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Intro to conditional formatting & rules/validation when customizing SharePoint new item forms with PowerApps in Office 365

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This post will introduce you to some basic conditional formatting, rules & validation ideas you can implement today in your customized SharePoint forms using PowerApps. And don’t worry – if you start making changes to your form and don’t want to keep them, you can easily switch back to the original SharePoint form.

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How to make a Microsoft Flow mobile button to be emailed Microsoft Forms or SharePoint data as Excel link or attachment

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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)

Convert Time Zones in Power BI using DAX

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Even if your SharePoint site’s regional settings are correct (or whichever data source you’re pulling from), Power BI could convert it to the wrong time zone upon import. It’s a quick fix, luckily. Instead of using your “modified,” “created” or other date field in your report, we’ll create a new calculated column in Power BI to use with an accurate time zone.

OneDrive and SharePoint sync issue: “You now have two copies of a file; we couldn’t merge the changes in [filename]” appended with computer name

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If you’ve seen a similar notification, I empathize with your pain. I don’t know that there is one solution to this problem, either, so I’m going to share a number of them we’ve used and hope that one (or all) of them will help you.

Basically a file is added through file explorer (a cloud library in OneDrive or SharePoint being synced locally to your computer) but then after a moment a notification appears which says “You now have two copies of a file; we couldn’t merge the changes in [filename]” and then the filename is appended with your computer name again and again until eventually the filename is too long and is harder to delete. Let’s not get to that point.

Alerts/notifications for SharePoint site newsfeed webpart posts & replies

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One of the greatest business value features of a site newsfeed webpart would obviously be to know when people are participating, asking questions, etc. This way moderators or other interested parties could go in and respond in a timely manner. And while there’s no straightforward way to get these notifications from the webpart itself, there’s a workaround. Follow these steps once you have a newsfeed webpart on your site (by default, most team sites have them already).

Embedding or publishing Power BI reports in SharePoint so non-licensed individuals can view

Note: This, like many O365 things, is rapidly evolving. If you’re aware of better practices or new updates to licensing, feel free to mention it in comments.

I’m currently at SharePoint Fest Seattle where Chris McNulty,┬áSr. Product Manager for Office 365 and SharePoint at Microsoft, mentioned (as I understand) there could be changes coming to licensing that would allow more people to consume Power BI reports in a friendlier (more affordable) licensing structure. This would be amazing because currently:

I can create reports. People can’t view data in those reports in a secure way because the entire organization isn’t licensed for Power BI per person above the “free” license.

Specifically I, with a Power BI Pro license, can create reports and place those in SharePoint’s new page experience Power BI web parts (in Preview) but other people (with free or without Pro licenses) cannot view them. They see the following:

powerbiviewerror.PNGOf course, to me as the creator and properly-licensed individual, I see the report perfectly embedded as it should be. And not every organization can afford to license every single user appropriately to be able to simply view embedded reports. Especially if consuming reports (not sharing or building) is the only function they need in the Power BI realm.

In this post, I’ll cover:

  • How to embed Power BI reports the normal, easy (but license-exclusive) way
  • Why the webpart (normal, easy way) is cooler than embedding a script
  • How to embed the report in a (less secure) way so that non-licensed or free-license individuals can actually view and manipulate the data

SharePoint workflow “access denied” error sp.utilities.utility.SendEmail solution

If you’ve found this post by search, you’ve likely already gone into the workflow settings for a particular list or document library item and have clicked the info icon (infocon) next to “Internal status” and found that your workflow is “in progress”, but has an error: “Access Denied. You do not have permission to perform this action or access this resource.” Peering into the bulk of the message, you see a helpful tidbit that includes sp.utilities.utility.SendEmail. This could be from a number of causes, but here are the summaries of three possible solutions. Note that the first solution is still required even if you try B or C below. I’ve only included the second and third solutions as additional possibilities if the first doesn’t solve your problem.

A common question, before we begin, is what level of permissions any individual needs to be able to send an email or start a workflow generally. It doesn’t matter so much if you’re using Impersonation or App Steps, but the quick answer is a minimum of Contribute level permissions is good.