Power Automate: Start a Flow from a column change

Ben Prins SharePoint

With Microsoft Power Automate we can now create flows that start based on specific columns being updated in SharePoint!  This is a feature I have been waiting on for years! The action is called Get changes for an item or a file. The action returns a boolean for each field, whether it was just changed or not. Based on this boolean you know if a field was changed.

Creating the flow

  • Create a SharePoint list, I created the following project list.
  • Enable versioning on the list.
  • Create a flow and use the trigger When an item or a file is modified.
  • Select your site and list.
  • Add the action Get changes for an item or a file (properties only).
  • Fill in the site address, library name and the ID of the item that was triggered.
  • The field Since is used to get the changes we need to make a comparison. If you use 1.0 you will compare the current item version with version 1.0. But we want the latest changes so we use the following expression.
sub(int(triggerOutputs()?['body/{VersionNumber}']),1)
  • I want to send an email when the end date of a project changes.
  • Add the action Conditions to check if the end date was changed.
  • Add the dynamic content Has Column Changed: End date.
    This returns a boolean value.
  • Put the required actions in the If yes section after the condition.
    In my example I am sending an email.
  • Add the action Send an email (V2) and fill in as follows.

Office 365: What’s new?

Ben Prins SharePoint

The updates for Office 365 keep coming and coming, Microsoft is not sitting still! I am very excited for the following new features. Note that some of these features are already live, being rolled out or still being developed.

Teams: New meeting experience

With the latest Teams update you can turn on the new meeting experience. Meetings and calls will than open in separate windows. Giving you the option to drag a meeting to a different screen and keep working with Teams on your second screen.

The meeting controls are moved to the top of the meeting screen and are always showing, always out of the way of the shared content and video.

The Large gallery view lets you see up to 49 video streams at once. This only works with 10 or more attendees who are sharing video.

I also want to highlight an older feature that most people don’t know about. That is the ability to zoom in on the shared content. Unable to read what the presenter is showing? Zoom into the content by pressing the Control-key and spinning the mouse scroll wheel.

With Contextual Search in Microsoft Teams you can find information very faster. You can search for content in a specific channel or chat by pressing CTRL + F. Search results will only contain messages and files found in the selected chat or channel!

Yammer: New experience is available worldwide

The new experience for Yammer is available worldwide! In my other blog post you can read about the new features.

Search: New user experience

Microsoft gave a preview of the new search user experience. We will be able to create our own vertical (similar to scopes) and filters. The verticals are in preview, so you might be able to use them already.

Power Automate: Creating and updating a document set in SharePoint

Ben Prins SharePoint

Many colleagues have asked me how to create or update document sets with Power Automate. I had never done this before so I told them to use a web service. From now on, I can point them to this blog post. The flow is created with the help of my colleague Jasper Voskuilen, because this web service is a bit more complicated to setup.

Creating the flow

  • Open Power Automate and create a new flow (automation).
  • I created a flow with the trigger, for a selected item.
  • In my situation I get all items from a list and then create a document set for each result.
  • Create the following variables with the related values.
  • This will make the flow more dynamic for later changes.
  • SiteURL as a string, fill in the Site URL.
  • ContentType as a string, fill in the content type id.
  • URLLibrary as a string, fill in the library name part of the ULR.
    For this example it is: Library
https://domein.sharepoint.com/sites/ExampleSite/Library/Forms/allitems.aspx
  • TitleLibrary as a string, fill in the title (name) of the library.
  • WebServiceURLBibliotheek as a string, fill in the Library URL used by the web service.
  • You can find the web service url by using the following URL
https://domein.sharepoint.com/sites/ExampleSite/_vti_bin/listdata.svc/
  • Add the action Send an HTTP request to SharePoint
  • Use the varibles to configure the web service.
  • The name of the document set needs to be unique. I used a value from my list item, your situation might be different.
  • If required you can update the newly created document set.
  • Add the action Parse JSON and parse the Body of the Create Document set HTTP request.
  • Add the action Send an HTTP request to SharePoint
  • Use the variables to configure the web service.
  • The properties you need to set might be different than mine. I used values from my list item but your situation might be different.

Office 365: New Features

Ben Prins SharePoint

Microsoft is working hard to update Office 365 by adding new features and improving the overall user experience. I am very excited for the following new features. Note that some of these features are already live, being rolled out or still being developed.

Teams

The number of participants who can be viewed simultaneously in a meeting is now nine. This is a great update; this will help the meetings to go smoother.

You can now raise a hand in teams. By virtual raising your hand, you can signal to the speaker or organizer that you want to speak.

  • During a Teams meeting go to the options bar.
  • Click on the hand icon.

In Teams you can now instantly pop out your chat into a separate window! But thats not all you can also, resize, reposition, or close the window as you wish. You can pop out multiple conversations at the same time.

  • Click on the pop out icon to pop out the chat.
Pop out chat button screenshot

Modern Lists

Modern Lists has been announced, at this moment it is unknown when it will be released. With Modern Lists the platform will reach a new level of flexibility and maturity, the possibilities seem endless.

Yammer

The new Yammer is in public preview and it looks great. I listed a few of my favorites below. You can find all the details in the Microsoft announcement.

  • You can now pin your favorite communities (formerly known as groups) to the navigation for quick access.
  • The integration with Outlook, Teams and SharePoint has been update and works smoother.
  • You can brand Yammer with your company logo!
  • Posts can now be reported to make it easier to moderate your communities.
  • You can now search and filter easier.

Sensitivity labels for SharePoint and OneDrive

Sensitivity labels from the Microsoft Information Protection framework let you classify and protect your organization’s data, while making sure that user productivity and their ability to collaborate is not hindered. When the sensitivity label are created and associate protection policies like encryption and visual marking, then your end users simply label their important documents and emails. You can find all the details in the Microsoft announcement.

SharePoint Term Store

The SharePoint Term Store is being updated and one of the changes is now visible. The user interface has been modified to look cleaner and is easier to use. When you want to create more terms you will need to switch to the classical view. You can do this by clicking on the link called Return to classic.

Teams: Tips and tricks

Ben Prins SharePoint

With so many people working from home the need to stay connected is stronger than ever. Meeting online is a bit different, but with a few tips and tricks you will almost forget that you are not in the same room.

Be inclusive and use your video

Turn on your camera if your internet connection allows it. Now people can not only hear you but also see your facial expressions.

  • You can turn on/off your video before you join a meeting.
  • Click on the slider next to the video icon.
  • You can also turn on/off the video during a meeting.
  • Click on the video button.

Blur your background

In formal meetings the general advice is to blur your background. This will create a more official setting. For informal meetings this is less important and it might even stir up interesting conversation or create a more relax atmosphere.

  • Just before you join a meeting, you can activate the blur option.
  • Turn on the blur option and select a background.
  • You can also activate the blur function during a meeting.
  • Click on the …
  • Then on Show background effects (blur).

Custom blurred backgrounds

It is possible to add your own backgrounds. Simply open the setting Show background effects and upload an image.

Mute your microphone

Mute your microphone when you are joining a larger meeting. Only activate you microphonewhen you want to speak. This way there will be less ambient noise and the meeting will proceede more fluid.

  • You can mute/unmute your microphone before you join a meeting.
  • Click on the slider next to the microphone icon.
  • You can also mute/unmute your microphone during a meeting.
  • Click on the microphone icon.

Sharing content

With teams you can share content from your computer. There are many options for sharing content. You can share the whole desktop or a specific window. My advice is to close all windows that you don’t want to share and then share the whole desktop. In most meetings you want to share multiple things and switching between sharing option generates unnecessary disturbances.

Teams across Mobile platforms

Teams is available on multiple mobile platforms. You can access your files and meetings any ware anytime. This means that you can also join a meeting while sitting in the garden or on the couch.

Flow: Button to launch a Flow/Automate from a view

Ben Prins SharePoint

You can use column formatting (JSON) to create buttons that start a Flow on the corresponding list item in SharePoint. The button will be shown in the view for easy and fast access. After clicking the button the Flow Launch Panel will be displayed and you can start the Flow. This button is faster then clicking on the … then Flows followed by clicking the correct Flow.

Creating the button

  • Open the settings of the document library.
  • Create a new single line of text column with the name Start a Automate.
  • Go to a view where the new column is visible.
  • Open the menu of the column, click on Columns settings followed by Format this column.
  • If required click on the advanced mode option.
  • Copy and change the code below.
  • Change the txtContent to the name that needs to displayed as the value of the column. Currently it is Start the Automate.
  • Change the actionParams id to the Power Automate ID, see the steps below.
{
  "$schema": "https://developer.microsoft.com/json-schemas/sp/v2/column-formatting.schema.json",
  "elmType": "button",
  "customRowAction": {
    "action": "executeFlow",
    "actionParams": "{\"id\": \"788b1689-e999-99d9-9f37-fc539d5ba36b\"}"
  },
  "attributes": {
    "class": "ms-fontColor-themePrimary ms-fontColor-themeDarker--hover"
  },
  "style": {
    "border": "none",
    "background-color": "transparent",
    "cursor": "pointer"
  },
  "children": [
    {
      "elmType": "span",
      "attributes": {
        "iconName": "Flow"
      },
      "style": {
        "padding-right": "6px"
      }
    },
    {
      "elmType": "span",
      "txtContent": "Start the Automate"
    }
  ]
}
  • Add the JSON code and save the changes.
  • The button can only start Power Automate from the default environment.

Finding the Automate ID

  • Open Power Automate.
  • Click on the name of the Automate.
  • In the ID is located in the URL after shared.
  • For the following Flow URL the ID is 788b1689-e999-99d9-9f37-fc539d5ba36b
  • The button can only start Automates form the default environment.
https://emea.flow.microsoft.com/manage/environments/Default-40ce6286-0e4a-4500-8bb1-bf46447c5f7f/flows/shared/788b1689-e999-99d9-9f37-fc539d5ba36b/details