Improve your productivity with Microsoft Fow - Power to the people
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This document discusses Microsoft Flow and how it can be used to boost productivity. It provides an overview of creating and managing flows in Flow, using templates, and approval escalation workflows. The document also covers limitations, how Flow can interact with on-premises data using the data gateway, extensibility options, pricing plans, and the roadmap for future enhancements. Key highlights include expanded SharePoint integration, improved approvals functionality, and leveraging other Microsoft services like PowerApps and Power BI.
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Improve your productivity with Microsoft Fow - Power to the people
- 2. Boost your productivity with Microsoft Flow – Power to the People Serge Luca ShareQL, Belgium Add Speaker Photo here
- 3. Serge Luca 11 x SharePoint MVP, Brussels SharePoint since 2002 Architect (Admin, Dev, governance) Managing partner of www.shareql.com Worked for the MS workflow team Blog: http://sergeluca.wordpress.com/ sergeluca@shareql.com @sergeluca
- 4. Agenda
- 5. Environment + Data Loss prevention Creating Flows Introduction : the concept Flows and on premises Extensibility : communication with the outside world Price & roadmap Conclusions
- 6. The context
- 7. Personal productivity Collaboration : Approval & Review,… Quickly create (0 code) Business Processes apps “Citizen development” 3 main benefits :
- 8. The context : business Apps Empower power users Connect data across apps More efficient developers App Services Service Fabric Azure Functions … Logic Apps API Management BizTalk … SQL Server BI Data analytics Internet of Things (IoT) … Build modern business app fast
- 10. Creating and managing Flows Microsoft Account (free) or Office 365 or Dynamics 365 or Flow (paid) or PowerApps (or free new PowerApps Community Plan) Flow.microsoft.com Powerapps.microsoft.com A modern SharePoint Online list Mobile app (iOS-Android-Windows Mobile)
- 11. Flow templates
- 13. Approval escalation in Flow
- 14. Approval problems… • What do we do if the item (to be approved) is deleted ? • No approval reassignment(->roadmap) • Limitation of Flow : • flow duration = max 30 days • Approval duration = max 30 days ->What if Approval 1 = 20 days & Approval 2 = 15 days ? • However (great) Approval history is perpetual
- 15. Limitations • 250 actions/flow ->create nested flows • SharePoint • Limitation when more than 5000 items in a SharePoint list? • The flow cannot run with the security context of the user ->roadmap • No OOB site level actions ->roadmap • Cannot OOB change item security ->roadmap • No multiple value ->soon • No taxonomy (write)->soon • No content publishing ->soon • Lookup field pointing to another web ?
- 16. Limitations • No out of the box send for review ->soon • No custom input forms for approvers->roadmap • Flow duration : 30 days ; loops : max 5000 iteration->???
- 17. Microsoft Flows and On Premises
- 18. Flow and data on premises • Install the « on Premises data gateway » (shared between PowerBI, PowerApps and Azure Logic Apps) Not just databases, but also Powershell scripts, files and (recently) : REST API web services
- 19. demo FLOW & DATA ON PREM
- 20. Environments
- 21. Environments & compliance • Isolated spaces where Flows/Data are running/stored – Ex HR, Marketing, Operations, Legal, DEV, TEST, UAT, PROD… • Different rules (DLP) – Ex marketing can use twitter, Legal and Production cannot • Different regions if needed [Plan 2 for creating Env]
- 22. ENVIRONMENTSDEV MARKETING TEST MARKETING UAT MARKETING PROD MARKETING DEV OPERATIONS US TEST OPERATIONS US UAT OPERATIONS US PROD OPERATIONS US US DLP DEV OPERATIONS EUROPE TEST OPERATIONS EUROPE UAT OPERATIONS EUROPE PROD OPERATIONS EUROPE E U DLP
- 23. Attention • We can export-import Flows from Env1 to Env2 • We have to recreate the connections (fixed in roadmap) • SharePoint lists based on GUID (! From SharePoint test site to SharePoint prod site !) • On premise data gateway : • Gateways only in the default environment
- 25. Extensibility & Communication with the outside world
- 26. Action Request Action Http Custom Connector (REST API described in a Swagger/Open API ) PowerApps calls Flow A custom app calls Flow (« Flow as a service ») PowerBI calls Flow (Data Alerts) Flow calls the outside world
- 27. PowerBI & Flow FLOW DATA ALERTS DATA SOURCES POWER BI SCHEDULED REFRESH STREAMING DATA LIVE
- 31. SharePoint Designer Flow Multiple connections to >150 data sources SQL, SP, ODBC & WSDL only ALWAYS Out of box templates <5 100s Workflow & approval history <365 days Perpetual Approvals over mobile + mobile notifications NEVER iOS, Android, Windows Phone + in Outlook. History coming imminently. Loops, Do Until, Switch-case, parallels, variables Yes Yes On-premises support Native Gateway support Extended field types (people, choice, MMS, lookup) Yes People, choice, lookup – Yes new, MMS – coming soon Send email as user or system System only Yes Attachments Yes Yes new
- 32. SharePoint Designer Flow Out-of-box send for review Limited Q4CY2017 Reassignment of approvals Yes Q4CY2017 Approval reminders Yes Q4CY2017 Custom input forms for approvers Yes Q4CY2017 Document library CI-CO, approve Yes Future Approver impersonation Via permission elevation Future Site level actions Yes Future Set permissions on an item Yes Future
- 33. Microsoft Flow roadmap - highlights H2 Calendar 2017 Calendar 2018 oExport/import app packages across envs oSPO – “In-the-box” review flows oSPO – use flow for Content Publishing approvals oSPO – people, choice, attachment and multi-values oIn-context in Dynamics 365 oEmbedded Power BI analytics oOffice 365 audit logs oSupport for GDPR compliance oUK deployment oHTML rich text editor oGuides for debugging actions and conditions oGovernment and sovereign clouds deployment oALM – Sandbox environments oALM – Move or copy across environments oLeverage device signals (e.g. Location) oAppSource integration oAzure functions integration
- 34. Conclusions
- 35. Positive • Easy tool • Not just SharePoint (it replaces SPD) • Connections to hundreds of services • Including on prem! • SharePoint Integration is getting better • PowerApps, PowerBI integration • Team Flow is very proactive & delivers
- 36. Negative • Young, unknown reliability • No state machines (but we have loops and tests) • Collect feedback weak • SharePoint integration still weak • Flow duration : 30 days, Approval : 30 days • Weak for long business processes
- 37. Advices • Keep your forms as simple as possible • Manage the business logic in the workflow • Use environments • Define system accounts for your connections • Limitations • Learn the Logic Apps Workflow Definition Language (WDL) – Read my blog post https://sergeluca.wordpress.com/2017/04/26/using-the-azure- logic-apps-workflow-definition-language-in-microsoft-flow- part-1/
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- Jusqu’ici: 7 min Duréee 8-10 min Demo scan Ondrive If doesn’t work set filepath is the content parameter (send mail) https://shareql.sharepoint.com/demosharepoint/nintext/ Show how to login App launcher ? SharePoint list online Show services https://flow.microsoft.com/en-us/services/ ( > 60 services) Show templates Type « SharePoint » to see sharepoint actions and « Office 365 » Triggers ( show triggers) Triggers in SharePoint Show flow « ShareQL expense » When a new item is created in expenses, ask my manager approve it if it is > 500 euros
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- Jusqu’ici: 7 min Duréee 8-10 min Demo scan Ondrive If doesn’t work set filepath is the content parameter (send mail) https://shareql.sharepoint.com/demosharepoint/nintext/ Show how to login App launcher ? SharePoint list online Show services https://flow.microsoft.com/en-us/services/ ( > 60 services) Show templates Type « SharePoint » to see sharepoint actions and « Office 365 » Triggers ( show triggers) Triggers in SharePoint Show flow « ShareQL expense » When a new item is created in expenses, ask my manager approve it if it is > 500 euros
- Jusqu’ici: 7 min Duréee 8-10 min Demo scan Ondrive If doesn’t work set filepath is the content parameter (send mail) https://shareql.sharepoint.com/demosharepoint/nintext/ Show how to login App launcher ? SharePoint list online Show services https://flow.microsoft.com/en-us/services/ ( > 60 services) Show templates Type « SharePoint » to see sharepoint actions and « Office 365 » Triggers ( show triggers) Triggers in SharePoint Show flow « ShareQL expense » When a new item is created in expenses, ask my manager approve it if it is > 500 euros