Power Automate workflow · PDF & documents

Redaction review workflow before documents are disclosed

Route documents for disclosure through an Acrobat Pro redaction step and a second-person check before release.

TriggerSharePoint — item created in Disclosure Requests list
ConnectorsSharePoint · Approvals · Microsoft Teams
CategoryPDF & documents

The problem

Personal data leaks because redaction is done with black highlighter boxes that can be removed.

The outcome

True redaction in Acrobat Pro, a second reviewer, and a log of what was released — evidence for PDPA breach-prevention.

Before you start

  • Reviewers have Acrobat Pro (Redact tool and Sanitize document).
  • A Disclosure library with stages: To Redact → To Check → Released.

Build it step by step

  1. Assign the redactor — Create a task and post the file link to the redactor in Teams.
  2. Redact in Acrobat Pro — The redactor uses Redact (search & redact for IC numbers and phone numbers with patterns) and then Sanitize document to remove metadata, then saves to To Check.
  3. Second-person check — A flow on To Check starts an approval for a different reviewer; the approval form links straight to the PDF.
  4. Release — On approval, move to Released and log who redacted, who checked, and when.
  5. Return if rejected — On rejection, move back to To Redact with the reviewer's comments.

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

  • Enforce that redactor and checker are different people with a Condition comparing emails.

Licensing

  • Acrobat Pro or Acrobat Studio for redactors; standard connectors.

Variations

  • Pre-flag pages with likely personal data using AI Builder or Azure AI Language PII detection.

Common in: Government · Legal · Healthcare