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Power Automate / Flow - Automate Teams notifications Tutorial

In this video, you will learn how to automate Teams notifications.
The video covers using Power Automate to create a notification whenever a file is created in a Teams channel.
By using the SharePoint connector, you can trigger the notification when a file is created in a specific folder.
The video demonstrates how to connect to Microsoft Teams and post a message in a chat or channel.
You can choose to post the message as a flow or as your username.
This tutorial will help you stay updated and ensure everyone is on the same page regarding file creation in Teams.

3:32
3867 views

Available in Microsoft365

Objectifs :

This video aims to guide users on how to set up a notification system in Microsoft Teams using Power Automate, ensuring that all team members are informed whenever a new file is created in a designated SharePoint folder.

Chapitres :

Introduction to Power Automate Notifications
In this section, we will explore how to utilize Power Automate to create a notification system that alerts team members whenever a new file is added to a Teams channel. This ensures that everyone stays updated on important information and files.
Creating an Automated Cloud Flow
To begin, navigate to the home page of Power Automate and click on the 'Create' button to start the process of setting up an automated cloud flow. You can skip the initial steps to reach a blank canvas where you can design your flow.
Choosing the Right Connector
On the blank canvas, the first step is to select the appropriate connector. In this case, we will use Microsoft SharePoint. It's important to note that when a team is created in Microsoft Teams, a corresponding SharePoint site is also established, which is where documents are stored.
Setting Up the Trigger
Using the SharePoint connector, we will set the trigger to activate when a file is created in a specific folder. This is different from triggering when an item is created. From the dropdown menu, you can access all the sites you have permission to view. Locate the desired site, 'Groups Magique', and use the folder ID button to navigate through the folders and documents.
Configuring the Notification
For this scenario, select the 'Power Automate' folder. Next, we will connect to Microsoft Teams to configure the notification. Choose to post a message either as a flow bot or as a username; in this case, the flow bot is suitable. Specify the team, 'Groups Magique', and the channel, which is the 'Power Automate' channel.
Customizing the Notification Message
In the message box, type the notification message you wish to receive. Once all settings are configured, save the flow. It is also advisable to use the flow checker to ensure everything is set up correctly.
Testing and Managing the Flow
You can test the flow either manually or automatically. If you need to deactivate the flow or modify the notification settings, you can always return to 'My Flows'. Use the pencil icon to edit the flow or the three ellipses to turn it off or delete it.
Conclusion
In summary, this guide demonstrates how to set up notifications in a Teams channel for new files created in a SharePoint folder. This process enhances team communication and ensures that all members are informed about important updates.

FAQ :

What is Power Automate used for?

Power Automate is used to create automated workflows that connect different applications and services, allowing users to automate repetitive tasks, synchronize files, and receive notifications.

How do I create a flow in Power Automate?

To create a flow in Power Automate, you start by clicking the 'Create' button, choose a connector, select a trigger, and then define the actions you want the flow to perform.

What is the difference between a file and an item in SharePoint?

In SharePoint, a file refers to documents or media stored in libraries, while an item typically refers to a list entry or record that contains metadata.

Can I modify or deactivate a flow after creating it?

Yes, you can modify or deactivate a flow at any time by going to 'My Flows' in Power Automate, using the edit option or the ellipses menu to turn it off or delete it.

How do I receive notifications in Microsoft Teams using Power Automate?

To receive notifications in Microsoft Teams, create a flow that triggers when a file is created in a SharePoint folder, and set an action to post a message in a specific Teams channel.

Quelques cas d'usages :

Automating File Notifications in Teams

A marketing team uses Power Automate to set up notifications in their Microsoft Teams channel whenever a new marketing document is uploaded to their SharePoint site. This ensures that all team members are immediately informed about new resources, improving collaboration and efficiency.

Streamlining Project Updates

A project management team implements a flow in Power Automate to notify team members in Teams whenever a new project file is added to their SharePoint folder. This helps keep everyone updated on project progress and document changes, reducing the need for constant check-ins.

Enhancing Team Communication

An IT department creates a flow that sends alerts to a Teams channel whenever a critical file is modified in SharePoint. This proactive approach helps the team stay informed about important changes and enhances communication regarding IT documentation.

Glossaire :

Power Automate

A cloud-based service that allows users to create automated workflows between applications and services to synchronize files, get notifications, and collect data.

Microsoft SharePoint

A web-based collaboration platform that integrates with Microsoft Office, allowing users to store, organize, share, and access information from any device.

Microsoft Teams

A collaboration platform that combines workplace chat, video meetings, file storage, and application integration, enabling teams to work together effectively.

Connector

A component in Power Automate that allows the service to communicate with other applications and services, enabling data transfer and automation.

Trigger

An event that starts a workflow in Power Automate, such as the creation of a file in a specified folder.

Flow Bot

An automated user account in Microsoft Teams that posts messages on behalf of a Power Automate flow.

Flow Checker

A tool in Power Automate that helps users identify and fix issues in their flows before they are activated.

Channel

A dedicated space within Microsoft Teams for team conversations, file sharing, and collaboration on specific topics.

00:00:05

For this example, I'm going to use

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Power Automate in order to reserve a

00:00:11

notification every time someone creates a

00:00:13

file in a teams channel in order to make

00:00:16

sure everyone is up to date regarding

00:00:18

the information and the files created.

00:00:21

This notification will help us all

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of us to be on the same level

00:00:25

from the home page of Power Automate.

00:00:27

Let's use the create button and begin

00:00:31

the process of an automated cloud flow.

00:00:34

Let's skip the first step in order

00:00:37

to get to this page,

00:00:38

which can be considered as a blank canvas.

00:00:42

On this page you will first need to decide

00:00:45

which connector you are going to use.

00:00:47

In our case,

00:00:48

we are going to use Microsoft SharePoint.

00:00:51

Indeed Microsoft SharePoint

00:00:52

and why not Microsoft Teams?

00:00:54

Well because when you create

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a team in Microsoft Teams,

00:00:58

a SharePoint site is created

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at the same time.

00:01:01

And the technology that allows you to

00:01:04

store the documents is actually SharePoint.

00:01:07

Using the SharePoint connector,

00:01:08

we will use the trigger when a file

00:01:11

is created in a folder and not

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when an item is created,

00:01:14

which is a different thing.

00:01:18

From this dropdown menu I will

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be able to access all the sites

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to which I have been allowed to.

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And I can already see

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the one I'm looking for.

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Those Groups Magique using the folder

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ID button I can navigate

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every single folder and document present.

00:01:36

In this site. For my scenario,

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I'm going to choose the Power Automate

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folder so every time a new file is

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created in the SharePoint site, groups Magique.

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In the Power Automate channel,

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what do I want the machine to do?

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Well, this time let's connect to

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Microsoft Teams.

00:02:01

And I'm going to ask Power Automate to

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post a message in a chat or a channel.

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The first option is why do I want

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it to be posted as? As a flow bot,

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or as the username in this example,

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the Flow bot will do perfectly fine.

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Where do I want the notification

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to be posted? You need channel.

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In which team do I want it to be posted?

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Groups Magics. And in which channel?

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As said previously,

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in the Power Automate channel.

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In the message box I can type

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the message I'd like to receive

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the specific certification.

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Once all of this has been typed,

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I can simply save the flow and let's

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not forget to use the flow checker to

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make sure everything is all right.

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And to test it.

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Whether manually or automatically,

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should I need this flow to be

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deactivated or should I need to

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modify the channel in which the

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notification is going to be posted?

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Or any such setting I can

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always go to my flows.

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Use the pen button to edit the flow or

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use the three ellipses to turn it off,

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or even delete it.

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And that is how to receive

00:03:28

notifications in a teams

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channel every time you file

00:03:31

is created in the folder.

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