Say goodbye to nested if/then statements in Flow taking up fourteen monitor widths. Flow now supports nested if/then statements all in a single, vertical step. For example, the following requires that WeekDayNum is not 0 or 7 AND requires that either Bob or Nate created the item. And I didn’t have to scroll horizontally at all to see it!
The next time you use a condition control, enjoy rethinking how you might structure your various requirements for conditions to be met.
To get started, just add a condition control as you normally would:
Have a holiday party coming up? Staff meeting you want to spice up? Send a form out to attendees in advance to collect adjectives, nouns and verbs and showcase your favorite completed libs at your meeting. Or just do it for fun – because work should be fun. Go ahead and try my test version to see for yourself!
Make your own (short version)
Create a form at forms.office.com with questions for adjectives, nouns, etc. Be sure to collect email addresses as well so you can send participants the completed mad lib. You can use my template
Now select your existing connections for Forms and Outlook.
If you don’t already have an Outlook and/or Forms connection, you’ll need to click “Create new” and add them, then come back to connect them in the previous step. You can also modify the Flow to use Gmail or HTML emails instead. If you use HTML emails, however, they’re more likely to go to spam or be blocked since they come from a well-known “marketing” address rather than an individual (yourself).
Once you’ve set your connections, click “Import” (you should no longer see red x’s next to the connections under “Related resources”)
Once imported, click “Open flow”
Check every step, especially the “Forms” step to set the correct Form connection, and correct other fields like “email body” variables as needed.
Note: My Flow template has multiple mad lib options. If you just have one, you don’t need the “switch” at all (which is really just a conditional statement).
When finished, click “Save” in the upper right, go to your flows and make sure it’s “On”.
Finally, copy the “Share” URL from your form and send it to people to complete! Have fun!
Sometimes you need the number of items in a list or library for reporting, notifications, or just curiosity. The following details three methods you can use to get the count of items for different purposes.
Use Microsoft Flow to get the number of items and use in various ways
Add “count” to the top of a classic view SharePoint list for all to see
Quickly find “count” just for your information in site contents or list settings
Perhaps one of the most useful automated processes out there is the ability to do approval processes. We fortunately have two tools on-prem or online that allows us to perform this action. Microsoft Flow offers some incredible connectivity between services (like approve a Tweet and post it, approve something from Google Docs and have it moved to SharePoint, etc.), but the approval process itself is very simple at this point and doesn’t offer some of the more robust features and customization options we get in SharePoint Designer 2013 approval processes.
I also will use both tools in the same business process occasionally, because they both have unique strengths.
But which do you use for approvals?
The quick answer to the question is: Use Flow for simple approvals, or approvals that involve multiple sites or external services. Use SPD for more complicated processes and customization options for approvals that involve a single site.
It’s well-known that SharePoint calculated columns don’t permit [Today] to be used as a formula for a calculated date column. And the “default to today’s date” setting only works upon creation, and doesn’t update daily. But we can create a standard date column and have Microsoft Flow automatically update it daily for us, therefore allowing us to effortlessly perform calculations against today’s date such as:
Years of Service =(TodayDate-StartDate)/365
Days Past Due =(TodayDate-DueDate)
Weeks until summer break =(SummerStart-TodayDate)/7
Here’s how to create your own, always accurate/updated, today column (see bottom of post for video):
Automatically create and send reports, files and lists on a regular schedule using Microsoft Flow’s recurrence trigger. Whether hourly, daily, weekly or monthly you can deliver the most current and relevant data from SharePoint or OneDrive to interested parties via email without lifting a finger. Combine this with calculated columns in SharePoint and conditions for some awesome possibilities:
Report costs or expenditures above a certain amount
Current month’s birthdays and/or workiversaries to your secretary
Send expenses per department or individual to that department or individual
Budget and salary or payroll figures weekly
Notify when an open ticket is idle for a week or incomplete
Upcoming events per location
Share evaluation status with supervisors for just their employees
Recently closed deals and contracts
Survey responses or reviews under 3 stars
Upcoming deadlines per department
Client info and updates to proper salespeople based on location or product
Distribute new hires’ contact/location info to the organization in weekly batches
Microsoft Flow mobile buttons are magical. One touch on your mobile device, and gears start turning to retrieve and deliver the data you need when and how you need it. Recently, I set out to deliver all Microsoft Forms responses to a recipient on-demand as an excel file using a Microsoft Flow mobile button they could press whenever they wanted the results. I also created a button someone could use to be sent all the birthdays coming up in the next week for our organization whenever they need it. You can adjust the following steps to fit your situation and tools, but the following outlines two ideas:
Sending someone all responses to a Microsoft Forms survey whenever they press the button (Take a snapshot in time of responses, or pull up-to-the-minute feedback into your meeting)
Sending someone SharePoint list items in an excel sheet that match a certain criteria (Projects ending in the next two weeks)
Edited Dec 10, 2018 to include “for a selected item” function in modern sites.
Can you convert SharePoint documents to PDF without leaving SharePoint? Heck, yeah!
Basically we’ll create this flow:
“When a file is created or modified” in SP -OR- “For a selected item”
Create document in OneDrive for Business -OR- OneDrive
Convert document (OneDrive action in Flow)
Create document in SP
It’s a bit of a hack but we get exactly the result often requested: convert SharePoint docs to PDF automatically. Here’s how to set this up. A video walkthrough using the “created/modified” trigger is available at the bottom of this post.