Work less, do more with Microsoft Flow

1. GETTING STARTED WITH MICROSOFT FLOW
Jayanthi P | MCTS
SharePoint & Office 365 Developer
Blogger & Speaker
Work less, do more

2. About Me
@JayanthiP
jayanthimcts@gmail.com
 SharePoint & Office 365 Developer
 Specialized on SQL Server, Asp. Net,
Dynamics CRM & Power BI
 Blogger & Speaker
Jayanthi P

3. Introduction to Microsoft Flow
Working with Flow Templates and Connecting Services
Microsoft Flow Mobile App
Managing and Administering Microsoft Flow
Demo
Microsoft Flow vs SPD Workflow Comparison
Pricing
Road map
Conclusion
TODAY’S
AGENDA
Pros and Cons
Overview of Workflows

4. OVERVIEW OF WORKFLOWS

5. MICROSOFT FLOW
 Automate time-consuming business tasks and processes across applications and services.
 Microsoft Flow helps non-developers work smarter by automating workflows
Get Notifications Copy Files Collect Data Automate Approvals

6. WHY MICROSOFT FLOW
 SharePoint Designer is purely a SharePoint-specific tool.
 There is lot challenges in connecting other applications
 Microsoft Flow makes it easy to mash-up two or more different services.

7. WHAT WAS THE TIME AND INVESTMENT REQUIRED TO SETUP
 Just spend few minutes/hours rather than spending weeks or days.
 Just drag and drop things that you would like to do, add conditions, add filtering
Work less, do more

8. START FROM A TEMPLATE

10. CONNECTION TO SERVICES
Plus! Common Data Service and
On-Premises Data Gateway
171 connectors to date, most of
them are free, some require a
premium license

11. BASIC FLOW STRUCTURE
Triggers
Actions
Condition
s

12. EXAMPLE
Trigger
Action
s
Conditio
n

13. MICROSOFT FLOW – MOBILE & DEVICES
Create new
flows
Monitor flow
activity
Get push
notifications
Grant
approvals
Discover buttons &
widgets
Use physical
devices

14.  Available on iOS, Android and Windows
Phone
 Uses device signals
 Flow Buttons
 Approval Center
CREATE AND EDIT MICROSOFT FLOW FROM MOBILE

15. MICROSOFT FLOW – BUTTONS
Create a
button
Run it from
everywhere
(web/mobile)
Widgets on
iOS &
Android

16. SUPPORTED PLATFORMS
WEB
• Microsoft Edge and the current versions
of Chrome and Safari.
1
MOBILE
• Android, iOS or Windows Phone
2

17. MANAGING & ADMINISTERING MICROSOFT FLOW

18. MANAGE YOUR FLOWS

19. SHARING & COLLABORATION
• Many author can edit a flow, not just a single owner
• If the Original author leaves the company the flow continues to function
Co-Authoring
• Create Flows and make it available to everyone in your organization
Publish to Appsource
• Develop and co-author on flows right from the Microsoft flow mobile app
Creation from Mobile

20. RUN DURATION & RETENTION
NAME LIMIT NOTES
Approval Timeout 30 days Includes workflows with pending steps like approvals.
After 30 days the pending steps will Time Out.
Storage retention(Workflow
History)
30 days This is from the run start time.
Min recurrence interval 1 minute
Max recurrence interval 500 days

21. ADMINISTRATION
Data Loss Prevention
Regional data storage
Separation of environments
Overview of all Flows per environment
KEEPING FLOW
SECURE

22. FLOW GOVERNANCE

23. DEMO

24. SCENARIOS
Flow Integration
with SharePoint.
Lets see how
PowerApps and
Microsoft Flow
Work together
01
Capturing
Microsoft Form
Surveys using
Microsoft Flow and
Power BI
02
Integrate Microsoft
Planner with
Outlook Tasks
03
Microsoft Flow
Integration with
Microsoft Teams
04
Optimize your day
to day work using
the rich capabilities
of Microsoft Flow
Buttons
05

25. SCENARIO 1: FLOW INTEGRATION WITH SHAREPOINT
 We will create a flow that drives the process of approving leave requests.
 Integrated with SharePoint ,So its easy to create a flow directly from a list
 Flow will be triggered when a item is added in list
 The Flow sends an email to the Manager who approves or rejects the directly
in email
 Then flow sends an approval or rejection email to the requestor and updates
our SharePoint lists appropriately.

26. SCENARIO 2: CAPTURING MICROSOFT FORM SURVEYS
 First we will create a Survey Form to capture user responses
 Trigger a flow to move all the responses into SharePoint List for recordkeeping
 Once in SharePoint, you can work with the information
 Then I'll build a dashboard on the Power BI service to reflect responses, as well as create some sentiment
analysis

27. SCENARIO 3: INTEGRATE PLANNER WITH OUTLOOK TASKS
 When an email is flagged from Outlook, a task will be created in Planner and similarly an event will be
created for the task in users calendar.
 Microsoft Planner is the easy to go task management tool for users and can integrate it with Outlook for
easy task creation.

28. SCENARIO 4: MICROSOFT FLOW INTEGRATION WITH TEAMS
 Whenever new announcement published on your corporate SharePoint Intranet , Post message on your
Microsoft Teams Channel

29. SCENARIO 5: OPTIMIZE YOUR DAY TO DAY WORK USING THE RICH
CAPABILITIES OF MICROSOFT FLOW BUTTONS
 Use Flow buttons to work Smarter and Faster
 Single tap helps to kick off the flow
 Tap the button to get
Weather Forecast
Current Location Details
Capture image and store into OneDrive for Business
Remind me every 5 min

30. DIFFERENCE BETWEEN SHAREPOINT DESIGNER & FLOW
SharePoint Designer Microsoft Flow
Enterprise focused solutions Focused on individual
Development / Administration knowledge is required Development / Administration knowledge required is very
minimal
Works within SharePoint framework Integrates with multiple business Apps
Editable using SharePoint Designer Editable using Browser/Mobile App

31. USING FLOWS IN POWERAPPS

32. PROS AND CONS
PROS
• Cross Site Workflows
• Cross application workflows
• Rich UI
• Approval Buttons
• Recurrence
• User Profile Lookup
• Templates
CONS
• Everything you create is user specific
• Not possible to start a second Flow as an action of your primary Flow
• Reorder steps
• Formulating your conditions are greatly reduced

33. LICENSING & ROADMAP

34. HOW MUCH DOES MICROSOFT FLOW COST
 Buy a product and pay a set amount every month.

35. Anyone can sign up for free
with their personal, work or
school email
Included for free with most*
Office 365 and Dynamics
365 application SKUs
Can be purchased by an individual or an admin
90 free trial available
Also included with Dynamics 365 Plans 1 and 2 and
PowerApps Plans 1 and 2
Maximum Flow
Frequency -15 min
Maximum Flow
Frequency- 5
min
Maximum Flow
Frequency-3 min
Maximum Flow
Frequency- 1 min
HOW TO GET FLOW?

36. LICENSING
Dynamics 365 plans includes Microsoft Flow
• These Dynamics 365 applications include 'Microsoft
Flow for Dynamics 365' plan:
• Dynamics 365 Enterprise Sales
• Dynamics 365 Enterprise Field Service
• Dynamics 365 Enterprise Marketing
• Dynamics 365 Enterprise Customer Service
• Dynamics 365 Enterprise Project Service Automation
• Dynamics 365 Enterprise Operations
• Dynamics 365 Business Edition Financials
• These Dynamics 365 plans include 'Microsoft Flow Plan
2':
• Dynamics 365 Enterprise, Plan 2
• Dynamics 365 Enterprise, Plan 1
• Dynamics 365 Business Edition Plan
• Flow for Dynamics 365 is also included in existing CRM
Online Enterprise, Professional, Basic, and Essential
subscriptions.
Office 365 plans includes Microsoft Flow
These Office 365 plans include 'Microsoft Flow for Office
365' plan:
• Office 365 Business Essentials
• Office 365 Business Premium
• Office 365 Education
• Office 365 Education Plus
• Office 365 Enterprise E1 *
• Office 365 Enterprise E3 *
• Office 365 Enterprise E5
• Office 365 Enterprise E2 includes the same capabilities
as Office 365 Enterprise E1, and Office 365 Enterprise
E4 includes the same capabilities as Office 365
Enterprise E3.
• Office 365 Enterprise F1 includes the same capabilities
as Flow Free, but an SLA is available and the number of
flow runs is aggregated across all users in the
company.

37. MICROSOFT FLOW ROADMAP
HTML rich text editor
Guides for debugging actions and conditions
Government and sovereign clouds deployment
ALM – Sandbox environments
ALM – Move or copy across environments
Leverage device signals (e.g. Location)
AppSource integration
Azure functions integration
Calendar 2018

38. CONCLUSION
 Microsoft Flow automates business processes and this is the underlying message coming from Microsoft:
“Microsoft Flow is the successor to SharePoint Designer for many common business scenarios such as
approvals, document review, and onboarding/offboarding.
It will be the default tool for building business automation in SharePoint moving forward.”
 Microsoft Flow will also be available in SharePoint Server 2019

39. RESOURCES
Microsoft Flow Community
 This is a community where you can share and vote for ideas, search in the knowledge base and track
community blogs.
Microsoft Flow Blog
 The Microsoft Flow team shares their updates here.
Microsoft Flow Templates
 To get started, you can use these templates.
Limits and Configuration in Microsoft Flow
 Contains information about the current limits and configuration details for flows.

40. Thank you for your time