Flow / Power Automate - Create an Instant Flow with Power Automate Tutorial

Ready to streamline your workflow? Learn how to create an instant flow with Power Automate, allowing you to post messages in specific Teams channels and trigger actions when adding files. Follow the step-by-step guide to configure the flow template, define team and SharePoint site, generate messages, and verify functionality. Make your workflow 100% functional with Power Automate!

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Available in Microsoft365

Objectifs :

This guide aims to provide a step-by-step process for creating an instant flow that posts a team's message in a specific channel on Microsoft Teams, utilizing SharePoint for file management.

Chapitres :

Introduction to Instant Flows
Instant flows are automated workflows that can be triggered manually by users. This guide will demonstrate how to set up an instant flow that posts messages in a Microsoft Teams channel whenever a file is added to a SharePoint document library.
Creating the Flow
To begin creating your instant flow, follow these steps: 1. **Select a Flow Template**: Start by choosing a flow template that suits your needs. 2. **Choose the Button Category**: Search for the flow using relevant keywords. 3. **Select the Appropriate Flow**: Look for the flow that integrates SharePoint and Teams.
Configuring the Flow
Once you have selected the flow, you will be redirected to the flow construction space, which is prefilled with the template. Here’s how to configure it: 1. **Define the Team or SharePoint Site**: Specify the team or SharePoint site associated with the flow. 2. **Customize the Flow Trigger**: Add a customizable message and an additional date field to indicate when the file was added.
Retrieving File Information
The next step involves retrieving the file information to generate the message for the team. Follow these steps: 1. **Specify the Team and Library**: Indicate the team and the specific document library concerned. 2. **Define the Channel**: In the final step, specify the channel and team that will receive the message.
Finalizing the Message
The message that will be sent to the team will include: - A standard text - An HTML link pointing to the file - The file's name - A sentence followed by the date field added earlier After configuring these elements, save your flow.
Testing the Flow
To test your flow: 1. **Access the SharePoint Site**: Navigate to the SharePoint site corresponding to your team. 2. **Select a File**: Choose a file and click on the three small dots in the menu. 3. **Automate the Process**: Select 'Automate' and find your flow, which may require connector validation. 4. **Fill in Required Fields**: During the first use, fill in the message and date fields. 5. **Check the Generated Message**: After execution, verify the message in the team’s channel.
Troubleshooting
If the link appears as plain text, you will need to manually correct the HTML code. To do this: 1. **Return to Your Flow**: Go back to the flow settings. 2. **Switch to Code Editing Mode**: Use the icon at the top right to access code editing. 3. **Adjust the HTML Syntax**: Make the necessary adjustments to the HTML code. 4. **Test Again**: Run the flow once more and check the message in the team’s channel.
Conclusion
Your instant flow is now fully functional. By following these steps, you can automate the process of posting messages in Microsoft Teams whenever a file is added to SharePoint, enhancing team communication and efficiency.

FAQ :

What is an instant flow?

An instant flow is a type of automated workflow that can be manually triggered by a user or team member to perform specific tasks, such as sending messages in a team channel.

How do I create an instant flow in Teams?

To create an instant flow in Teams, select a flow template, choose the button category, and search for the flow using a keyword. Then, configure the steps by defining the associated team or SharePoint site, and customize the message and date fields.

What should I do if the HTML link appears as text in the message?

If the HTML link appears as text, you will need to manually correct the HTML code in the flow. Switch to code editing mode and adjust the HTML syntax before testing the flow again.

Can I automate posting messages in Teams from SharePoint?

Yes, you can automate posting messages in Teams from SharePoint by creating an instant flow that retrieves file information and sends a message to a specified channel.

What is the purpose of the date field in the flow?

The date field in the flow is used to indicate the file's addition date, which can be included in the message sent to the team channel.

Quelques cas d'usages :

Automating Team Notifications

A marketing team can use an instant flow to automatically notify team members in a specific Teams channel whenever a new marketing document is added to the SharePoint document library. This ensures that all team members are promptly informed about new resources.

Streamlining Project Updates

In a project management setting, an instant flow can be set up to post updates in a Teams channel whenever a project file is updated in SharePoint. This helps keep all stakeholders informed and engaged with the latest project developments.

Enhancing Collaboration

A development team can implement an instant flow to share code documentation updates in their Teams channel. By automating this process, the team can enhance collaboration and ensure that everyone has access to the latest information.

Improving File Management

An HR department can create an instant flow to notify team members when new employee handbooks are uploaded to SharePoint. This application improves file management and ensures that all employees have access to the most current documents.

Glossaire :

instant flow

A type of automated workflow that is triggered manually by a user or team member to perform specific tasks, such as posting messages in a team channel.

SharePoint

A web-based collaboration platform developed by Microsoft that integrates with Microsoft Office, allowing users to store, organize, share, and access information from any device.

Teams

Microsoft Teams is a collaboration platform that combines workplace chat, video meetings, file storage, and application integration, enabling teams to work together effectively.

flow template

A pre-designed workflow that can be customized to automate specific tasks within applications like SharePoint and Teams.

trigger

An event that initiates the execution of a flow, such as a manual action by a user or a specific condition being met.

HTML link

A hyperlink formatted in HTML that directs users to a specific web page or resource when clicked.

document library

A storage location in SharePoint where files and documents can be uploaded, organized, and shared among team members.

connector validation

The process of ensuring that the necessary permissions and connections are established for a flow to interact with other applications or services.

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flow to post a team's message in a specific channel.

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When you add a file,

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this flow will be manually triggered by you or a member of your team.

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First select a flow template,

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choose the button category and search for the flow using a keyword.

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Select the flow that associates SharePoint and teams.

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After validation,

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you will be redirected to the flow construction space prefilled by the template.

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You can configure the steps there starting by defining

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the team or SharePoint site associated with it.

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In

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this example, it is the document library concerned by this flow

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accompany the flow trigger with a customizable message and add

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an additional date field to indicate the file's addition date.

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The second step of the flow involves retrieving

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the file information to generate the team's message.

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Specify the team and the concerned library. Again.

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In the final step, define the channel and the team that will receive the message.

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This message will be prefilled with a standard text,

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an html link pointing to the file and its name,

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add a sentence followed by the date field added in the first step.

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Save your flow. The test button is unnecessary for an immediate flow

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to verify functionality.

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Go to the SharePoint site corresponding to your team's team.

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Select a file,

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click on the three small dots in the menu and choose automate,

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find your flow which will require connector validation. During the first use,

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fill in the message and date fields.

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Once executed, check the generated message in the team's channel.

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If the link appears as text, you will need to manually correct the html code.

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Return to your flow.

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Switch to code editing mode with the icon at the top right and adjust the html syntax.

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Test your flow again and check the team's message.

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Your instant flow is now 100% functional.

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