services per transaction.

Variations

  • Add a QR code linking to a public verification page.

Common in: Education · Healthcare · GLCs