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Microsoft Flow OverviewBy: Melissa Hubbard @melihubb

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About Me:

➢SharePoint consultant who specializes in "no code," easy to use solutions for simplifying and automating business processes.

➢Project Management background, PMP.

➢ Experienced in requirements gathering and providing SharePoint end user support and training.

➢Angry End User in past life.

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…a sample of the places we’ve served

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“Work less, do more”➢Provides no code and very user friendly solutions to automate your

business processes.

➢Use content from other platforms to build workflows.

➢Stand alone SaaS Service.

➢Build workflows using content across site collections, it does not matter where your items are stored in SharePoint.

➢A streamlined version of the Power App’s Logic Flows feature meant for the everyday business user.

➢Mobile app that allows for users to track, manage, and create Flows.

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“Work less, do more”➢Not just for SharePoint!

➢Create and manage workflows between your favorite services and apps.

➢Get notifications

➢Synchronize files

➢Collect data

➢Mobile app that allows for users to track, manage, and create workflows

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So many ways to mashup my services

and automate my business processes!!!

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Where does it fit in?

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Vs.Flows • Automation of Individual

business processes across a multitude of services

• Read access

• Triggered by an event in SharePoint or an event occurring in other services

• Ability to connect data between different SharePoint site collections

Workflows• Automation of enterprise

business processes in SharePoint

• Triggered by an event in SharePoint

• At least Design access

• Ability to connect data only within the same site collection

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Examples:➢Save my email attachments to a SharePoint document library only

when it is from my partner on a project.

➢Send an email to an approver when I add a document to a certain library. If they approve it send it to a different library on a different site collection.

➢Save tweets from Twitter that have the hashtag #Xgility into a SharePoint list.

➢Sync my Google calendar with my Office 365 calendar.

➢Add my twitter posts to Yammer automatically.

➢If a message is approved, post it in Yammer, Twitter, and Facebook.

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Components of a Flow

➢Services

➢Triggers

➢Conditions

➢Actions

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Flow Services

➢ There are currently 58 services to use in your Flows and synchronize your business processes. Examples: Twitter, Google, Dropbox, MailChimp, Salesforce, and Smartsheet.

➢There is the ability create, connect, and share a custom API.

➢The first step when creating a Flow from a template will be to authenticate the accounts for the services needed.

➢To connect with SharePoint on-premise sites you will need to add a new connection and select “Connect via Gateway” check box.

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Flow 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.

➢The SharePoint triggers will look familiar

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Flow Conditions

➢A condition allows the workflow to perform a task(s) only when a something is true.

➢There are fewer conditions than when using Designer. The And/Or logic is limited.

➢ No nested conditions, at least yet.

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Flow Actions

➢An action is a task or job the workflow performs.

➢There are so many more actions for Flow than there are for Designer. This is due to the vast amount of services that it is interacting with.

➢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. You will not be able to move an action above another action if the outputs are needed for the one you are trying to move.

➢ Run Flows on a schedule, no pesky timer jobs or pause until steps!

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More Features

➢Apply to Each

➢Do-Until

➢Scopes

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Demo Time!

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Flow Mobile App➢Monitor, manage, and create

flows from templates using your mobile device.

➢Currently available for iOS and Android.

➢Download is free but you will need to log into your Microsoft Flow account to use it.

➢The main competitor app is IFTTT.

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Mobile App- Activity

Track which of your Flows are being triggered and whether they are succeeding or failing. Green check means success, red exclamation point means epic fail

View activity details of individual Flows by clicking on it in “Activity”

View a Summary of Flows being TriggeredNote: The screenshots are from the iPhone version of the app.

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Mobile App- My Flows

Track all of your flows in one location by clicking “My Flows”

Enable, edit, view history, and delete individual flows by clicking on it in “My Flows”

Monitor and Manage your Flows

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Mobile App- Buttons

Easy to use templates to choose from that can also be customized

Simple interface, great for when you are in a rush

Initiate a Workflow by the Touch of a Button

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Button Demo

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Admin CenterEnvironments

• 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.

Permissions

• Makers-create new flows, data connections, and gateways.

• Users- edit flows, data connections, and gateways in an environment. Each resource creator can determine 87that resource, and can grant edit permissions to users who are not environment Maker.

• Admins- create data loss prevention policies, create environments, add users to an environment, and assign admin/maker privileges.

Data Policies

• Establish data loss prevention policies.

• Admins to define which services specific business data can be shared with.

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Custom API➢Create your API

➢Test your API

➢Send to Microsoft along with:✓A Swagger file that represents your API and any authentication

information

✓ An icon for your connector

✓ A description of your API

✓Approximately 10 ideas for how your API could benefit other users through templates

➢Embed Flow within your app and integrate with all the other services that Flow supports

➢Use your custom app with Power Apps as well.

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Pricing

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Gotchas➢At this time there is no way to share Flows with others in your

organization.

➢.gov and .mil email addresses are not currently supported. This is expected to be coming soon.

➢If you do not have access to many other services you are limited on the number of templates you can use.

➢Main competitors are IFTTT and Zapier. Zapier and IFTTT support many more third party services.

➢There are still noticeable bugs with the mobile app, at least the iOS version.

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Questions?