Welcome to the fifth in our Office 365 blog series. In previous blogs we have spoken about why your business needs Office 365, the different mix and match subscription options that are available to you and the benefits of hosted Exchange and an introduction to Microsoft Forms.
In this blog we discuss Microsoft Flow.
Microsoft Flow allows you to create automated workflows between your favourite applications and services. You can set it up to send you notifications, synchronise files, manage approvals, collect data and much, much more. Microsoft have produced a Flow mobile app which means you can stay connected even when out of the office.
As an example, you could set up a simple flow that sends a push notification to your phone whenever your boss emails you. You could set up an approval flow to manage staff holidays or travel plans. In the rest of this document we will discuss creating a flow that will notify me when a user has completed a Form we set up in the Microsoft Forms blog.
Microsoft have produced a short video introducing Flow here.
When you log into Flow you are greeted by the welcome screen below:-
From your home page you can manage your approvals (if you haven’t already done them via the mobile app or in your notification email), look at your flows, access the template library and look at your data and connectors (to access other data sources).
The template library is a good place to start but I am going to produce a simple Flow to notify me by email when a user completes the Form document we discussed the last blog.
After logging into Flow click on My Flows and create a New Instant Flow:-
Enter a name for the flow, confirm that Flow is the trigger (more on PowerApps in a later blog) and click create:-
Click + New step:-
Type Forms in the list and click the Microsoft Forms icon in the menu presented:-
Switch from Actions to Triggers and the required trigger is presented – “When a new response is submitted”:-
Choose this option, and on the next screen choose the actual Form you want the alert raising for:-
Then click + New step:-
On the Choose an action choose “send me an email notification”:-
You then populate the email subject line and message body for the email you want to automatically create, then click Save. You could also add additional steps (these could be “send a push notification to my mobile phone app” or “send me an SMS message alerting me to this”):-
After clicking Save you can run Flow Checker or Test to check the steps within your flow:-
After running flow checker and test on your flow you can return to the home screen. When looking at “My flows” in the menu you can see data regarding your flow:-
The final step is to check that the flow works as expected. So, after completing the survey here, I received the notification email in my inbox:-
As mentioned at the start of this article this is a very basic flow designed to show you what can be done with a step by step guide showing you how to do it. Flow can do so much more and Pro-Networks are happy to assist with any automation processes you need help with.
Pro-Networks has the experience and qualifications to help you in all areas of Office 365, from migration, licencing, automation, backing it up to maximising your subscriptions – speak to us today to find out how we can help you.