At present, the world is very competitive, cost cutting, and time reduction plays a major role in today`s scenario. As a result, creating/making automation’s or automating your work is highly recommended. Below we will look at how you can use Microsoft Flow to create automated workflows and putting an end to repetitive work and save time.
Flow Basics in Microsoft
Repetitive Tasks are always automated in Microsoft Flow, this is done by linking different cloud-based apps and it is referred to as “flows” in Microsoft Flow. However, Microsoft Flow permits you to link apps and services like Office 365 business essentials, Microsoft Dynamics 365, Power-Apps, Dropbox, Facebook, OneDrive for Business, Twitter, SQL Server, and many others.
The function of Microsoft Flow depends on the principle of triggers that initiate responses and allowing apps to essentially talk to each other. When something notable happens, like if you receive any notification, the respective app broadcasts a signal, notifying other apps that one of its functionalities was triggered. Finally, these apps will respond accordingly.
Microsoft Flow is also used to improve your productivity by automating repetitive activities, by using advanced integration tools such as Logic Apps to create API connectors and gateways for custom solutions. Once the flow is set up successfully, you can use the Microsoft Flow Admin Center to manage the flow from a desktop or mobile device. As an admin, you have access to manage users, permissions, roles, etc.
Microsoft Flow usage for Businesses
There are different domains in a business, such as manufacturing, IT, pharmaceuticals, finance, and virtually any other industry you can think of. The question is, whether Microsoft Flow can be used in any domains? The answer is Yes! You can use Microsoft Flow in any domain to streamline the work, increase automation to reduce the effort and can save time in routine tasks.
Find the advantages of Microsoft Flow in Business:
- Create flows to get notifications, streamline the work, and trigger manual responses.
- Use distinct connectors to swap data between SharePoint and various Microsoft and third-party services.
- Create new items, documents and update them in SharePoint Online, as well as send notifications whenever these items are developed.
- Create custom API`s.
- Use Twilio as backing text messages.
- Use flow mobile app for iOS/Android.
- Use Azure Blob Storage, Resource Manager, DocumentDB and connect to PowerBI.
- Create environments, manage permissions, and set up Data Loss Prevention (DLP) policies with the help of Admin Center.
- Recommend more workflow features to Office 365 Plan and Dynamics 365.
- Save hashtag tweets in a SharePoint list.
- Create CRM entities related to SharePoint list.
- Share files between SharePoint, OneDrive and Dropbox.
How to get started with Microsoft Flow?
To create workflow for data collection, notifications, social media, productivity, mobile devices, and so on, Microsoft Flow has numerous templates that can be used. If the provided templates are not relevant to your tasks, you can create one of your own.
To get started, you have to sign up with Microsoft Flow, subscribe to Microsoft Office 365 and install a web browser like Chrome or Safari. You should have a Microsoft account to proceed.
How to get Log into Microsoft Flow?
If you don’t have an account for using Online Microsoft product, you should sign up for Microsoft Flow at flow.microsoft.com and this is for free. Once the sign-up process is completed you can start using free Microsoft Flow Plan.
In addition, if you want paid Microsoft Flow features you can opt for Microsoft Flow Plan 1 or Plan 2, this is possible if your organization has subscribed to Office 365 or Dynamics 365.
How to create a flow using a template?
Microsoft Flow has numerous built in templates, you can choose any one to start your task. If tutorial is required, you can use the Get updates from the Flow Blog template. Once the template is selected, it takes you to the next page, where Microsoft Flow will automatically connect with the RSS feed of the selected app to send a push notification to your mobile when something notable happens. RSS and notifications will be logged in with your Microsoft account, so you must click on Create Flow button to create this flow.
How to create a flow from scratch?
If in built templates doesn’t suits your requirement you can create your own template. To create your own template, you have to click “My Flows” tab, and then choose “Create from blank”. A new page opens where you can create a custom flow. You can now either view a demo video of how to create a custom flow or you can start creating one by clicking “Create from blank” option.
Post clicking this option, it opens a page where you can select connectors and actions to create your flow. We will create a flow to send us an email through “Office 365 Outlook” every time a file is modified in the Documents folder of our OneDrive account. Hence, we’ll select the OneDrive connector, choose “When a file is modified” trigger, and specify the action by sending an email to Office 365 Outlook.
Search Connectors and Triggers
Search Connectors and Actions
Once we select the action as Office 365 Outlook, send an email, and then log in to Office 365 Outlook to connect with the flow. Finally click “Create Flow” button to create this flow.
Also check previous post: Things to know about Microsoft Office 365 Business