SharePoint Gateway: PowerApps and Flow

Daniel Christian Tue, 12/05/2017 - 15:22

 

Description

Microsoft recently released the On-Premises gateway which will connect with your SharePoint 2013 and 2016 on-premises environment. This article walks you how to install, configure and test the new On-Premises gateway with a SharePoint environment. In this example a SharePoint 2016 on-premises environment is used, however, the same can be done with 2013 as well.

Requirements

  1. Access to download and install the On-Premises data gateway on a server.
  2. Access to a SharePoint 2013 or 2016 environment. 
  3. Already have a subscription set up with PowerApps and Flow.

Installation

Here is the link to the website where you can download the On-Premises Data Gateway. Below is a screenshot of where you can download.

On-Premises Data Gateway

Below is a screenshot of the EXE file once it is downloaded onto your machine.

Gateway Install

On premises data gateway installation

The installation is very straightforward. Below are some screenshots to show you what you should expect

On premises data gateway installation2

On premises data gateway installation3

On premises data gateway installation4

Once the On-Premises data gateway installation has completed successfully you will also see the new service running on your server. Below is a screenshot.

On-Premises Data Gateway Service

In addition, if you left the default settings as it is then you will see the folder created in your C:\Program Files.

On-Premises Data Gateway File Folder

Access the new 'On-premises data gateway' application that is installed on your machine. Below is a screenshot

SharePoint Apps

You will be prompted for an email address and password. This is the account that has PowerApps and Flow subscription.

Microsoft Azure

Add a gateway name and a recovery key. As stated below, you need to keep a record of your key.

New On-premises data gateway

Once the connection is successful you will receive a message saying the gateway is ready. Below is a screenshot.

Your On-premises gateway is ready

To confirm, log into PowerApps, in Manage click on Gateways. You should see your new gateway list there.

Powerapps gateways

Click on that gateway name and confirm the connection is successful.

test-gateway

test users

test connections

The following video gives you a brief overview of the installation and configuration that was described above.

Video

 

Testing

For testing purposes, a TestFlow list has been created on the on-premises site. This list contains the following columns:

test columns

Using Flow, three workflows are going to be is created. Depending on which OS is selected the relative email is sent and a post is made on the relative group on a Yammer network.

In the top search bar type in SharePoint

sharepoint search bar

Then select the following template. We are going to modify this template since we want to send out an email notification as well.

yammer

There are already three connections available here, however, we want to change the SharePoint connection to my on-premises environment. Hence click on 'Switch account' and select Add new connection.

Office 365 Templates

Add new connection

You will now see a new option to select the on-premises data gateway. Go ahead and check the box.

connection via on-premise gateway SharePoint

You will now be presented with more fields. 1st select the gateway name which you created ion your on-premises environment. In our case, we called it 'Test-8162016-4'

connect via on-premise gateway

Leave the authentication type as Windows. Then add your username and password. Below is what the fields look like.

SharePoint Login

Once you click on Sign in, another dialogue box will appear as show below.

sign in to sharepoint account

In this scenario, we are going to simply click on the existing account which is already signed in. If the username and password are correct you will now be presented with the same window but with the Continue button at the bottom.

SharePoint Template

Building the workflow

First, add a Flow name

SharePoint flow name

Here is the condition

SharePoint New Site

OS Value

If the above condition is met then there are two actions. One is to post a message on the Windows 7 group and second is to send an email.

Yammer Post Message

Two other workflows are built similarly but for Windows 8 and Windows 10. Below is a screenshot of all the three workflows.

Send test email yammer

Yammer Conversations

Video

Here is a video which walks you through how the Flow was made and also provides a demo.Things you need to know.

 

#1

The status of the workflows is not available for viewing on your on-premises SharePoint list. You can have a Flow workflow built but its activity cannot be viewed in the lists' workflows as shown below.

Advanced Workflows

The activity of Flow workflows is available for viewing on the Flow website's Activity page.

Flow website activity page

Here you can find detailed information such as the Status i.e. if it was successful or failed, the start time, duration. You can also view each workflow and get a visual display of which conditions were met and which actions were run.

Flow runs for Add SP new item

SP workflow as tweet

#2

 It is not a requirement for your on-premises SharePoint farms to have external or public internet access. In this scenario the SharePoint on-premises environment did have internet access, however, it was accessible only via the internal network. The gateway connection to the PowerApps and Flow was successfully using the on-premises gateway connection.

#3

You have the option to delete existing connections that you have created. You can also edit an existing connection and change the name. If you do not change the name the default is the account name that you used and hence you will start seeing what appears to look like duplications but in fact, they are not.

SharePoint Connections

SharePoint Gateway

#4

Currently, there is no option to delete existing gateways. 

Manage Gateways SharePoint

Helpful links

 

About the Author

Daniel Christian Picture Daniel Christian | SharePoint MVP

@dchristian19

Daniel Christian has over 11 years of SharePoint experience starting with SharePoint Portal 2003. His area of expertise includes SharePoint On-Premises architecture, maintenance, and administration, SharePoint Online administration. He is a big fan of building little to no-code solutions and reporting. Currently, he is focused on PowerApps and its integration using Gateway with SharePoint Server 2013 and 2016.

Daniel is now an official blog writer of the PowerApps forum. His primary focus is writing detailed blogs to build SharePoint solutions using PowerApps. In addition, he has written over 30 Microsoft TechNet Wiki articles which include SharePoint Server, Project Server, SQL BI, Access Apps and Visio.