Elevate 365 - Power Automate (workflow for beginners)
This session is designed to introduce you to the basics of Power Automate, a powerful tool that helps you automate repetitive tasks and streamline your workflows. Whether you're new to automation or looking to enhance your productivity, this webinar will provide you with the foundational knowledge and practical skills to get started. Don't miss this opportunity to learn how to create efficient workflows and improve your daily operations.
What to Expect
Introduction to Power Automate
Getting Started with Power Automate
Types of Workflows
Building a Simple Workflow
A Guided Walkthrough of a Complex Workflow
Ownership and Permissions
Q&A Session
Introduction to Power Automate
The webinar begins with a warm welcome and an introduction to the basics of Power Automate. Fergus, the guide for the session, emphasises the importance of engaging with the session and encourages participants to ask questions.
Getting Started with Power Automate
Fergus explains how to access Power Automate through the Microsoft 365 portal and the different options available for creating automations. Key points include the difference between instant and automated workflows, and the steps to navigate to the Power Automate interface.
Types of Workflows
Instant Workflows: Manually triggered with a button click, useful for on-demand tasks.
Automated Workflows: Triggered by specific events or actions, ideal for streamlining repetitive tasks.
Examples provided include sending email notifications, creating tasks or reminders, and setting up approval processes.
Building a Simple Workflow
Fergus performs a live demonstration of creating a workflow to manage HR holiday requests. The workflow includes:
Setting up a SharePoint list to store holiday requests.
Creating a Power Automate flow that triggers when a new item is created in the SharePoint list.
Updating the request status to "Pending Approval".
Setting up an approval process to notify the manager via email.
Handling the manager's approval or rejection and updating the request status accordingly.
A Guided Walkthrough of a Complex Workflow
The session progresses to a more complex example involving an HR onboarding process. This workflow includes:
Triggering from a Power App to check if a user exists in the directory.
Creating a new user account in Microsoft Intra if the user does not exist.
Updating SharePoint data to reflect the new user account.
Ownership and Permissions
Fergus discusses the importance of workflow ownership and the different options available:
User Ownership: Owned by the individual who created it, but risks deletion if the user leaves the organisation.
Department/Team Ownership: Owned by a Microsoft Teams group, ensuring continuity even if individuals leave.
Service Account Ownership: A separate account used to own workflows, managed independently from user accounts.
Q&A Session
The webinar concludes with a Q&A session covering various topics including:
Permissions and access for workflows.
Licensing and availability of Power Automate.
Handling external approvals and notifications.
Editing workflows without affecting old data.
Fergus and his colleague Chris provide detailed answers to participant questions, ensuring a comprehensive understanding of Power Automate's capabilities.