Flow / Power Automate - Flow - Have new files approved prior to moving them to a dedicated folder Video
In this video, you will learn about Flow - a tool that allows you to have new files approved before moving them to a dedicated folder.
The video covers how to automate this process using Microsoft Flow in Office 365. It demonstrates how to select a Flow template, create a custom Flow process, and specify the required fields such as the SharePoint site address, source folder, approver's email address, and target folder.
This will help you automate repetitive tasks and save time.
Flow is a collaborative tool that allows you to share your Flow models with other users.
By using Flow, you can easily obtain approval for your documents and store them in a shared folder for others to access.
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Objectifs :
This document aims to provide a comprehensive guide on automating document approval processes using Microsoft Flow within Office 365, enhancing efficiency and collaboration.
Chapitres :
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Introduction to Document Automation
In today's fast-paced work environment, repetitive tasks can consume valuable time. This guide focuses on automating the document approval process using Microsoft Flow, a powerful tool within Office 365. By streamlining this process, users can enhance productivity and ensure that documents are efficiently managed. -
Uploading Documents to SharePoint
The first step in the automation process is to upload your finalized document to SharePoint. This action triggers the approval workflow. Once the document is uploaded, it is essential to seek your manager's approval. After receiving approval, the document can be stored in a shared folder for access by other users. -
Understanding Microsoft Flow
Microsoft Flow is a collaborative tool that allows users to automate a wide range of actions. It enables users to create workflows that can be shared with others, enhancing collaboration. To access Flow, navigate to Office Online and click on the Flow tile. -
Creating a Flow Model
To create a Flow model, follow these steps: 1. Click on the 'Templates' tab to view available Microsoft templates and other users' Flow models. 2. Under the 'Approval' menu tab, select the template that best fits your needs. 3. Click the 'Continue' button to initiate the custom action creation process. 4. In the custom create Flow dialog box, fill in the required fields: - SharePoint Site Address - Source Folder - Assigned To (approver's email address) - Folder Path (target folder for approved documents) 5. Save the Flow to enable it. -
How the Automation Works
Once the Flow is set up, it operates automatically. Here’s how it works: - When a file is uploaded to the source folder, the assigned approver receives an approval request. - Upon approval, a copy of the file is sent to the target folder, while the original file is deleted from the source folder. This automation significantly reduces the time spent on repetitive tasks, allowing users to focus on more critical activities. -
Conclusion
In summary, automating the document approval process with Microsoft Flow not only saves time but also enhances collaboration among team members. By following the outlined steps, users can efficiently manage document workflows, ensuring that approvals are handled promptly and effectively.
FAQ :
What is SharePoint used for?
SharePoint is used for collaboration, document management, and storage, allowing teams to work together efficiently by sharing files and information.
How can I automate tasks in SharePoint?
You can automate tasks in SharePoint using Microsoft Flow, which allows you to create workflows that trigger actions based on specific events, such as document uploads.
What is Microsoft Flow?
Microsoft Flow is a service that enables users to automate workflows between applications and services, helping to streamline processes and reduce repetitive tasks.
Can I share my Flow models with other users?
Yes, when you create a Flow model, you have the option to share it with other users, allowing for collaboration and shared automation.
What happens after a document is approved in the Flow?
Once a document is approved, a copy is sent to the target folder, and the original document is deleted from the source folder.
Are there templates available for automating approval processes?
Yes, Microsoft Flow provides various templates specifically designed for approval processes, which can be customized to fit your needs.
Quelques cas d'usages :
Automating Document Approval in a Corporate Environment
In a corporate setting, teams can use Microsoft Flow to automate the document approval process. When a document is uploaded to SharePoint, an approval request is automatically sent to the designated approver. This reduces the time spent on manual follow-ups and ensures that documents are processed efficiently.
Streamlining Project Management Workflows
Project managers can utilize Microsoft Flow to automate task assignments and approvals. For instance, when a project update is uploaded, the relevant stakeholders can receive automatic notifications for review and approval, enhancing communication and project tracking.
Enhancing Team Collaboration
Teams can leverage Microsoft Flow to create collaborative workflows that involve multiple users. By sharing Flow models, team members can contribute to the automation process, ensuring that everyone is aligned and reducing the chances of errors in document handling.
Improving Compliance and Record Keeping
Organizations can implement Microsoft Flow to ensure compliance with document management policies. By automating the approval and storage of documents, companies can maintain accurate records and ensure that all necessary approvals are documented.
Glossaire :
SharePoint
A web-based collaboration platform developed by Microsoft that allows users to store, organize, share, and access information from any device.
Microsoft Flow
A cloud-based service that allows users to create automated workflows between different applications and services to synchronize files, get notifications, and collect data.
Flow model
A predefined workflow template in Microsoft Flow that automates specific tasks or processes.
Approval menu
A section within Microsoft Flow that contains templates specifically designed for approval processes.
Template
A pre-designed workflow in Microsoft Flow that serves as a starting point for creating a custom automation process.
Assigned To field
A field in the Flow creation process where the email address of the person responsible for approving the document is specified.
Target folder
The designated folder where a file is moved after it has been approved in the workflow.
Source folder
The initial folder where files are uploaded and from which they are processed in the workflow.
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