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Microsoft Flow Approvals 101

Join Melissa Hubbard, author of Mastering Microsoft Teams, as she guides you through the power of Microsoft Flow and how it can automate and simplify your business processes. Learn how to create approval workflows, connect data across services, and leverage the mobile app for increased productivity. Don't miss out on this opportunity to become a Microsoft Flow expert!

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Microsoft Flow Approvals 101

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  1. Microsoft Flow Approvals 101 January 12, 2019

  2. About Melissa Melissa Hubbard @melihubb mhubbard@withum.com Author of Mastering Microsoft Teams. Specializes in simplifying and automating business processes using Flow and SharePoint Designer. Project Manager, Microsoft MVP Experienced in managing projects throughout the entire lifecycle as well as developing and implementing SharePoint and Office 365 solutions.

  3. 16 • Years as: • Microsoft Gold Partner • 100+ • Microsoft Cloud Deployments • (Office 365, Azure, Dynamics, Power BI) About Withum Digital • 50+ • Consultants • (Project Managers, Business Analysts, Developers, Data Scientists, Engineers, Software Developers, User Experience Designers) Microsoft MVPs On Staff 4

  4. SPSVB Sponsors Platinum Gold Silver

  5. SharePint ATC Immediately following SPSVB ClosingSome appetizers will be provided

  6. Agenda • Brief overview of What Microsoft Flow is and what it does • Flow Approvals • Demo • Q & A My Goal: You Will Build a New Flow After This Session!

  7. What Microsoft Flow is and What it Does

  8. What Flow Is Cloud based business process automation service, eventually replacing SharePoint Designer workflows! Provides user friendly solutions to automate your personal AND organizational business processes and move content across services. Use content from other platforms to build workflows. A streamlined version of the Azure LogicApps meant for the everyday business user "Citizen Integrator". Use Flow templates or start from scratch. Mobile app that allows for users to track, manage, and create Flows. BUTTONS!

  9. Work less, do more Microsoft Flow helps people and teams work smarter by automating processes across their apps and data

  10. What It Does

  11. Where It Fits In

  12. Plan Features

  13. On-Premises Data Gateway

  14. Components of a Flow • Connectors • Triggers • Conditions • Actions

  15. Connectors • How you connect your services to Microsoft Flow • A proxy or a wrapper around an API that allows the underlying service to talk to Microsoft Flow. • Connect to on-premises systems via Data Gateway. • Create, connect, and share a custom API.

  16. Flows Automation of individual and enterprise business processes across a multitude of services Ability to connect data between different SharePoint site collections Flow use credentials of person who created the connector Package up to export and import into different environments Ability to run flows on a schedule Free version but has limitations. (Cannot work on premises) Limit on amount of flow runs based on subscription Not just for SharePoint! Flows Versus SPD Workflows VS. SPD Workflows • Automation of enterprise business processes in SharePoint • Ability to connect data only within the same site collection (without pain) • Workflows use credentials of the initiator in SharePoint (Besides impersonation steps) • Recreate options are limited • Can’t run on a schedule • Unlimited amount of workflows • Free • Only used with SharePoint

  17. Integration With Modern Lists and Libraries Flows can be created directly from a modern list or library Flows can be run based on trigger conditions or can run on demand on a selected item Launch panel which allows you to prompt users for information at run time and run as the user starting the Flow Update list fields and document properties Request Sign-Off

  18. Benefits • Save time and effort through automation • Accelerate Requests, Content, and Document Review and Approval • Automate processes that tend to interrupt your daily workflow • Citizen Development • Personal Productivity • Integrates with the Microsoft Common Data Model enterprises improving efficiencies with a unified view of business data • Connects with SharePoint on premises allowing you to easily move data out of SharePoint and between site collections • Go mobile! Create and monitor flows from your mobile device

  19. Limitations • Save time and effort on manual processes through automation • No state machines • 250 actions per flow • Max of 5,000 iterations in Do until and For each actions(100,000 with plan 1) • Cannot change SharePoint item security OOTB • Flow duration is 30 days (can impact lengthy approval processes) • No way to see all flows associated with a SharePoint list or library • No way to see all approval history for a flow

  20. Flow Approvals

  21. Approvals Manage the approval of documents or processes across several services Can be customized: sequential, parallel Configure whether all people assigned must approve, or anyone from the assigned list can approve

  22. Ways to Approve Email The approval center Mobile app Also can email requestor, reassign, and copy link

  23. Approval Templates • Pre-made approval flows • Very easy to configure • Make modifications if needed • No way to tailor the template gallery for your organization • Can request to have a flow added to the template gallery

  24. Approval Center • View all of your received and sent requests in one location • View all of your approval history from the beginning of time

  25. Flow Approvals Demo

  26. Admin Center Environments • Geolocated, data locality. • Contains Users, manage permissions. • Separate and manage test and production environments. • Create a boundary for the data between teams or sub organizations. • Separate Dev, Test, Production Environments Data Policies • Establish data loss prevention policies to all or only selected environments. • Admins to define which services specific business data can be shared with. • Categorize connectors (services) into two data groups, “Business Data Only” and “No Business Data Allowed”. • Users will be blocked from combining the “Business Data Only” and “No Business Data Allowed” connectors in a Flow.

  27. How to Get Started • Sign up for Microsoft Flow: https://us.flow.microsoft.com/en-us/ • Review Flow Learning Materials • Join the Microsoft Flow Community Site • Join a Flow User Group! • Create your first Flow from a template • Create your first custom flow

  28. DC Flow User Group, Next Meeting January 23rd

  29. NextSteps Complimentary Business Process Assessment Our experts will review your current business processes and help identify where automation would optimize your operations.  Yes! Schedule My Free Assessment Digital Workplace Today Blog: http:/digital.withum.com/blog

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