SharePoint: How to use Flow template

Daniel ChristianFri, 12/08/2017 - 13:55

Introduction

This article walks you through the steps on how to use a Flow template built by Daniel Christian. The Flow template is created such that when a SharePoint item is created, the flow will send out an email notification, post a Facebook comment, post a twitter and finally post on a Yammer network. You can use either a SharePoint Online or a SharePoint on-premises environment. 

Requirements

  1. A SharePoint Online or On-Premises environment to create a list. On-Premises environments will need a gateway connection installed and configured. For more information you can read my article on 'PowerApps and Flow with SharePoint On-Premises'
  2. A PowerApps subscription. For more information you can view the existing PowerApps plans available. (See https://powerapps.microsoft.com/en-us/pricing/ )

SharePoint

In this article, a SharePoint Server 2016's site is used. Below are screenshots of the list and its columns. 

All the columns of the 'My flow template' list.

flow templates sharepoint

The choices of the Device column:

flow columns sharepoint

The choices of the OS column:

OS Columns SharePoint

The choices of the Owner column:

powerapps sharepoint

Connections power appsOwner Column SharePoint

Click on New connection.

connections sharepoint

We will need the following 6 connections. Below is a screenshot.

  1. Office 365 Users
  2. Office 365 Outlook
  3. SharePoint On-Premises (or Online)
  4. Facebook
  5. Twitter
  6. Yammer

sharepoint connections

Flow

You can access the Flow site by click on Flows as shown below on the PowerApps site or you can go tohttps://flow.microsoft.com.

flows sharepoint

In the Flow site, click on the user tab that shows up on the top-right of the page and select your environment. The environment here needs to match the same environment you used to create the gateways.

sharepoint environments

Click on create from template as shown below.

my flows

In the search box type in 'SharePoint'.

SharePoint Search

Then scroll and select 'Send email, post on Yammer, Twitter and Facebook for new SharePoint item' by Daniel Christian.

Send Yammer

Next, click on 'Use this template'.

send yammer email

In the next screen you will be given the option to select your SharePoint Online or SharePoint On-Premises site. Then click continue.

SharePoint on-premises site

The Flow logic

Below is the flow logic. The first image shows the actions performed by flow when a new item is created on a SharePoint list. The second image shows the logic for the Yammer action.

on-premises live demo

another one

Video demo

The following video will walk you throw the steps of building and testing this flow.

Conclusion

Special thanks to the Microsoft Flow team for adding my flow as a template. Flow is a powerful tool which can be used to automate several processes making several online and on-premises connections. Just remember to choose your environment carefully since it dictates which connections are going to be available.

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.