SharePoint Automation with Actions

Automation is no longer optional in modern SharePoint solutions. Every organization relies on repeatable business processes—approvals, notifications, provisioning, record updates, document generation, security changes, and integrations with other systems. When these processes are handled manually, they become slow, inconsistent, error-prone, and difficult to scale.

True productivity comes from automation.

When automation is combined with intelligent custom forms, SharePoint becomes a complete business process platform—not just a place to store data. You can build real applications that guide users, enforce business rules, trigger workflows, and integrate with the rest of your digital ecosystem.

Traditionally, automation has been the realm of developers, SharePoint administrators, and workflow specialists. Building automated processes usually means complex Power Automate flows, custom scripts, Azure functions, or heavy workflow engines that require specialized knowledge, ongoing maintenance, and significant development time.

Ultimate Forms Actions changes that completely.

With Ultimate Forms Actions, powerful automation is available directly inside your SharePoint forms—no code required. Business processes can be configured using simple, intuitive rules that are easy to understand, easy to maintain, and easy to extend. Instead of building heavy, developer-oriented workflows, you can build automation where it naturally belongs: right in the form.

Actions allow you to turn any SharePoint form into a smart, process-driven application. When users submit, edit, or update a form, Actions can automatically execute logic in the background to handle everything that needs to happen next.

Ultimate Forms includes 22 different types of Actions that can be combined to create virtually any business workflow you can imagine.

With just a few clicks, you can automatically add, update, copy, or delete SharePoint items based on simple business rules. For example, you can create child records when a form is submitted, update a master record when a status changes, or archive records when they are closed. No Power Automate flow required. No scripting. No custom development.

Attachment management becomes effortless. Actions can automatically copy attachments between lists, move files into document libraries, rename files based on metadata, or create folder structures dynamically. Instead of relying on users to follow file naming conventions and storage rules, the system enforces them automatically.

Email automation is built in and extremely flexible. You can send emails based on any condition—status changes, approvals, escalations, reminders, or exceptions. Messages can be fully customized with dynamic content pulled directly from the form. Whether you need approval requests, rejection notices, deadline reminders, or completion confirmations, Actions handles it all automatically.

One of the most powerful capabilities is automated provisioning. Actions can automatically create SharePoint lists, libraries, folders, and even entire sites based on form submissions. For example, when a new project is approved, a project site can be created automatically with the correct structure, permissions, and metadata—no IT ticket required.

Permissions can be updated dynamically as part of your workflow. When a form changes state, Actions can grant or revoke access for users, groups, or departments. This allows you to build secure, role-based workflows that adapt automatically as a process moves from stage to stage.

Need to connect SharePoint with systems outside of Microsoft 365? Actions can integrate with external applications and services using webhooks and APIs. This allows you to push or pull data between SharePoint and line-of-business systems, HR platforms, finance tools, CRM systems, and more.

Custom PDF generation is another built-in feature. You can automatically generate professionally formatted PDFs from form data—perfect for contracts, invoices, inspection reports, work orders, certificates, or compliance documentation. These PDFs can be stored, emailed, or attached to records automatically.

Ultimate Forms Actions also extends automation beyond SharePoint and into the wider Microsoft ecosystem. You can make updates to Entra ID (Azure AD), Exchange, and Microsoft Teams as part of your business processes. That means user accounts, mailboxes, security groups, and Teams workspaces can all be managed directly from a SharePoint form.

Imagine onboarding a new employee with a single form. When submitted, the system can automatically create their user account, assign them to security groups, provision their mailbox, add them to Teams, generate onboarding documents, notify HR, and create their personnel record in SharePoint. All without writing a single line of code.

This is what true business process automation looks like.

And because everything is configured visually inside Ultimate Forms, it’s accessible to business analysts, power users, and solution designers—not just developers. Processes are easy to understand, easy to document, and easy to modify as business requirements evolve.

No more fragile workflows that break when someone changes a column name.
No more long development cycles for simple automation.
No more waiting on IT for every small process change.

With Ultimate Forms Actions, automation becomes part of your everyday solution design.

In this live demonstration, we’ll walk through Actions from the ground up and show you how easy SharePoint automation can be. You’ll see real-world scenarios covering approvals, provisioning, notifications, document generation, security updates, and system integrations.

We’ll demonstrate how to build complete business processes directly inside your forms using simple rules and logic—no Power Automate, no code, and no custom development required.

If you’ve ever wanted to build powerful SharePoint solutions without the complexity of traditional workflows, this is a session you won’t want to miss.

Join us and see how Ultimate Forms Actions turns SharePoint into a true business process platform.