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Audit and compliance records, in your own OneDrive

When an auditor or a regulator asks for the signed agreement and what the client told you, the answer is in the client's folder: the signed PDF and the form answers, filed by Zaps, with the certificate and audit trail kept with the document in QuoteCloud.

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Two Zaps keep the records. Form Submitted on Document saves the client's answers as a text file with OneDrive's Create Text File, and Document Signing Complete uploads the signed PDF with Generate or Fetch Document PDF Link and Upload File. Each completed QuoteCloud document keeps its certificate of authenticity and audit trail.

Last reviewed by the QuoteCloud team

Two overlapping panels with sample data. Behind, Kinfield Health's in-home care agreement KH-2611 for Rosalind Avery, signed by Rosalind and by her daughter Claire as her representative on Thursday 29 October, with $916 paid on signing. In front, an illustration of the OneDrive folder Clients › Avery, Rosalind, where Zaps have added the About you form answers as a text file and the signed agreement as a PDF.

What does an audit ask for?

Kinfield Health's practice manager, Owen Clarke, gets the same three questions at every review: show me the signed agreement, show me who signed it and when, and show me what the client told you before you started.

The first two live with the document in QuoteCloud. With two Zaps, a copy of the signed agreement and the client's form answers also sit in the client's folder in OneDrive, beside the referral and discharge notes the care team already keeps there.

  • Your copy, in your storage, under your folder permissions and your retention settings.
  • The original stays in QuoteCloud with its certificate of authenticity and audit trail.
  • Only what you choose to file: map the answers you need, leave out the ones you don't.

How do I keep a client's form answers in OneDrive?

Save what the client filled in on a Forms block as a text file in their folder, the moment they submit it.

ZapForm submitted: answers to the client's folder

  1. When QuoteCloudTriggerForm Submitted on DocumentFires when a recipient submits a Forms block in a document.Passes on
    • Document reference
    • Client name
    • Answers
  2. Then Microsoft OneDriveSearchFind FolderFinds the client's folder by name.Searches on
    • Client name
  3. Then Microsoft OneDriveActionCreate Text FileOne text file per submission, with each question and answer.Mapped in
    • Filename
    • Content: the answers
    • Folder

Claire Avery completes the About you form in KH-2611 on Tuesday 27 October at 6:10 pm: preferred visit times, getting around at home, access, who else to talk to. At 6:11 pm the answers are in Clients › Avery, Rosalind as a text file, before care coordinator Leah Whitford writes the plan.

Result

What the client told you is on file in their folder, word for word and dated, without anyone copying it out.

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Intake forms for healthcare providers

Then file the signed agreement beside them

The signed-PDF Zap, with an optional row in a signing register.

ZapSigning complete: agreement to the client's folder

  1. When QuoteCloudTriggerDocument Signing CompleteFires once the client and the representative have both signed.Passes on
    • Document reference
    • Document title
    • Client name
    • Signed date
  2. Then Microsoft OneDriveSearchFind FolderSearches on
    • Client name
  3. Then QuoteCloudActionGenerate or Fetch Document PDF LinkShort-lived: the next step uses it straight away.Mapped in
    • Document
    • Mode
  4. Then Microsoft OneDriveActionUpload FileMapped in
    • File (the PDF link)
    • Folder
    • Name
  5. Or Microsoft ExcelAction · optionalAdd RowOne line per signed agreement in a register.Mapped in
    • Reference
    • Client
    • Signed date
    • File name

Rosalind and Claire sign KH-2611 on Thursday 29 October at 11:09 am, after a one-time passcode, and pay $916 for the assessment and first week. At 11:10 am the signed PDF is in Rosalind's folder and the register has a new row.

Result

The signed agreement, the answers it was based on and a register line, all filed before the first visit on Monday.

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The signed-PDF Zap in full

Which records are in QuoteCloud, and which in OneDrive?

Two places, two jobs. Neither replaces the other.

  • With the document, in QuoteCloud

    Every completed document includes a certificate of authenticity and an audit trail. Optional one-time passcode checks confirm each signer. Document History lists views, edits, status changes and signatures, with who did each.

  • Your copy, in OneDrive

    The signed PDF, the client's form answers and, if you add the step, a register row in Excel. Filed by the Zaps into the folders you choose, and kept as long as your retention policy says.

  • Security on both sides

    QuoteCloud is hosted on AWS with 256-bit encryption and eIDAS-compliant eSignatures. In OneDrive, the folder's sharing and your Microsoft 365 settings decide who can open the copy.

  • File only what you need

    A Zap passes only the fields you map. Health and personal details belong in folders with restricted access: check what your privacy obligations allow before you file them.

The client's folder, after both Zaps

Each file is named with the date first, then the reference, then what it is, so a reviewer reads the folder in order: the answers on Tuesday, the signed agreement on Thursday.

The care team's own files stay where they were. The Zaps only add.

  • Create Text File: the form answers, one file per submission.
  • Upload File: the signed PDF, once every signer has signed.
  • Nothing is overwritten: each file has its own name.
OneDrive Illustration · sample data

Folder: My filesClientsAvery, Rosalind

  • Folder: Referral and dischargeKept by the care team
  • Text file: 2026-10-27 KH-2611 About you (form answers).txtTue 27 Oct, 6:11 pm Added by a Zap
  • PDF file: 2026-10-29 KH-2611 Recovery care at home (signed).pdfThu 29 Oct, 11:10 am Added by a Zap

Our illustration of a OneDrive folder with sample data, not Microsoft's screen.

Keep your records where you keep everything else

QuoteCloud's Zapier app and Form Builder are on the Essentials plan and up. Start a free 14-day trial and file a signed test agreement.

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Set up the records Zaps in five steps

  1. Agree what to file

    Decide which documents, which form answers and which folders, with whoever owns privacy and records in your practice.

  2. Build the answers Zap

    Form Submitted on Document, then OneDrive's Find Folder and Create Text File with the answers you need.

  3. Build the signed-PDF Zap

    Document Signing Complete, Find Folder, Generate or Fetch Document PDF Link and Upload File.

  4. Add the register

    Optionally add Microsoft Excel's Add Row: reference, client, signed date and file name.

  5. Test with fictional data

    Complete and sign a test document as an @example.com client, check both files, then switch the Zaps on.

Questions about records and compliance

Is the certificate of authenticity filed in OneDrive too?

It stays with the document in QuoteCloud. Every completed QuoteCloud document includes a certificate of authenticity and an audit trail. The Zap files a copy of the signed PDF in OneDrive. Open a test file to see exactly what the PDF holds before you rely on it for your records.

Can a client's form answers be saved in OneDrive?

Yes. QuoteCloud's Form Submitted on Document trigger starts a Zap when a recipient submits a Forms block. OneDrive's Find Folder finds the client's folder and Create Text File saves the answers you map as a text file in it. Form Builder is on the Essentials plan and up.

Who can see the records in OneDrive?

Whoever your OneDrive folder is shared with. The Zap saves files into the folder you choose, and the folder's sharing and your Microsoft 365 settings decide who can open them. Keep client folders with health or personal details restricted to the people who need them.

How long are the records kept?

As long as you keep them. The copies in OneDrive follow your own retention policy and Microsoft 365 settings; the Zap only adds files. In QuoteCloud, each document keeps its certificate, audit trail and Document History.

More OneDrive questions

More on QuoteCloud and OneDrive

Five use cases with the exact Zapier steps, then how to connect, the limits and the cost.

Asked for the records? They're filed.

Start a free 14-day trial and keep every signed QuoteCloud agreement and the answers behind it in your own OneDrive folders.

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