Join Gini von Courter for an in-depth discussion in this video Add a workflow to notify recipients, part of Business Apps for SharePoint Monthly.
- [Instructor] There are a number of different ways we could build out this app to meet specific business needs. I want to show you one more nice feature, which is using Microsoft Flow to add a notification to the recipient when a new call is added to Call Tracker. Let's go to Flow, click and choose create a flow, and these are different built in templates that I could use. There are more down below, when an object is created add a task and so on, but I want the one that is at the very top, send a customized email when a new SharePoint list item is added.
And notice that this is going from SharePoint to Microsoft Office Outlook, that works. This is the SharePoint site address, this is the list name, and I'm going to create this flow. There's a button where I can edit this in advanced mode, but this is going to let me edit this relatively easily. I can add a description and this is to describe how our flow works, but we can simply indicate that when a new item is added to Call Tracker, the recipient is sent an email.
Save this. And now let's edit the flow. When a new item is created, cool. Get my profile, well I actually don't want it to get my profile, I want to get something else. I want to add an action. In Office 365 Outlook.
And I simply want to send an email to, notice as soon as I click to, it shows me this dynamic content, and I would like the recipient's email. It says you've added an optional value into this required field, so this action may fail. In other words, it's possible that I won't have the recipient's email. We know that I have their name, and I could use their name to get their email, but let's see if this is going to work.
Specify the subject of the email. New call from, and I can add the name of the caller. So I'm going to add dynamic content, name of the caller. You've added an optional field into this required field, I got it. Body, specify the body of the email. Please return this call.
Now my last piece of dynamic content that I want to add is I want to add a link to the item. All of these are optional, but let's still see if this works. Get my profile I'm going to delete, and it says you can't do that yet, because the next step depends on getting the profile. Say no, let's just do this this way. Let's delete send email, and then it will allow me to delete get my profile because no further step depends on it.
So send an email to recipient email, new call from caller, please return this call. Let's try saving this flow. Click done. And let's see how this works. Let's go back to our installs, and I'm going to add a new item. And the caller Shannon Bowman, we're going to add the caller phone number, and the recipient, let's make it me just to make life easy.
And click save. And if we now go to Outlook, you'll notice new call from Shannon Bowman. Please return this call, and I click, it takes me back to Call Tracker to this specific call from Shannon Bowman. It took very little effort to create this particular flow. For more information on creating workflows with Microsoft Flow, I recommend SharePoint 2016 No-Code Workflows, or Learning Microsoft Flow and Learning Microsoft Flow 2017, which you'll find in the online training library.
We've now completed our Call Tracker app for the installs team. With a little more testing, different emails, different conditions, making sure that the views work as we intend them to. We're very close to ready to roll this app out into production.