Microsoft Flow: The Glue in Office 365 SharePoint library and list integration with Microsoft Flow MNSPUG, Sept. 2019 Speaker: Michelle Gilbert Start at 9:05 to 10:30

Michelle Gilbert MG Michelle.Gilbert@microsoft.com MN365 Twin Cities User Group board VP: michelle@mn365.org Twitter: https://twitter.com/MichellesUtopia LinkedIn: https://www.linkedin.com/in/michelleanngilbert/ Microsoft Flow Community Blogger: MGLovesFlow https://powerusers.microsoft.com/t5/Microsoft- Flow-Community-Blog/bg-p/FlowBlog Teams Technical Specialist at Microsoft | Vice President MN M365 User Group | Former MVP

Microsoft Flow Overview

Microsoft Power platform Dynamics 365 Office 365 Standalone Apps Data Connectors Power BI PowerApps Flow Common Data Service for Apps Azure Microsoft Power platform

Work less, do more Microsoft Flow helps people and teams work smarter by automating processes across their apps and data

What is Flow? Microsoft Flow is a simple browser- based workflow tool. Launched on October 31st, 2016 Over 1.3 million monthly active users 200k + organizations 200 countries

flow.microsoft.com Where do you start? flow.microsoft.com

What do I need to use Flow? 1. Email Address Except .gov and .mil 2. Web Browser: Edge, Chrome or Safari

Don’t I need Office 365 to use Flow?

Flow Pricing Sept. 2019 https://us.flow.microsoft.com/en-us/pricing/

But I do use Microsoft Office 365!

Flows: Simple to Complex 11/12/2019 10:51 AM Flows: Simple to Complex Pro-developed solutions Custom-built flows Template flows Complexity of creation Also think about Excel A single business platform, also means there should be no 'cliffs' We will support the whole range, from simple point and click point forms customization to building full range sophisticated line of business apps There is a 'smooth curve' to add sophistication where needed, from simple expression, all the way complex functions through embedded pro dev code, by for example integration with Azure Function Complexity of solution © Microsoft Corporation. All rights reserved. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

How does Flow Automate Workflows? By Using Connectors!

What is a Connector? A connector provides a way for users to connect their accounts to build workflows.

What is a Connector Technically? A connector is a proxy or a wrapper around an API (Application Programming Interface)

240+ Connectors and Growing

Three types of Connectors

| Standard Connectors – 160+

| Premium Connectors – 80+ Connectors that are in License Plan 1 and 2

| Custom Connectors Develop custom connectors to connect to your organization's data.

SharePoint On-premises Custom Connectors SharePoint On-premises

What are the components of a Connector? If dryer has 5 minutes left, text me. When the sun goes down, turn on the lights. If the temperature rises outside, turn up or down your thermostat. When it rains, turn the lightbulbs purple. When the Vikings score, blink purple lights for one minute. What are the components of a Connector?

Each Connector offers a Set of Operations classified as ‘Triggers’ and ‘Actions’ if this Actions What the Flow Does Triggers Event that kicks off the Flow Polling Triggers: Call your service at a specified frequency to check for new data. Push Triggers: You can manually push the trigger to occur! then that Polling – Every day send me Tweets with #SPSTC and put it in a SharePoint List; Push – manually start the flow and get the tweets at any time.

Multistep Flow

Approve Requests

Adding Conditions

How Do I Start a Flow in Flow? How Do I Start a Flow in SharePoint?

Template Collections A set of templates organized by role or by vertical.

Use template Collections! Manage Email Attachments Get notified when your boss emails you Get the Latest news about Flow Get notified when shared list is changed

Who owns the Flow?

How do you add Owners? You must have a paid Microsoft Flow plan to create a team flow. You must be the creator or owner to add/remove owners from a team flow. What happens when you leave the company? – the flow goes with you. Best Practice: Add multiple owners and/or use a group When using SharePoint add a list or library as owner

What if someone adds you as an Owner? The shared flow will be displayed under Team Flows

1 2 3 Break it Down! Choose Your Connectors. Select your Trigger and your Action. 2 Add your Dynamic Content to complete your Flow. 3

Create a Flow – flow.microsoft.com Choose your Connectors. Office 365 Users Office 365 Users

Select your Trigger and your Action!

Add Dynamic Content to your Action

Components of flows Starts with an event or trigger 11/12/2019 10:51 AM Components of flows Starts with an event or trigger Performs any number of actions Can have conditional logic Can trigger other workflows © Microsoft Corporation. All rights reserved. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

What about SharePoint Designer?

Does SharePoint Flow?

Office 365 automation SharePoint Modern List integration with Microsoft Flow and PowerApps

Flow & SharePoint & OneDrive 11/12/2019 10:51 AM Flow & SharePoint & OneDrive Flow button appears in all Modern Lists and Document Libraries There are two states for the button: When you don’t have a file selected You can create flows that run in the background on that list When you have a file selected You can create manual flows that run on that specific file All manual flows already tied to that document library appear on the menu when you open it Optimzing and transforming business processes isn’t of course only about building apps. Often its best to simply automate what needs to happen! Flow is the workflow component of the business app platform and it is also directly integrated into Sharepoint, both Sharepoint lists and document libraries! Out the box you have 100s of templates and it shows you a selection directly there in the list or library to automate common things. Want to post something in your Microsoft Teams channel every time a new item gets added to your sharepoint list capturing user feedback? No problem, there is a Flow for that! BTW that also works of course equally the other way round and you can easily use a flow to add items to a sharepoint lists every time something happens in an external systems, thanks to those 160+ connectors we mentioned before. So want to have a SPO list that captures tweets that are postivei about your business? Just use a flow to look through tweets that mention your business and use cognitive services connector to look at the sentiment to decide whether its positive or negative and what to do. I am constantly blown away by way creative ways makers are using Flow to customize their processes, if you haven’t seen Flow, the editor to customize flows is drag and drop visual and makes all of this super intuitive. You’ll see in the demo later. © Microsoft Corporation. All rights reserved.

Flow Panel Display in your SharePoint Modern List

Triggers and Actions

How do I control Flows as a Site Owner? SharePoint Flows owned by a list/library (as co-owners) automatically gives the “Edit List” or members group edit access to the Flow. Flow is available on the toolbar when the List or Library is using the “New” Experience. Flow is not available in the ribbon in Classic mode. Owners can use services in a Flow but can't modify the credentials for a connection that another owner created. If your remove the existing owner, you can change the owner in the Manage Connections section.

Owners : SharePoint If the flow is triggered by a SharePoint list, the list can own the flow ->If a SharePoint user can own the list, he can own the flow

Sharing : Manage Run-Only-Users 11/12/2019 10:51 AM Sharing : Manage Run-Only-Users If a user is willing to start a flow ( like from a SharePoint/List document library,…) the flow must be shared with him The user must be added in the Manage RUN- ONLY-USERS list © Microsoft Corporation. All rights reserved. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

Sharing Manage run-only permissions 11/12/2019 10:51 AM We can also specify if we want the user to provide his credentials when the connector will need to connect to a system, or if the flow uses the connection credentials defined a design time © Microsoft Corporation. All rights reserved. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

Sharing : button Flows you can share button flows (buttons) with other users or groups within your organization In your mobile, select the Buttons panel, click “…” You can invite other users and share a link

SharePoint Online _________ Real World Flow Vacation Request Flow – Modern List Contract Flow – Modern Document Library Corporate News Flow – Modern Site Pages

Vacation Request Approval Flow Modern List SharePoint Online Flow

Vacation Request Flow Create a SharePoint List - Add 4 columns: StartDate, EndDate, Approved, Comments Create a Flow: “Start an approval when a new item is created”. Modify it to update SharePoint list. Add Vacation request in List Approve in email or Flow approval panel. See Flow update SharePoint list.

Vacation Request – Create List

Vacation Request – Choose your flow

What Approval Template do I need?

Vacation Request – Create Flow

Vacation Request Approval or Rejection Request is in Email or Approval Panel

Vacation Request – Flow Updated List Item

Contract Approval Flow Modern Document Library SharePoint Online Flow

Contract Document Library Create a SharePoint document library - Add 2 folders: In Review and Approved Create a Flow: “Start an approval for new file to move it to a different folder”. Modify Flow and add the site, library, folder names and assigned to. Add a document to the “In Review” Folder Approve in email or Flow approval panel. See Flow update SharePoint library.

What Approval Template do I need?

Contract Library – Create Flow

Contract Library – Add document to folder

Contract Library – Flow kicks off Waiting for Approval or Rejection

Contract Approval or Rejection Request is in Email or Approval Panel

Contract library – Contract Approved and moved to Approved Folder.

Corporate News Approval Flow Modern Site Pages SharePoint Online Flow

Corporate News Pages Modify a Web Part Page content type- Add 2 columns: Publish Date and Status (In Progress, Publish, Remove) Create a Flow: “When an Item is Created or Modified” Modify it to add a switch case. Add social media connectors. Add a news page and publish it.

What Template do I need? From blank.

Corporate News Approval – Create Flow

Corporate News Pages – Create new Site Page

Corporate News Pages Approval – Create new Site Page

Corporate News Pages Approval – Publish when it’s ready!

Corporate News Approved – Sent Email, Post to Yammer and Teams

Corporate News Approved – Published to Modern Site

Flow will revolutionize business automation and SharePoint Approval! SharePoint Online Flow

What is new in Flow? Approval from the Menu

Microsoft Data Insights Summit 11/12/2019 10:51 AM Microsoft Flow Mobile & Devices Work less and do more, from anywhere Create new flows Grant approvals Get push notifications Monitor flow activity Discover buttons Use button widgets Create, run, and manage automated workflows between your favorite apps and services – even when you're on the go! © Microsoft Corporation. All rights reserved. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

Call to Action – Watch these videos!

Resources Microsoft Flow Conference 2018: https://www.youtube.com/playlist?list=PLwh1E-0OEEGI7sGTXzoy98RFFqsIoUAUw Microsoft Build 2019: https://flow.microsoft.com/en-us/blog/microsoft-flow-at-microsoft-build-2019-announcements-and-sessions/ Automate workflows and enable modern approvals with Microsoft Flow by Anjli Chaudhry, Principal Program Manager and one of the first on the Flow team, Microsoft https://myignite.microsoft.com/sessions/55500?source=sessions Compare SharePoint Designer to Flow by Merwan Wade, Senior Program Manager, Microsoft https://view.officeapps.live.com/op/embed.aspx?src=https%3A%2F%2F8gportalvhdsf9v440s15hrt.blob.core.windows.net%2Fignite2017%2Fsession-presentations%2FBRK3359.PPTX Watch and Learn from the Microsoft Program Team Microsoft Flow Blogs: https://flow.microsoft.com/en-us/blog/ Request Sign-Off: https://techcommunity.microsoft.com/t5/PowerApps-Flow/Introducing-quot-Request-sign-off-quot-an-approval-flow-that/m-p/178586 Connector Reference: https://docs.microsoft.com/en-us/connectors/sharepointonline/ Keep up with the Latest Announcements Begin Creating your Flow today at http://flow.microsoft.com New Flow training for Beginner, Intermediate and Expert: https://docs.microsoft.com/en-us/flow/#pivot=start Tutorial: https://flowtutorial.com/ SharePoint and Flow: https://support.office.com/en-us/article/Create-a-flow-for-a-list-or-library-in-SharePoint-Online-a9c3e03b-0654-46af-a254-20252e580d01 Create a Button flow: https://flow.microsoft.com/en-us/guided-learning/learning-create-button-flow/ Try it yourself SharePoint Connector: https://us.flow.microsoft.com/en-us/connectors/shared_sharepointonline/sharepoint/ SharePoint loves Flow

Thank You for your time! _____________________________________ Microsoft Flow: The Glue in Office 365 ____________________________________ Speaker: Michelle Gilbert MNSPUG Sept. 11th, 2019