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Dougie Wood (MVP)
United Kingdom
Registrace 20. 05. 2022
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Top 5 SharePoint Workflow in Power Automate
Discover my top 5 SharePoint workflow in Power Automate with real world examples and use cases.
Contact us: www.Valto.co.uk/DW
These workflows leverage Power Automate's capabilities to handle common tasks in SharePoint, from managing approvals to creating tasks in Planner, and more.
1. Request Manager Approval for a Selected File
The first workflow covered in the video is the "Request Manager Approval for a Selected File" workflow. This workflow is essential for organizations that require a structured approval process for documents stored in SharePoint. By selecting a file in a SharePoint document library, users can trigger this workflow to automatically send an approval request to a designated manager.
When a file is selected, the workflow sends an approval request email to the manager, including the file link and relevant details. The manager can then approve or reject the file directly from the email, without needing to navigate to SharePoint. Upon approval or rejection, the workflow automatically updates the file's status in SharePoint and sends a notification to the user who initiated the process. This workflow not only saves time but also ensures that the approval process is consistent and well-documented, which is crucial for maintaining compliance and transparency in document management.
2. Once an Outlook Email is Received, Add it to a SharePoint List
Next up is the "Once an Outlook Email is Received, Add it to a SharePoint List" workflow. This workflow is particularly useful for teams that handle large volumes of emails and need to log or track specific types of communication. By integrating Outlook with SharePoint via Power Automate, you can automatically capture and store important emails in a SharePoint list, making it easier to manage and reference them later.
When an email arrives in your Outlook inbox, this workflow checks if it meets certain criteria, such as coming from a specific sender or containing particular keywords in the subject line. If the email matches the criteria, the workflow extracts the relevant information-such as the sender, subject, and body-and creates a new item in the designated SharePoint list with this data. This process eliminates the need for manual data entry, reducing the risk of errors and ensuring that important information is readily accessible to the entire team.
3. Add a SharePoint Item and Post a Message to Teams on Microsoft Form Submission
The third workflow discussed in the video is "Add a SharePoint Item and Post a Message to Teams on Microsoft Form Submission." This workflow is ideal for scenarios where you need to collect information via Microsoft Forms and ensure that it's immediately accessible in SharePoint while also notifying the relevant team members in Microsoft Teams.
When a user submits a response through Microsoft Forms, this workflow is triggered to automatically create a new item in a specified SharePoint list, capturing all the form responses. Simultaneously, the workflow sends a notification to a designated Teams channel, informing the team of the new submission and providing a link to the SharePoint item for further action. This seamless integration ensures that form submissions are promptly logged and acted upon, enhancing team communication and responsiveness.
4. Email Today’s Filtered Items from SharePoint at Determined Intervals
The fourth workflow, "Email Today’s Filtered Items from SharePoint at Determined Intervals," is designed for scenarios where you need to regularly update stakeholders on specific data stored in SharePoint. Whether it’s a daily report of tasks, issues, or project updates, this workflow automates the process of filtering and emailing relevant SharePoint items at scheduled intervals.
The workflow begins by filtering SharePoint list items based on predefined criteria, such as items created or modified today. It then compiles these items into an email and sends it to the designated recipients at a specified time. This automated reporting process saves time and ensures that stakeholders are consistently informed, without requiring manual intervention each day. This workflow is particularly useful for project managers, team leads, or anyone who needs to provide regular updates based on SharePoint data.
5. On New SharePoint Items, Create Planner Task and Assign to Creator
The final workflow featured in the video is "On New SharePoint Items, Create Planner Task and Assign to Creator." This workflow is perfect for teams that use Microsoft Planner to manage tasks and want to ensure that new items added to a SharePoint list are immediately translated into actionable tasks.
00:00 SharePoint Workflow Templates
01:19 Request manager approval
03:40 Outlook email to SharePoint List
06:27 Microsoft Form to SharePoint
08:58 Todays filtered list in email
10:57 SharePoint list to Planner
Contact us: www.Valto.co.uk/DW
These workflows leverage Power Automate's capabilities to handle common tasks in SharePoint, from managing approvals to creating tasks in Planner, and more.
1. Request Manager Approval for a Selected File
The first workflow covered in the video is the "Request Manager Approval for a Selected File" workflow. This workflow is essential for organizations that require a structured approval process for documents stored in SharePoint. By selecting a file in a SharePoint document library, users can trigger this workflow to automatically send an approval request to a designated manager.
When a file is selected, the workflow sends an approval request email to the manager, including the file link and relevant details. The manager can then approve or reject the file directly from the email, without needing to navigate to SharePoint. Upon approval or rejection, the workflow automatically updates the file's status in SharePoint and sends a notification to the user who initiated the process. This workflow not only saves time but also ensures that the approval process is consistent and well-documented, which is crucial for maintaining compliance and transparency in document management.
2. Once an Outlook Email is Received, Add it to a SharePoint List
Next up is the "Once an Outlook Email is Received, Add it to a SharePoint List" workflow. This workflow is particularly useful for teams that handle large volumes of emails and need to log or track specific types of communication. By integrating Outlook with SharePoint via Power Automate, you can automatically capture and store important emails in a SharePoint list, making it easier to manage and reference them later.
When an email arrives in your Outlook inbox, this workflow checks if it meets certain criteria, such as coming from a specific sender or containing particular keywords in the subject line. If the email matches the criteria, the workflow extracts the relevant information-such as the sender, subject, and body-and creates a new item in the designated SharePoint list with this data. This process eliminates the need for manual data entry, reducing the risk of errors and ensuring that important information is readily accessible to the entire team.
3. Add a SharePoint Item and Post a Message to Teams on Microsoft Form Submission
The third workflow discussed in the video is "Add a SharePoint Item and Post a Message to Teams on Microsoft Form Submission." This workflow is ideal for scenarios where you need to collect information via Microsoft Forms and ensure that it's immediately accessible in SharePoint while also notifying the relevant team members in Microsoft Teams.
When a user submits a response through Microsoft Forms, this workflow is triggered to automatically create a new item in a specified SharePoint list, capturing all the form responses. Simultaneously, the workflow sends a notification to a designated Teams channel, informing the team of the new submission and providing a link to the SharePoint item for further action. This seamless integration ensures that form submissions are promptly logged and acted upon, enhancing team communication and responsiveness.
4. Email Today’s Filtered Items from SharePoint at Determined Intervals
The fourth workflow, "Email Today’s Filtered Items from SharePoint at Determined Intervals," is designed for scenarios where you need to regularly update stakeholders on specific data stored in SharePoint. Whether it’s a daily report of tasks, issues, or project updates, this workflow automates the process of filtering and emailing relevant SharePoint items at scheduled intervals.
The workflow begins by filtering SharePoint list items based on predefined criteria, such as items created or modified today. It then compiles these items into an email and sends it to the designated recipients at a specified time. This automated reporting process saves time and ensures that stakeholders are consistently informed, without requiring manual intervention each day. This workflow is particularly useful for project managers, team leads, or anyone who needs to provide regular updates based on SharePoint data.
5. On New SharePoint Items, Create Planner Task and Assign to Creator
The final workflow featured in the video is "On New SharePoint Items, Create Planner Task and Assign to Creator." This workflow is perfect for teams that use Microsoft Planner to manage tasks and want to ensure that new items added to a SharePoint list are immediately translated into actionable tasks.
00:00 SharePoint Workflow Templates
01:19 Request manager approval
03:40 Outlook email to SharePoint List
06:27 Microsoft Form to SharePoint
08:58 Todays filtered list in email
10:57 SharePoint list to Planner
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Does anyone have a share that is live that i can see.
Look at my videos of SharePoint examples and SharePoint designs 👍
you are the best!
@@hairongxu1636 thank you 🙏 Check out my membership videos for 99p a month for more valuable videos 👍
1:10 in you state you covered the department look book templates but I can't seem to find that video?
@@djsirmatthew5070 look on my channel for department site designs 👍
Thank you so much for this video.
@@MichaelCNdukwuyou are more than welcome my friend 🙏 Check out my membership videos for more great tips
Great video. How do you create a column to represent the approval status of the corresponding file?
@@joelboyden668 you would need to add a choice column with the approval status and then in power automate workflow have an action that updates a SharePoint list item after each approval stage you have 👍
Hi, I am trying to sort the Expenses Approval Flow. I am using the template for expenses - however, I keep getting this error "Failed to validate the signature of the actionable message card." - What is this?
@@MarkandTracyJenkins there are so many reasons that this could be happening, it would require investigation to fix. We offer pro services to help with this kind of thing if you want help. There is a link in the bio of my channel to contact me 👍
Hey Dougie, your videos are wonderful. I want to add another Hero webpart below an existing one, but the way it's showing up, the layers are not offset from the one above. Do you know if it's possible to start the webpart on the right side, instead of the left? (wish I could upload a screenshot) Thank you
@@matthew7243 it isn’t I’m afraid and it is annoying. The way I get round it is to use a hero web part with a single tile in full width mode not tiled to break up the page. Then put a third hero web part under it to start adding the layered new tiles again 👍
@@Dougie_Wood I"ll give that a shot, thank you so much!
Thanks for the video. Nevertheless it’s a shame, that there is no easy copy command to create a simple copy of an aspx file…
Here to help, subscribe to my channel for more useful tips 👍
Thank you, this helped me out a bunch. One question though, is there a way to retain the author or last modified by user when using this method?
Not easily no, the version history is quite difficult to change so that it is obvious who changed the page last. I’ve only ever seen this automated in the way you describe by making a call to the SharePoint API via a HTTP action 👍
Hello! I love your videos! I have a quick question that is going to be random here. I just need help. I know on power automate on your videos you showed how to copy sharepoint pages to another sharepoint site. I am having difficulty with sharepoint parts like an accordion to copy over to another site. Can you help me with this?? Thank you!!
@@nickthepaladinop1405 hey, we do offer professional services to help. There is a link in the bio of my channel 👍
Can you show how to create menu for example(Home,services, about, contact)...
@@mariamtraore633 hey, I have a number of videos like that. My membership videos go into a lot more detail as well, go check out the videos on my channel and members area 👍
Thanks!
@@mariamtraore633 you are welcome 🙏
Great videos, Dougie! Very helpful. I followed your lead and built a site using the "vertical section" design. I want to lock down, for example, news and such on the left and my quick links on the right - similar to what you did. The page appears perfectly like this up to 90% zoom. However, at 100%, the quick links section gets pushed to the bottom of the page, which doesn't work. So, how do I lock down the vertical section design and view regardless of the zoom percentage set on the user end?
It should be locked in place unless it thinks you are using a small device like a mobile phone. If you have a normal sized computer screen it should not be doing this. Unless there is something weird going on with your browser settings 🤷♂️
thank you. I'm trying to find a solution to exactly the scenario you describe. Making files available to specific individuals and their line managers. Trouble is line managers change and I'd have to remember to change the permissions each time and that's a clumsy approach (and you can't see at a glance who has permissions without going into each folder). We tried the idea of creating one big document library and allowing permissions to users using metadata fields to filter the view. It seemed to work until we discovered that even visitors can view the site usage pages and see the other files! So I'm still looking for a solution.
@@WildRover1964 you could create a folder per manager and have the employee folders under them. Then if the manager changes just change the name of the folder and the permissions of the manager folder and all the employee folders under it will inherit it 👍
@@Dougie_Wood - hey thanks for responding. The issue we have is not so much managers leave but that people do switch between managers. But it's not a bad thought because that way, the reporting line is sort of visible just from looking at the folders. If Joe reports to Fred and I set Joe up as a folder under Fred....then if Jill becomes Joe's LM and I drag Joe into Jill's folder will Joe suddenly become visible to Jill and himself and no longer visible to Fred? Still more interested in cracking this problem that visitors to a sharepoint site seem able to view the usage stats and therefore other files.
Hi! My Form questions are not appearing in dynamic content, all I see is Response Id. Have you ever heard anything like this? thank you for your time!
@@calendil you need to use the get details action to pass the id into then get the details from that second action 👍
I was expecting that you are going to create similar page that you show at the beginning like having a menu on the right panel :(
@@namıkkemalaydın-x7u go check out my membership videos, there is a step by step tutorial for that 👍
Hi Dougie. Do you have video where you show how you made the Home site for the hub? Thanksss
Yes, it is in my membership videos. It’s only 99p a month, go check them out 👍
Great overview, Doug!
Thank you sir 🙏
This is so helpful Doug.. Thank you so much
You are welcome 🙏
Hi Mate, Dougie, I must congratulate your outstanding video, it’s a really good video. Thank you for explaining this better in a few minutes, as opposed to hours and hours of online training sessions within my organization. Unbelievable. Well done! I did have a question for you-perhaps even another video topic-but I’m not really sure how to get in touch with you. However, I did send a message through to the UK Branch, marked for your attention. Thanks very much again, mate, from an Australian friend. I’ll be sure to share your videos and channel with all my colleagues, many of whom are struggling. Well done! Keep up the great work. Have a great day. PS I guess the question I can put here separate to the above is are you able to integrate Evernote or Trello into the team site or even Dropbox? Thanks very much again. Chef Dan
@@chefgeldard Hey mate, really glad you enjoyed the video! In regards to your questions, there is no native integration with those products as they are all non Microsoft. You could look to use the “embed” web part but typically for third party apps I’d use a button or call to action web part to bounce you to a new window opening them. You could also look to replace the third party apps with Microsoft alternatives. For example Trello is identical to Microsoft Planner. Thanks again for the kind words, perhaps check out the membership on my channel for more extensive training videos 👍
Thanks so much for the quick reply Mate. I did send you a question via your email address on the official webpage or an idea and I will subscribe to your other site. Mate. Let me know if you need any cooking technical advice. Thanks again. Wonderful side. I’ll be sharing it with everyone. Enjoy your night all day mate.
@@Dougie_Wood hi mate thanks for the info above. I did look for like a membership on your page but I couldn’t find it. All I could find was subscribe if that’s what you’re referring to or if there is a membership I can pay for as an individual to learn more. Please let me know as I will sign up thanks very much again.
@@chefgeldard Please support ME 🙋♂️ by becoming a channel member for only £0.99p! share the LOVE now 💖 Click here: czcams.com/channels/bl8QtLtzfnv6jPoc8gPqFQ.htmljoin
So it’s a commercial
It’s comparing what you can achieve natively with SharePoint vs using a third party product. Hope you enjoyed 👍
Hello! Great video. I have two different sites that need to be integrated as one and placed under the main site. Can I just copy the information from the one site, or in this process, I may run out of space? Thank you
So depends on the type of data you wish to move and how much. This video just shows how to move pages, but you likely need to move data and documents as well. If you need pro help contact us Www.valto.co.uk/Dw
Nice!
Thanks 🙏
After watching so many videos, I still don't understand the difference between Microsoft 365 groups, and Security groups? What's better to use?
@@charles5a a security group is just a list of people that can be used to give access to something. A 365 group contains a security group but it can also have other things attached to it including a SharePoint team site, Microsoft Team, group mailbox, planner plan etc
@@Dougie_Wood Thanks for the reply. This is clear. I wish there's an overview somewhere of the different security access options in 365. A classic pitfall of Microsoft has always been toprovide multiple feature that "almost" do the same thing, but leave users trying to figure out which to use. We're a small company, but have stringent security requirements for our data because we're global and some data cannot be shared across regions. So, we're managing these limited access data in different SharePoint sites (mostly interested in the file folders). But, also some sites only accessible by job functions (accounting, engineering, etc.) Managing all that with explicit user access has been a nightmare, so I'm planning to change by collecting users into different overlapping groups, and giving Teams & SharePoint access to the right group(s). So, a user can be put in the following groups: Executive, Engineering, and North America. And then allowed access to any SharePoint site that wants these groups to access it.
I have a recurring issue with every time a response it is submitted it’s adding the row as required, but also adding a blank row, just pulling in the response ID which is a duplicate of the row that does have the information from the forms populated. Any ideas why this is happening and how to stop it? I also have update a row further on in my flow as the forms is linked approvals. If the blank row duplicates after the filled in row then the approval will appear as I want it to, but if for whatever reason the duplicate blank line appears in the excel first, then the approval updates the blank line, not the line that contains all the info from the forms. Hope I’ve explained this well enough, appreciate any help you can give!
@@kellm9072 could be a lot of reasons, do you have a duplicated flow running?
@@Dougie_Wood thanks for the speedy response! No I only have the flow running, the flow is set out as follows When a new response is submitted Get response details Get user profile Add a row into a table Start and wait for an approval Condition - outcome equals to approve If true - update row and send email If false - update row and send email When I run tests on previously submitted responses it works fine, but when a new response is submitted directly from the forms is when it’s happening
@@kellm9072 this would need to be investigated properly to find a root cause. We can support you if you purchase blocks of hours. 12 hours is £1,500 if you would like some professional assistance.
Scrap that, there was a duplicate flow that I was unaware of! Thank you for your help!
Is it possible to change the design of the enewsletter template yet??
@@annamacdonald697 not yet 👍
Hi Dougie, thanks for this video. When I add a full width section, I only have the option of adding a banner. Any idea why I can't add a hero, countdown timer or image?
Are you using SharePoint online or an on premise version (like SharePoint 2013 for example)
Well idea
@@ShafiqAhmed-r9i thank you 🙏
F L E X. T A P E
Hi DW! At 22:18, you click on "New" and a dropdown menu appears with Page, Space, News Post, News Link, etc. Do you have to be the admin to see that? The only option I have is New/Page or New/Copy of this page. Or, is this a hub site (The Hub) page attribute? Thanks! NEVERMIND! It looks like it's an option on the home page of the site, just not the following pages.
@@OrangeCrushCo you answered your own question , well done 😂
@@Dougie_Wood A classic IT skit. Send in a ticket, wait for a while, tinker around yourself, problem solved. Nine times out of ten, user finds a solution (with pulling a cord from the wall and plugging back solving five of those ten ;) ) Thanks for these rad vids. I'm learning a lot.
Can you please advise me on where you got this Power Automate from? I have one, but it doesn't look anything like this (I have "Power Automate Desktop"). I also cannot find any other versions when I search for it.
I want to add back button on document library page using json script , please suggest how to do the same .
@@yuvaanshetty127 watch my video on using ChatGPT with SharePoint and it will help 👍
I did not understand a) what kind of "area" I need to set up to see the "email a digest" and I did not understand b) what kind of webpart I have to use to create the single entries. I don't see the "email a digest" at my end
@@cms9193 I’ve created a new video that will be out soon to go into newsletters in more detail 👍
Hi dougie. I want to create a PDF from a published Newsletter but the margins ‘cut off’ the page/publication.. can I set up the margins to a scale or width that will ensure that the whole newsletter will be printed in full ( margin to margin) without nothing being cut off ?
Hey, unfortunately you can’t change the layout or width of the newsletter currently. I think the ability to customise them is coming down the line 👍
@@Dougie_Wood thanks a lot
Thanks . Most informative video I found. Thanks again
You are welcome 🙏
Thank you so much! This helped me a lot.
You are more than welcome 👍
Hi thanks for tutorial. I am curious. Is Sharepoint Version part of Microsoft 365? I subscribed to Microsoft 365 and it seems to have SharePoint but UI looks very different from the tutorial. It doesn't have library settings and looks very different. Thanks.
@@Ryannz119 yes it is native feature of SharePoint 👍
@Dougie_Wood Thanks for the prompt reply. So what service do I subscribe to to get the same SharePoint like your tutorial? Could you send me the link to the subscription please? Thanks again
@@Ryannz119 it’s just SharePoint online
@@Dougie_Wood Thank you again. I think I found out why. After signing up with Microsoft 365, it seems Microsoft needed to do some setting up before the account is fully up and running. That's why nothing was like in the demo yesterday. Now after one night, it said SharePoint on top left corner. Thanks.
Fan-freakin-tastic!!! Thank you!!!!!!!!!!
@@jdbaron25 You-are-welcome!! my friend 👍
This video got me unstuck, thank you very much! I assumed you needed to use ONLY the Excel doc that was generated by the form, because I learn everything the hard way.
@@bundaeggi glad it helped 👍
Thanks for the tips. Why do I feel like you were lying down while recording the voice? Or is it just that the microphone isn't of good quality?
@@user-ej5pr9yu8u for some reason my microphone quality went awful when recording but not on the sound check I did before recording 🙃 Thanks for sticking with it 👍
Thank you for the update!
@@tanishamatthews2540 you are welcome 🙏
Why are you speaking so fast 😮
@@meenu798 I should commentate horse racing in my spare time 🐎
How do i get a remote sharePoint admin role dougie ? I need a job
I have a separate video about SharePoint interview questions and answers, go check that out 👍
Thanks for overview video
@@AdrianMcDaid you are welcome 🙏