How to Flatten a PDF Form in Power Automate (Step-by-Step Guide)

How to flatten a PDF in Power Automate

To flatten a PDF in Power Automate:

1. Use the SharePoint “When a file is created” trigger
2. Add “Get file content”
3. Add Encodian “PDF – Flatten”
4. Update the file with the flattened output

This converts all form fields into static, non-editable content, ensuring consistent output for automation and archiving.

Why flatten PDF forms in Power Automate?

Fillable PDF forms are widely used to capture structured data such as applications, claims, onboarding details, and compliance records. However, once submitted, leaving form fields editable introduces risk.

Editable fields can be modified after submission and may render inconsistently across systems, creating issues for automation and compliance. In production workflows, this can lead to unreliable outputs and downstream processing failures.

Flattening a PDF ensures the submitted data is permanently embedded and cannot be altered. Power Automate does not provide native PDF flattening capabilities, which is why connectors such as Encodian Flowr are commonly used.

In automated workflows, unflattened PDFs can behave differently depending on how downstream systems interpret form fields, making flattening a critical step for consistency.

What does flattening a PDF do?

Flattening removes interactive form fields and converts their values into static page content.

Before flattening

• Data is stored in form field objects
• Fields remain editable
• Rendering depends on the PDF viewer

After flattening

• Data is embedded directly into the document layer
• Fields are no longer editable
• Output is consistent across systems and devices

The result is a fixed, presentation-only document that preserves exactly what was submitted, without relying on viewer-specific behaviour. This removes ambiguity in how PDFs are rendered across different systems, which is essential for reliable automation.

When should you flatten PDFs?

Flattening is recommended when:

• Finalising submitted forms
• Preparing documents for archiving
• Ensuring compliance and audit integrity
• Sending documents externally
• Preventing accidental or unauthorised edits

Tutorial: Flatten PDF Form

What you will build

In this tutorial, you will create a flow that:

• Uploads a completed PDF form to Microsoft SharePoint
• Triggers a Microsoft Power Automate flow
• Flattens the PDF using Encodian Flowr
• Replaces the original file with a flattened version

This creates a fully automated process for securing submitted form data.

Prerequisites

1. A completed PDF form (example: Employee Details form)

2. A SharePoint document library (example: Employee Details)

3. An active Encodian Flowr subscription or trial

Not got a Flowr subscription?

Build the Power Automate flow

1. Create the flow

1a. Create a new Automated cloud flow
1b. Name your flow
1c. Select trigger: When a file is created (properties only) (SharePoint)
1d. Click Create

2. Configure the trigger

2a. Site Address: Your SharePoint site
2b. Library Name: Employee Details (example)

This trigger fires when a new PDF is uploaded.

3. Get file content

3a. Add action: Get file content (SharePoint)
3b. Site Address: Same as above
3c. File Identifier: Use Identifier from the trigger

This retrieves the binary content required for processing.

4. Flatten the PDF

4a. Find connector: Encodian – PDF
4b. Add action: PDF – Flatten
4c. File Content: Output from Get file content

This converts all form fields into static content. All form field values are embedded into the document, removing editability.

5. Update the file

5a. Add action: Update file (SharePoint)
5b. Site Address: Same as above
5c. File Identifier: Identifier from trigger
5d. File Content: Output from PDF – Flatten

This overwrites the original file with the flattened version.

Test the flow

• Upload a completed PDF to the SharePoint library
• Allow the flow to run
• Open the file

All previously editable fields will now be read-only and embedded in the document.

Flatten specific fields only

If you need partial control, use:

Encodian’s PDF – Flatten Fields action

This allows you to flatten selected fields while keeping others editable, useful for workflows where some fields must remain editable for later stages.

Configuration

• File Content: From Get file content
• Field Names: Internal field names from the PDF
• Use internal field names, not display labels

Use internal field names, not display labels, to ensure correct targeting.

Example use case

Flatten:

• Forename
• Surname
• Email Address

Keep:

• Internal review fields editable

For example, flatten submitted user data while keeping internal processing fields editable.

Summary

Flattening PDFs removes reliance on how different PDF viewers interpret form fields, ensuring consistent output across systems.

In Power Automate workflows, this improves reliability, prevents post-submission changes, and ensures documents are suitable for archiving and compliance. This is particularly important in high-volume or production workflows where consistency is critical.

Using Encodian Flowr, this can be implemented in a few steps within your existing workflows.

Next steps

• Explore additional PDF actions such as merge, split, and watermark
• Review PDF – Flatten documentation for advanced scenarios
• Start a free trial of Encodian Flowr to automate your document workflows