In a modern SharePoint list, create a flow by clicking Flow on the command bar; then choose a template, connect to services, and specify parameters for the steps in the flow.
- [Instructor] These are the items that we believe we have in our inventory or that we have available that are on back-order. What if the person conducting the physical inventory out there with their droid or their iPhone finds an item that isn't on the list, but nonetheless exists? It's part of the physical inventory, but we're not accounting for it. In that case, I'd like to allow them to add the item to the list. They can do that with their PowerApp; and then when that item has been added, I want to kick off an email to the head of the west region distribution and warehousing.
That's Rod Tilden. Let's create a flow to do that. This is a lot better than telling people, hey, if you come across something that's not supposed to be there, make sure you let Rod know. We're going to send a customized email when a new SharePoint list item is added. And this is what flow looks like. We have templates and there are many, many templates that are available to meet a whole range of business needs.
You can view these by whether they're for email, for approval. We can sort them by popularity. This one's been used 15,000 times, send myself a reminder in 10 minutes. Get a push notification with updates. Let me know when I'm getting email from my boss, and there are more and more of these. Notice that you can see what technologies are being used. So if we're going to send a customized email when a new SharePoint list item is added, we're going to be using email, Outlook.
This is Office 365, and this works for Office 365 Outlook. If I'm using Outlook.com, which is also available as a choice, then I would choose send a customized email when a new SharePoint list item is added using Outlook.com. To use this template, I have to be signed in. Office 365 users, I'm signing in. It already knows I'm here because I'm signed in to Outlook and I'm signed in to SharePoint; and you might wonder, how did I get signed in here? Because I've been signed in previously when I've been working on flows.
You may have to begin by signing in to each of these different accounts; but once you've done it, Flow will usually maintain those relationships. Switching accounts is kind of nice because if you want to create flows that use, for example, different email accounts, that's a good thing to be able to do. I'm going to click continue. This says when a new item is created. Now, I can add a comment to this and indicate the current list is assumed to be complete; therefore, a new item is an anomaly.
And then there are parameters. So it's saying what site URL, what list. How did it know? We started there a minute ago. Get my profile. No additional information is needed for this step. It knows who I am, and I will be able to use the outputs in the next steps. Now we get to send email. That's pretty cool. And who is this going to? Well, this is what's called dynamic content when you see this orange content. This content is coming from Get My Profile, which is right here.
I can also get dynamic content from when a new item is created. Our first step, and remember that this then is providing all of the information from our SharePoint list, including the items that we're not displaying in a view, like modified by, created by. These are nifty to have for work flows. For example, using modified by, I can send an email to the last person to touch a file. Or created by, to the person who's likely the owner of the file.
All of this is good stuff, but it's sending it to my profile. I'm the only person in here, and this isn't who the email needs to go to, so I'm going to remove this. It says include a to, and I'm going to send this to rtilden@kinetico. It says no items; that's okay, that's not a problem. And if I wish, I could enter my email or any other email address; but I'm simply going to leave this just like that, and I can include anything that I'd really like to have in the subject.
So it says new item added. What was the item that I added? Well, let's go grab the information from when new item is created; and the new item that was created has a name, and I can say new inventory item added. I like that. The color coding makes it easy to see where the dynamic content is coming from, and that's critical because some of these field names appear in multiple data sources.
Hi, given name. Well, that would be me; and we don't need to say hi, given name. And these are all going to be going to Rodney, and he's actually going to get tired of the niceties pretty soon. He'd like to just have the information. So a new item was added at, by, created by, and the details. I don't want the category name. What I'd like to have is I'd like to have a couple of things. First, the name of the item.
Let's just do this a little bit differently here. Details, name; and we'll use Name 1. We've used it once already, but it's nice to have it in the body of the email when somebody's searching and trying to figure out what they're doing, and the quantity that we found. That would be that actual count. Now we have some other options, some advanced options.
Who this is to, subject, from, cc, and this is a great place to add my email. So I'm going to copy myself. If we wanted to allow attachments, we could. Importance, we'll say that this has high importance. If I'd like to add additional steps, I can; but these are really all the steps I want. I actually saved this flow partway through this process; and because of that, I'm now given the choice not to save this, but to update it.
The first time you'll save it, you'll be saving. After that, you'll be updating. It says your flow was updated. To close, click Done. To see it work now, perform the starting action. This may take a few moments. So I'm going to click Done. It says my new flow is running. We'll come back here in a while to be able to manage this, but let's go back to our list and add an item to see our flow work. Flow doesn't actually care how this new item gets added to the list. Therefore, flow is all ready for us to add this item using a PowerApp or I can simply add an item here.
Either way, it really doesn't matter. Let's go to our PowerApp though because we have it running. Let's click open. This is the first time we've done this since we modified the icon and the color for our splash screen, so this is going to look pretty cool. There's our cool yellow background, our star icon, our West Inventory; and it's loading our PowerApp in the browser. We're ready to test our flow, which we'll do in the next movie.
- Signing up for PowerApps and Microsoft Flow
- Importing a custom list from Excel
- Creating and managing a PowerApp from SharePoint
- Formatting text, modifying settings, and branding your app
- Updating app forms and the data source for an app
- Applying conditional formatting to a control
- Creating a flow for a SharePoint list
- Adding data using a mobile app
- Viewing results in Flow