To achieve this in a Canvas app, you can follow these steps:
Collect Initial Values on Form Load:
Use the OnVisible property of the screen to create a collection that stores the initial values of the form. For example: ClearCollect(OriginalValues, FormName.Updates) This will store the initial values of the form fields in a collection named OriginalValues.
Track Changes in Field Values:
For each field in the form, compare its current value with the original value stored in the collection. You can use the If function to check for changes. For example: If(DataCardValue.Text <> LookUp(OriginalValues, FieldName = "FieldName").Value, "Changed", "Unchanged")
Collect Changes:
When a field value changes, you can use the OnChange property of the field to update a collection that tracks the changes. For example: Collect(ChangedValues, {FieldName: "FieldName", NewValue: DataCardValue.Text})
Compare Changes:
Use the ChangedValues collection to compare the new values with the original ones. This can help you identify which fields have been modified.
Optional – Highlight Changed Fields:
To visually indicate changes, you can modify the Fill or BorderColor property of the fields based on whether their values have changed. For example: If(DataCardValue.Text <> LookUp(OriginalValues, FieldName = "FieldName").Value, RGBA(255, 0, 0, 1), RGBA(255, 255, 255, 1))
This approach ensures that you can track and compare changes effectively. Let me know if you’d like more detailed guidance on any of these steps!
You can help ensure that people enter data consistently and follow the same steps every time they work with a customer by creating a business process flow.
For example, you might want to create a business process flow to have everyone handle customer service requests the same way, or to require that people get approval for an invoice before submitting an order. Business process flows use the same underlying technology as other processes, but the capabilities that they provide are very different from other features that use processes. To learn how to create or edit a business process flow, go to Create a business process flow.
Business process flows provide a guide for people to get work done. They provide a streamlined user experience that leads people through the processes their organization has defined for interactions that need to be advanced to a conclusion of some kind. This user experience can be tailored so that people with different security roles can have an experience that best suits the work they do.
Use business process flows to define a set of steps for people to follow to take them to a desired outcome. These steps provide a visual indicator that tells people where they are in the business process. Business process flows reduce the need for training because new users don’t have to focus on which table they should be using. They can let the process guide them. You can configure business process flows to support common sales methodologies that can help your sales groups achieve better results. For service groups, business process flows can help new staff get up-to-speed more quickly and avoid mistakes that could result in unsatisfied customers.
What business process flows can do
With business process flows, you define a set of stages and steps that are then displayed in a control at the top of the form.
Each stage contains a group of steps. Each step represents a column where data can be entered. You can advance to the next stage by using the Next Stage button. In the unified interface, you can work with a business process flow stage inside the stage flyout or you can pin it to the side pane. Business process flows doesn’t support expanding the stage flyout to the side pane on mobile devices.
You can make a step required so that people must enter data for a corresponding column before they can proceed to the next stage. This is commonly called ”stage-gating”. If you are adding a business-required or system-required column to a business process flow stage, we recommend that you add this column to your form as well.
Business process flows appear relatively simple compared to other types of processes because they don’t provide any conditional business logic or automation beyond providing the streamlined experience for data entry and controlling entry into stages. However, when you combine them with other processes and customizations, they can play an important role in saving people time, reducing training costs, and increasing user adoption.
Note
If any stage, including the current stage, has required columns (except hidden columns), you must fill in the columns on those stages before you save the form or move to a new stage. Disabled columns will still block stage navigation if they are empty and required.
Business process flows integrated with other customizations
When you or your user enters data using business process flows, the data changes are also applied to form columns so that any automation provided by business rules or form scripts can be applied immediately. Steps can be added that set values for columns that are not present in the form and these columns will be added to the Xrm.Page object model used for form scripts. Any workflows that are initiated by changes to columns included in a business process flow will be applied when the data in the form is saved. If the automation is applied by a real-time workflow, the changes will be immediately visible to the user when the data in the form is refreshed after the row is saved.
Although the business process flow control in the form does not provide any direct client-side programmability, changes applied by business rules or form scripts are automatically applied to business process flow controls. If you hide a column in a form, that column will also be hidden in the business process flow control. If you set a value by using business rules or form scripts, that value will be set within the business process flow.
Concurrent process flows
Concurrent business process flows let customizers configure multiple business processes and associate them with the same starting row. Users can switch between multiple business processes running concurrently, and resume their work at the stage in the process that they were on.
System business process flows
The following business process flows are included. To understand how business process flows work, review these system business process flows:
Lead to Opportunity Sales Process
Opportunity Sales Process
Phone to Case Process
Multiple tables in business process flows
You can use a business process flow for a single table or span multiple tables. For example, you may have a process that begins with an opportunity, then continues to a quote, an order, and then an invoice, before finally returning to close the opportunity.
You can design business process flows that tie together the rows for up to five different tables into a single process so that people using the app can focus on the flow of their process rather than on which table they are working in. They can more easily navigate between related table rows.
Multiple business process flows are available per table
Not every user in an organization may follow the same process and different conditions may require that a different process be applied. You can have up to 10 active business process flows per table to provide appropriate processes for different situations.
Control which business process flow will be applied
You can associate business process flows with security roles so that only people with those security roles can see or use them. You can also set the order of the business process flows so that you can control which business process flow will be set by default. This works in the same way that multiple forms for a table are defined.
When someone creates a new table row, the list of available active business process definition is filtered by the user’s security role. The first activated business process definition available for the user’s security role according to the process order list is the one applied by default. If more than one active business process definitions is available, users can load another from the Switch Process dialog. Whenever processes are switched, the one currently rendered goes to the background and is replaced by the selected one, but it maintains its state and can be switched back. Each row can have multiple process instances associated (each for a different business process flow definition, up to a total of 10). On form load, only one business process flow is rendered. When any user applies a different process, that process may only load by default for that particular user.
To make sure a business process is loaded by default for all user (behavior equivalent to “pinning” the process), a custom Client API script (web resource) can be added on form load that specifically loads an existing business process instance based on the business process definition ID.
Business process flow considerations
You can define business process flows only for those tables that support them. You also need to be aware of the limits for the number of processes, stages, and steps that can be added.
Business process flows that call a workflow
You can call on-demand workflows from inside a business process flow. You can configure this from the new business process flow designer by dragging a workflow component to a process stage or to the Global Workflows section. For more information about using workflows in business process flows, see Blog: Business process flow automation in Dynamics 365.
When you include a workflow that you want to trigger on Stage Exit of a stage in your business process flow, and that stage is the last stage in the flow, the designer gives the impression that the workflow will be triggered when that stage is completed. However, the workflow won’t be triggered because a stage transition does not take place. You won’t receive a warning or error preventing you from including the workflow on the stage. When a user interacts with the business process flow, finishing or abandoning the process does not result in a stage transition, and therefore the workflow is not triggered. Consider the following examples:
You create a business process flow with two stages, S1 connects to S2, with a workflow on stage S2 and set the trigger to Stage Exit.
You create a business process flow with three stages, S1 connect to S2, then S2 branches to S3. You include a workflow on S2 and set the trigger to Stage Exit.
The workflow won’t trigger in either case. To work around this issue, you can add a Global Workflow and add the workflow you want to trigger to it so that the workflow is triggered for the business process rather than a stage of the process. You can set the trigger for a Global workflow to Process Abandoned or Process Completed to cause the workflow to trigger when a user abandons or completes the business process.
Tables that can use business process flows
All custom tables can use business process flows. The following standard tables can also use business process flows:
Account
Appointment
Campaign
Campaign Activity
Campaign Response
Competitor
Contact
Email
Entitlement
Fax
Case
Invoice
Lead
Letter
Marketing List
Opportunity
Phone Call
Product
Price List Item
Quote
Recurring Appointment
Sales Literature
Social Activity
Order
User
Task
Team
To enable a custom table for business process flows, select the Business process flows (columns will be created) check box in the table definition. Note that you can’t undo this action.
Note
If you navigate to the business process flow stage that contains the Social Activity table and choose the Next Stage button, you’ll see the Create option. When you choose Create, the Social Activity form loads. However, because Social Activity isn’t valid for Create from the app user interface, you won’t be able to save the form and you’ll see the error message: “Unexpected error.”
Maximum number of processes, stages, and steps
To ensure acceptable performance and the usability of the user interface, there are some limitations you need to be aware of when you plan to use business process flows:
There can be no more than 10 activated business process flow processes per table.
Each process can contain no more than 30 stages.
Multi-table processes can contain no more than five tables.
Business process flow table customization support
Introduced in the Dynamics 365 (online), version 9.0 update, business process flow tables can appear in the system so that table row data can be made available in grids, views, charts, and dashboards.
Use business process flow table rows with grids, views, charts, and dashboards
With business processes flows available as a table, you can now use advanced finds, views, charts, and dashboards sourced from business process flow data for a given table, such as a lead or opportunity. System administrators and customizers can create custom business process flow grids, views, charts, and dashboards similar to those created with any other table.
Business process flows, such as Lead To Opportunity Sales Process, appear as a customizable table in solution explorer.
To access a default business process flow view, open solution explorer, expand Tables > expand the process that you want, such as Lead To Opportunity Sales Process, select Views, and then select the view that you want.
Several default views are available that you can view as a chart, such as the Active Opportunity Sales Process view.
Interact with the business process flow table from a workflow
You can also interact with business process flow tables from a workflow. For example, you can create a workflow for the Business Process Flow table row to change the Active Stage when a column on the Opportunity table row is updated. For more information about how to do this, see Automate business process flow stages using workflows.
Run business process flows offline
You can use business process flows offline if the following conditions are met:
The business process flow is used from a Power Apps app.
The Power Apps app is enabled for offline use.
The business process flow has a single table.
Specifically, the three commands that are available for a business process flow when the Power Apps app is offline are:
Next stage
Previous stage
Set Active stage
Lookup column in a business process flow stage
Recent rows are visible in a lookup column in the unified interface. To prevent the most recently used items from showing up in the lookup, follow these steps:
Select the correct environment from the top right.
On the left navigation pane, select More > Tables.
Search for your table and select your business process flow table.
In the Data Expressions group, select Forms.
On the Forms screen, select Information.
Select your lookup data step from the Tree view, and then check Disable most recently used items.
Save and then publish.
Limitations of using business process flow tables
Currently, you can’t create custom forms for tables based on a business process flow.
If a solution includes a business process flow table, the business process flow table must be manually added to the solution before you export it. Otherwise, the business process flow table won’t be included in the solution package. To learn more, go to create and edit tables.
Business process flows will show the name of the BPF instance, which is set at the time that the BPF instance is created. This means if the name in the BPF definition changes, new BPF instances will display the updated name, but older BPF instances will display the original name. It also means localized BPF definition names aren’t displayed.
Are you looking for ways to save your business money in 2023? The Power Platform offers a variety of tools that can help you streamline your operations and cut costs. In our latest YouTube video, “7 Ways to Save Your Business Money in 2023 with Power Platform“, we’ll show you how to use the Power Platform to improve your business’s efficiency and save money.
What is the Power Platform?
The Power Platform is included with Office 365, so if you already have Office 365, you already have access to the Power Platform. The platform includes Power Apps, Power Automate, and Power BI, which can be used to create custom apps, automate workflows, and create data visualizations. These low code/no code tools offer you unlimited possibilities for creating custom business apps without the expense of large-scale development projects.
Inspection and Reporting Apps with Power Apps
One effective way to reduce costs for your business is by creating a custom Power Apps Inspection and Reporting app. PowerApps can be used to streamline various types of inspections, such as vehicle inspections, product evaluations, and job checklists. By using PowerApps, you can eliminate the need for paper-based processes and expensive off-the-shelf software that may not fully meet your needs. PowerApps is user-friendly, low-code/no-code platform, making it accessible even if you have little to no coding experience. You can easily design an app that aligns with your specific business processes, rather than having to conform your processes to fit a pre-existing app.
Automate customer contacts and leads with Power Automate
Another way to save your business money is by using Power Automate for new customer intake and response. This can help you automate the process of responding to new customer inquiries and can save you time and money on labor costs. In the video, you will see an example Power Automate flow we use here at PowerApps911 for handling the thousands of contacts our website gets from people like you. It involves Cognito, SharePoint, Teams, MailChimp, and a whole lot of Cloud Flow automation.
Lots of options in the Human Resources space
Power Apps can also be used to create custom Human Resources apps with Power Apps. These apps can help you automate HR processes such as employee onboarding and can also help you manage employee data. This can save you time and money on labor costs, as well as help you ensure that you’re complying with HR regulations. Some examples discussed include Offboarding/Onboarding, Kudos, Time Off requests, Performance review/goal tracking, and a full demo of how we do Job Tracking for our small business.
Invoices: Add Artificial Intelligence to reduce human workloads
The Power Platform also includes AI Builder, which can be used to create custom AI models without writing code. One way to use AI Builder is for invoice scanning. By automating the invoice scanning process, you can save time and money on labor costs, and also reduce the risk of errors.
One example is doing double entry batching. Let the AI scan the invoice or receipt and extract the values. Then have a human do the same. If the human and AI got the same values, then move the invoice along. If there is a discrepancy, then start a manual reconciliation process. This will allow you to greatly reduce data entry errors without doubling the human workload.
What is AI Builder?
AI Builder is a feature within the Power Platform that allows users to create custom AI models without the need for specialized coding knowledge. It enables non-technical users to leverage pre-built templates and use their own data to train models that can perform tasks such as image recognition, text classification, and form processing. With AI Builder, businesses can automate tasks such as invoice scanning, sentiment analysis, and predictive maintenance, and integrate the AI models into their Power Apps and Power Automate workflows, to improve efficiency and save time and money.
Expense and Spending management
Power Apps can also be used to manage expenses and spending. You can create custom apps that help you track expenses, manage budgets, and even create custom reports. This can help you save money by identifying areas where you can cut costs. Every business has the need to track and report on spending. Let the Power Platform help you build solutions that fit your business exactly.
Inventory and Asset Management
In addition, the Power Platform can also be used for inventory and asset management. This can help you keep track of your inventory and assets and can also help you automate the process of ordering and tracking inventory. This can save you time and money on labor costs. Whether you track things today using Excel, Access, or just good ole pen and paper you can do better with the Power Apps and Automate. One of our construction customers replaced a six figure a year 3rd party tool with a custom Power App.
Our favorite customer example we built
Their app takes a user through the whole process. First you use a desktop Power App to create a Purchase Order. Adding vendors and products from an easy-to-use process. Once the PO is ready to go, they submit it via the app, it is then automatically turned into a PDF and sent directly to the vendor for fulfillment. When the products show up IT uses a mobile Power App to find, receive the order into inventory. The app uses the built in barcode scanner to scan serial numbers and asset tags. Now the items are in inventory they are assigned and distributed to the users. Nothing over the top. Just a simple app that is 100% tailored to their business process.
Timesheets or time tracking are easy wins
Finally, the Power Platform can be used to create custom timesheets, which can help you automate the process of tracking employee time. This can save you time and money on labor costs, and also help you ensure that you’re complying with labor regulations. One customer saw massive ROI with their timesheet app because not only did they track hours, but they used the app to track equipment used on the job, which was billable back to their client. Their custom timesheet app literally made them money.
Creativity and teamwork are essential to transforming business processes. Most processes center on content – files and data. SharePoint offers tools to gather and manage data in lists and libraries.
Microsoft 365 provides connections to a range of third-party systems with Power Automate and Power Apps. Power Automate lets you automate business processes, and Power Apps lets you create great forms and mobile apps based on SharePoint files and data. Both Power Automate and Power Apps feature intuitive visual designers, so anyone can craft forms and screens using a convenient interface.
Power Automate
Using Power Automate, you can create workflows through an easy-to-use visual designer that will guide you through each step and help authenticate your accounts.
Select from dozens of pre-made templates to start automating your app’s usage. Here are just a few applications of these templates:
Create a new record in Microsoft Dynamics CRM when a new list item is added to a SharePoint list.
Copy new members from MailChimp lists to SharePoint lists.
Move files to different folders after they’re approved in SharePoint.
Create a new item in SharePoint when a new order is added in Salesforce.
Route finished documents to a team for approval.
Whether you start with a template or begin from scratch, using Power Automate to create automation features is intuitive.
Power Apps
Using Microsoft Power Apps, you can create apps with a point-and-click approach to app design. Options include using automatically-generated, pre-made templates, or customizing the tool to fit your more specific needs. After your app is complete, you can instantly publish it to Windows, the web, iOS, and Android.
Classic mobile and web apps typically required separate coding for each platform, which can be costly and time-consuming to do—especially with developers in high demand. Instead, Power Apps simplifies the process so anyone can do it. Its easy-to-use, browser-based visual designer helps you rapidly build custom business apps without having to write any code.
By connecting Power Apps to your existing systems and data, you can quickly build reports, forms, and workflows, and then publish your app instantly to all users in your organization.
Power Apps also lets you easily customize the form for a SharePoint list. For example, with custom forms, you can:
Show or hide certain fields.
Reorganize those fields.
Change the layout of a form.
Add formatted text and graphics.
When you publish your changes, the form is embedded within the SharePoint list for use by all of its users.
Cross-tool functionality seamlessly moves your data from one operation to another. With SharePoint being a core component of the Microsoft 365 suite, your data easily integrates with tools like Excel or Power BI reporting. And because it uses an Excel-inspired expression language, these tools talk with each other, using formula language you already recognize and understand to integrate your data from one function to the next.
Ever see the popular Time Management analogy “Jar of Time” which depicts rocks, pebbles and sand being placed into a Jar, representing how you should manage your time to get the important things done first?
This analogy can provide some surprising revelations about the value of mobilization your applications!
In the analogy, you manage your time best by first putting in your large events: family, job, sleep, etc. Next you sprinkle in the pebbles (calls, meetings), peas (emails & such) and finally there’s all that sand – those numerous little moments or small tasks and distractions which when you add them all up could comprise a significant portion of your day.
Those little moments are your “mobile moments”. The question is, how can we reduce the time spent on these moments or smaller mundane tasks?
Microsoft PowerApps: Mobilization = Empowerment
Microsoft PowerApps can be a surprisingly effective way to optimize of all those “mobile” moments – empowering you with just enough function – and TONS of CONVENIENCE – to swiftly & conveniently handle lots of nagging small tasks that otherwise leave you spending countless evenings (and weekends) “catching up”.
If employees had the ability to complete those myriad brief tasks on their phones from anywhere and at any time, otherwise wasted moments become empowered moments – giving them back time in their workdays for the larger tasks!
Traditional mobile apps that extend the availability of large enterprise-wide systems have historically been costly and time-consuming to build. This has forced many organizations to only focus on revenue-generating mobile applications, leaving all the time-saving applications on the backburner. With last year’s release of Microsoft PowerApps, however, organizations now can develop mobile apps simply and cost-effectively. They no longer must choose between revenue-generating and time-saving initiatives.
“PowerApps mobilize organizations by transforming what were wasted moments throughout the day into empowered moments where work actually gets done!”
PowerApps can be utilized to swiftly build mobile apps designed for all departments, including Management, HR, Sales & Marketing, Production, Operations, QA, Finance, R&D and IT. Here are some sample use cases where these mobile apps can help.
Management – Quickly process global CapEx requests and approvals for processes running even on other continents from their mobile devices, providing more flexibility for time with family and more mission critical activities
HR – Time-saving apps for on-boarding or empowering employees with self-service apps for adding dependents, major life changes (Marriage), requesting PTO, or adjusting payroll information.
Sales & Marketing – Time-saving apps for quickly & accurately recording leads, contacts, opportunities in your CRM system, and approving estimates and SOWs from anywhere.
Production & Operations – Mobile functionality to quickly report and resolving production issues, even when managers are away from the office.
Corporate Communications – Provide employees with important corporate-level messages delivered as “push notifications” right to their phones – just like Twitter, Facebook and other popular social media apps with ease.
Wherever and whenever mobilizing your workforce can save you time (and money), Microsoft PowerApps can be your key to swiftly & affordably building (and maintaining) those apps.
Microsoft PowerApps function like a normal smartphone app, enabling users to receive notifications when they have a task pushed through to them. When they open the app, they can attend to the task as requested, or prioritize it for later. PowerApps are intuitive & easy -to-use, so your employees can begin leveraging them immediately with little or no training.
The technology offers additional functionality by integrating with more than 100 commonly-used business applications, including OneDrive, Dropbox, WordPress, Google Drive, various social media platforms and other systems, to enable employees to accomplish tasks on their mobile device.
Further, because PowerApps mobilize smaller tasks, the apps aren’t time consuming to develop or manage.
By empowering employees to quickly attend to some of the more mundane tasks with a click of a button when they have a spare moment- say on their train commute to the office; they are better able to prioritize their day. This productivity increase can lead to more engaged employees at the office as well as more productive, lean business operations.
The Power Platform Center of Excellence (COE) Starter Kit is a set of apps, flows, a custom connector, and a Power BI dashboard that allows organizations to govern their Power Platform environments. The tool is freely available for download on GitHub .
The Starter Kit is a great tool for organizations to increase the visibility of what their makers are doing in their tenant. Naturally, this tool immediately applies to two personas: Cyber Security analysts and Organizational Change Management (OCM) interests. Makers that are building applications and services that introduce risk to the organization should be monitored, but makers who are automating workloads within sanctioned systems and services should be empowered and encouraged to expand on their efforts.
The Starter Kit does have some prerequisites, including:
A global tenant admin, Power Platform Service admin, or Dynamics 365 service admin role is required to access the tenant resources.
A Power Apps premium license for accessing Common Data Service.
An environment with Common Data Service because the Starter Kit solution will need to store metadata about the apps and flows that are detected within an environment.
Power BI Desktop to view the reports and visualizations that highlight app and flow use within the tenant.
Within the Starter Kit, administrators will discover the tools and features that are discussed in the following sections.
DLP Strategy
By using the DLP Editor app, an administrator can explore existing DLP policies and evaluate the impact of moving a connector from one data group to another. If a change to a data group has an impact on an existing app, that will be highlighted in the Affected Power Apps list. Then, an administrator can send an email, through an in-app experience, to the owner of that application and warn them of the upcoming change.
This current, in-product DLP editor experience doesn’t provide this type of what-if analysis, so we recommend that you use the DLP Strategy app that comes with the COE Starter Kit when making DLP changes. Using the DLP Strategy app will also help you understand the impact to existing apps when DLP changes are made and help you reduce the chance of unknowingly breaking someone’s app.
Catalog tenant resources, visualize data in Power BI
While Admin Analytics, which is found in the Power Platform Admin center, provides some insight into the use of Power Apps and Power Automate, it does so within the context of an environment. This parameter makes developing a holistic picture of usage difficult. However, using the tools that are provided in the COE Starter Kit brings all these insights together by using Common Data Service, a model-driven Power App, and a Power BI dashboard. These assets, plus the inclusion of flows that will sync data from Office 365 Security and Compliance logs and through the Power Platform management connectors into Common Data Service entities, provide the greatest level of visibility for administrators.
The Power BI dashboard connects to Starter Kit Common Data Service entities and contains tabs that provide the following reports:
Overview – Includes the total number of apps and flows that have been created, including a breakdown based on the maker’s location and the number of apps/flows that they have created.
Environments – Highlights the number of environments that have been created and includes the type of environment (Default, Production, Sandbox, Trial), and then identifies the creators of the environments and when the environment was created.
Apps – Provides insights into the usage of apps, including the number of sessions and users that the app has been shared with. This report also breaks down usage by department by pivoting data based on the department that has been specified inside of a user’s Office 365 profile.
App detail – Examines the specifics of the app, including the connection type and when the app was last published.
Flows – Displays a flow creation trend that will break down when flows were created. This report will also pivot data based on the user’s department and includes a breakdown of the flows that were created by environment.
Custom Connectors – Lists all the custom connectors that exist within a tenant. This report also lists the users that created the connectors and then trends the month that they were created in.
Makers – Identifies all the makers within the environment and identifies how many apps and flows they have built. A slicer exists that allows a consumer of this report to filter based on the maker’s department.
Connections – Displays the number of connections that have been established, by connector. This report provides great insight into the popularity of specific connectors within your tenant.
App Audit
The main purpose of the Sample App Audit process is to demonstrate how an admin could identify overshared or often used resources and gather further information, like business justification and business impact of an outage, for those apps. Having a platform that provides democratized access to technology is only useful if people don’t create many redundant or low-value applications. Situations might also occur where people create temporary applications for proof-of-concept purposes. These apps can clutter an environment if they are not cleaned up. Within the COE Starter Kit, app makers can be prompted to attest their application to ensure that it addresses business justification requirements. If the application doesn’t address these requirements, makers can have their application removed from the environment.
App Catalog
The App Catalog application acts as a catalog that helps with discoverability of apps. Users can explore featured apps and browse apps by category. The app catalog can be a great entry point to launch apps for end users and makers can explore to see if an application already exists before they create another app that provides similar functionality. An Admin decides which apps are featured in the App Catalog by completing the App Audit process. After an app has been approved by the App Audit process, these apps can be featured in the app catalog.
Set Owner
Administrating access to applications can be done by the Owner of the application. However, circumstances might occur where you want an administrator to provide access. By using the Set Owner app, you can allow for this situation by selecting an app, adding users, and then indicating whether they should be able to view the app or edit the app.
Welcome email to new makers
Power Apps and Power Automate can be discovered virally within an organization’s tenant through the Office 365 portal. Makers might be confused about whether they are allowed to use these tools or not.
Detecting when a maker has created their first app or flow and sending them some useful information to accelerate their journey will immediately imply that these tools are the ones that they are permitted to use. Now, they will have a list of resources that can ease their transition into using these tools.
Back in the day, you could save a SharePoint site as a template (or solution) and deploy it elsewhere. Nowadays, it’s not quite so easy.
In this post, we’ll show you how to use Power Automate to make a REST API call and create a site and add a new list. This a great way for admins to manage request for new sites.
The master list
First of all, create list in a team site. This list will be used to trigger the flow and create the site and list.
The flow
Next, create a flow from the Automate button. The trigger will be ‘Complete a custom action for the selected item’
Then initialise a variable, like so
Next, we’ll make an API call to SharePoint and create our new site
The first step is to create the list. This can be done by inserting a SharePoint HTTP Request Action in your Flow and setting it up like so:
Figure 1 – Create List Action in Power Automate
You’ll want to update the Title and Description properties and fill those in with the name and description of your list. The “BaseTemplate” property is what determines the type of list you’re creating. 100 is a blank list and 101 is a document library.
Creating Fields in the List
Once you create the list you need to add additional SharePoint HTTP Actions to create each field that you need to add in the list. That action will look like this:
Figure 2 – Create Field Action in Power Automate
In the URI input you’ll want to make sure you replace the “getbytitle(‘Name of your list’) with the name of the list you want to add your field to. The body of the action will vary based on the type of field you want to create. For quick reference, I have provided a table with the most common column types and the associated body code needed for the Power Automate action below:
Column Type
Power Automate Code
Single Line of Text
{ ‘__metadata’: {‘type’:’SP.FieldText’, ‘addToDefaultView’: ‘true’ }, ‘FieldTypeKind’: 2, ‘Title’: ‘Name of Single Line of Text Field’ }
Multi Line of Text
{ ‘__metadata’: {‘type’:’SP.Field’, ‘addToDefaultView’: ‘true’ }, ‘FieldTypeKind’: 3, ‘Title’: ‘Name of Multi Line of Text Field’ }
{ ‘__metadata’: {‘type’:’SP.FieldNumber’}, ‘FieldTypeKind’: 1, ‘Title’: ‘Name of Number Field’ }
Person/Group
{ ‘__metadata’: {‘type’:’SP.Field’, ‘addToDefaultView’: ‘true’ }, ‘FieldTypeKind’: 20, ‘Title’: ‘Name of Person or Group Field’ }
Figure 3 – SharePoint REST API Column Types
Add the Columns to the Default View
This next step is optional. If you want to make sure that the fields you just created show up in the default view of the list then you need to perform a couple more actions in your Flow. First, you’ll need an initialize variable action which will store an array of all of the column names you want to add like so:
Figure 4 – Configure the Column Names Variable
Once you have that, you need an Apply to Each action and within that you’ll make one final SharePoint HTTP action which will take those columns and add them to the default view like so:
In the series of posts, we are going to look at how you can utilise the suite of Office 365 and Power Platform products to automate the recruitment and onboarding of new employees. We will use (among other things) SharePoint Online, Microsoft Teams, PowerApps, Power Automate, Word, Outlook and Power BI.
We’ll also apply some JSON to format columns and create adaptive cards
The scenario
In this scenario, we will start with a request to recruit a new employee, which will then go through an approval process and trigger a series of actions within Power Automate flows.
During this series, we’ll also create a Microsoft Team to store all details of applications and supporting documents (resumes, cover letters, etc.)
Request to recruit
To begin with, we’ll create a SharePoint team site (mine is called People Culture Team). In this site, we’ll create list (mine is called Recruitment Requests). My list has the following columns:
Name
Type of column
Title
Single line of text
Type of request
Choice (choices are ‘backfill’ & ‘new position’
Position Title
Single line of text
New Position Justification
Multiple lines of text
Previous Incumbent Name
Single line of text
Previous Incumbent Reason For Leaving
Choice (choices are ‘Internal Transfer’ & ‘Termination (including resignation’
Covered By Budget
Yes/No
Request Location
Choice (for this example, you only need to have two or three choice. In real-life/larger company, you may prefer a lookup column)
Reports To
Person or Group
Reports To Position
Single line of text
Employment Type
Choice (My choices are ‘Full-time’, ‘Part-time’, ‘Casual’ & ‘Fixed-term contract’
Recruitment Method
Choice (My choices are ‘External’ & ‘Internal’)
Commencement Date
Date and time (Date only)
Position Description Attached
Yes/No
Base Salary
Currency
Super
Currency (might not apply to any readers outside of Australia)
Mobile Allowance
Currency
Laptop Allowance
Currency
Link To Request
Single line of text (we will use JSON to format this column in a later post)
P&C Approver
Person or group
P&C Outcome
Single line of text
P&C Comments
Multiple lines of text
SLT Approver
Person or group
SLT Outcome
Single line of text
SLT Comments
Multiple lines of text
GM Approver
Person or group
GM Outcome
Single line of text
GM Comments
Multiple lines of text
If you don’t want to manually create this list, here’s a flow I created for you. You just need to change the URL to one that sits inside your tenant, e.g. https://yourtenant.sharepoint.com/sites/peoplecultureteam, and run the flow.
In the last post, we had a quick introduction to PowerApps. We also demonstrated how to quickly create your first app.
In this post, we’ll take a look at the app you created and how it can be used to view or edit existing data and create new items in our data source.
A look at the app
From top to bottom, the default home screen is in this app is made up of three elements:
Quick action bar
Search bar
Gallery of items
Quick action bar
From left to right, the icons in the quick action bar allow a user to:
Refresh the app gallery to show new data
Change the order in which items are displayed (ascending or descending)
Create a new item
We’ll get back to the quick action bar later.
Search bar
The search box isn’t so much of a search option, it’s a filter. In the image below, you’ll see that, after typing ‘fi’, only two of the five items in the gallery still show.
Gallery
The gallery (shown above) is a view of items from our SharePoint list and, by default this gallery shows particular details about each item, e.g., title, name and department.
Clicking on an item in a gallery will take you to a screen that shows more information about the item selected.
