When Flow Met SharePoint: A Story of Integration and Automation

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1 When Flow Met SharePoint: A Story of Integration and Automation WithumSmith+Brown, PC BE IN A POSITION OF STRENGTH 1

2 ABOUT ME Microsoft MVP Office 365 and SharePoint consultant who specializes in simplifying and automating business processes using Flow and SharePoint Designer. PMP. Experienced in managing projects throughout the entire lifecycle as well as developing and implementing SharePoint and Office 365 solutions. User adoption, governance, and training are topics I am especially passionate about! WithumSmith+Brown, PC BE IN A POSITION OF STRENGTH 2

3 KEY OBJECTIVES Discuss what Flow is and what it can do Compare Flow with SharePoint Designer workflows Walk through how Flow can be connected and used with SharePoint Demos! WithumSmith+Brown, PC BE IN A POSITION OF STRENGTH 3

4 THEY MEET! Nice to meet you Hey Flow! Nice to meet you SharePoint!! SharePoint! WithumSmith+Brown, PC BE IN A POSITION OF STRENGTH 4

5 WHAT IS FLOW? Cloud based service, replacing SharePoint Designer workflows! (eventually) Provides user friendly solutions to automate your personal AND organizational business processes and move content across services. Use content from other platforms to build workflows. A streamlined version of the Power App s Logic Flows feature meant for the everyday business user "Citizen Integrator". Use Flow templates or start from scratch. Mobile app that allows for users to track, manage, and create Flows. BUTTONS! Work Less, Do More! WithumSmith+Brown, PC BE IN A POSITION OF STRENGTH 5

6 WHAT DOES IT DO? WithumSmith+Brown, PC BE IN A POSITION OF STRENGTH 6

7 WHERE DOES IT FIT IN WithumSmith+Brown, PC BE IN A POSITION OF STRENGTH 7

8 FLOWS VERSUS SPD WORKFLOWS Flows Automation of individual and enterprise business processes across a multitude of services Triggered by an event in SharePoint or an event occurring in other services Ability to connect data between different SharePoint site collections Package up to export and import into different environments. Free version but has limitations. (Cannot work on premise) Move content between SharePoint site collections. VS. SPD Workflows Automation of enterprise business processes in SharePoint Triggered by an event in SharePoint Ability to connect data only within the same site collection Recreate options are limited. Unlimited amount of workflows Free WithumSmith+Brown, PC BE IN A POSITION OF STRENGTH 8

9 On-Premises Data Gateway WithumSmith+Brown, PC BE IN A POSITION OF STRENGTH 9

10 COMPONENTS OF A FLOW Connectors Triggers Conditions Actions WithumSmith+Brown, PC BE IN A POSITION OF STRENGTH 10

11 11 So many ways to mashup my services and automate my business processes!!! WithumSmith+Brown, PC BE IN A POSITION OF STRENGTH 11

12 TRIGGERS Triggers are the events that start a workflow when they occur Flows can be triggered by an event in any of the services it synchronizes with. WithumSmith+Brown, PC BE IN A POSITION OF STRENGTH 12

13 SHAREPOINT TRIGGERS WithumSmith+Brown, PC BE IN A POSITION OF STRENGTH 13

14 CONDITIONS A condition allows the workflow to perform a task(s) only when something is true. WithumSmith+Brown, PC BE IN A POSITION OF STRENGTH 14

15 ACTIONS An action is a task or job the workflow performs. Many more actions for Flow than there are for Designer. The main action words you will see are Get, List, Create, Edit, Post,. Update, Send, Text, and Translate along with the service it pertains to. You can add multiple actions to the workflow and reorder them by simply dragging them where you want them. Run Flows on a schedule, no pesky timer jobs or pause until steps! WithumSmith+Brown, PC BE IN A POSITION OF STRENGTH 15

16 SHAREPOINT ACTIONS WithumSmith+Brown, PC BE IN A POSITION OF STRENGTH 16

17 TEMPLATES WithumSmith+Brown, PC BE IN A POSITION OF STRENGTH 17

18 INTEGRATION WITH MODERN LISTS AND LIBRARIES Flows can be created directly in a modern list or library. Flows can be run based on trigger conditions or can run on demand on a selected item. Launch panel which allows you to prompt users for information at run time and run as the user starting the Flow. Out of the box request sign-off flow, "Sign-off status field is added to the list/library. WithumSmith+Brown, PC BE IN A POSITION OF STRENGTH 18

19 APPROVALS Integral part of business processes View sent and received requests in a unified approvals center Approve from your phone or directly from your inbox Can be customized: sequential, parallel, all people assigned must approve WithumSmith+Brown, PC BE IN A POSITION OF STRENGTH 19

20 BUTTONS WithumSmith+Brown, PC BE IN A POSITION OF STRENGTH 20

21 MORE FEATURES Scheduling Apply to Each Do-Until Expressions Variables Nested workflows WithumSmith+Brown, PC BE IN A POSITION OF STRENGTH 21

22 DEMO TIME! WithumSmith+Brown, PC BE IN A POSITION OF STRENGTH 22

23 ADMIN CENTER Environments Geolocated, data locality. Contains Users, manage permissions. Separate and manage test and production environments. Create a boundary for the data between teams or sub organizations. Separate Dev, Test, Production Environments Data Policies Establish data loss prevention policies to all or only selected environments. Admins to define which services specific business data can be shared with. Categorize connectors (services) into two data groups, Business Data Only and No Business Data Allowed. Users will be blocked from combining the Business Data Only and No Business Data Allowed connectors in a Flow. Environment Permissions Two built in permission levels within environments you can configure 1. Environment Admin - Manages permissions, Provision a Common Data Service database for the environment, View and manage all resources created within an environment, Set Data Loss Prevention policies 2. Environment Maker - can create flows, connections, custom APIs. WithumSmith+Brown, PC BE IN A POSITION OF STRENGTH 23

24 FLOW ANALYTICS Analytics Available Total Flow runs by day Number of Flow runs Flow run trends Ways to Access Analytics From the Maker Portal The My Flows or Team Flows lists Flow Main Page WithumSmith+Brown, PC BE IN A POSITION OF STRENGTH 24

25 WHAT IS COMING? WithumSmith+Brown, PC BE IN A POSITION OF STRENGTH 25

26 THANK YOU SPONSORS!!!

27 SharePoint & Office 365 Users Group NashvilleSUG.com

28 CONTACT ME. LinkedIn: Withum Digital: Blog: Thank You! WithumSmith+Brown, PC BE IN A POSITION OF STRENGTH 28