Power Automate / Flow - Leverage Variables with Power FX in Power Automate Tutorial

Discover the power of leveraging variables with Power FX in Power Automate. Learn how to list channel files based on date constraints, transform monthly flows into weekly ones, and use Power FX functions for dynamic date manipulations. Explore the comprehensive tutorial for effective flow activation and message posting in your team channel. Unlock the potential of Power Automate for efficient workflow management!

03:28
414 views

Available in Microsoft365

Objectifs :

This tutorial aims to guide users through the process of utilizing Power FX functions to implement date constraints in a flow that lists files from a team's channel. By the end of this tutorial, users will be able to create a flow that only lists files created within the last seven days, transforming a monthly flow into a weekly one.

Chapitres :

Introduction to Power FX Functions
In this tutorial, we will explore Power FX functions that enable various types of calculations. Specifically, we will focus on how to apply a date constraint to a flow that lists files from a team's channel.
Setting Up the Flow
To begin, duplicate an existing flow that does not have the date constraint. This flow is from a previous tutorial. From the context menu, perform a 'Save As' and rename the copy explicitly. Once done, click on the pencil icon to edit this flow.
Transforming the Flow Frequency
This flow is currently set to run monthly. We will transform it into a weekly flow that runs every Monday at 10 a.m. In this flow, you will find a variable used to generate the list of channel files. To remain organized, change the label of the initialization block for this variable.
Creating a Date Variable
Next, add an action to generate a new variable to store the date seven days prior to the current date. Here, you will use a Power FX function via the FX button in the window. Power FX functions are categorized by themes, and it is common to search the web to determine if a function exists and to gather syntactic information.
Using the Add Days Function
In this instance, the 'Add Days' function allows you to add or subtract a number of days associated with a date. Select the function, enter the parentheses, and supply the arguments according to the expected syntax. Use the 'UTC Now' function, which dynamically refers to the current date. The second parameter, separated by a comma, will contain '-7', indicating the number of days to subtract, followed by the format parameter.
Implementing Conditional Logic
Now, in the loop processing each file from the channel, add a conditional 'If' action based on the file's creation date to populate your variable. This will list the files only if they were created on or after seven days ago, specifically the previous Monday. Retrieve the dynamic content related to the creation date by specifying 'greater than or equal to' your previously created date variable.
Finalizing the Flow
Drag the block populating the variable listing the files into the case where the condition is met. Additionally, add a second conditional block to avoid posting a team's message if no file has been added. Test your message block containing your list of files less than seven days old by specifying that it must not be empty to post the team's message, which you will drag into the condition.
Testing and Activating the Flow
On the team side, add two files from your desktop to the relevant team. All that remains is to save and test the flow. Power Automate will inform you that the flow is not active. In the list of your flows, activate it and run it in your team channel. You will see a post containing only the two newly created files. From now on, your flow is active and will post a message every Monday if needed.

FAQ :

What is Power FX and how is it used?

Power FX is a formula language used in Microsoft Power Platform for performing calculations and data manipulation. It is commonly used in flows to automate tasks and manage data effectively.

How do I create a flow that lists files from a team channel?

To create a flow that lists files from a team channel, you can duplicate an existing flow, add a date constraint to filter files created within the last seven days, and use conditional actions to manage the output.

What does the 'Add Days' function do?

The 'Add Days' function in Power FX allows you to add or subtract a specific number of days from a date. This is useful for setting date constraints in flows.

How can I test my flow after creating it?

After creating your flow, you can save and activate it. Then, run the flow in your team channel to see if it posts the expected messages based on the conditions set.

What should I do if my flow is not active?

If your flow is not active, you can activate it from the list of your flows in Power Automate. Once activated, it will run according to the schedule you have set.

Quelques cas d'usages :

Weekly File Reporting

In a corporate environment, a team can use this flow to automatically report newly created files in a channel every Monday. This ensures that team members are updated on recent contributions without manual checks.

Automated Document Management

A project manager can implement this flow to keep track of documents added to a project channel. By filtering files created in the last seven days, the manager can ensure that the team focuses on the most recent updates.

Compliance Tracking

In regulated industries, this flow can be used to monitor and report on files that meet specific criteria, such as creation dates. This helps ensure compliance with internal policies and external regulations.

Team Collaboration Enhancement

By automating file notifications, teams can enhance collaboration. This flow can be set to notify team members of new files, ensuring everyone is aware of the latest resources available.

Glossaire :

Power FX

A formula language used in Microsoft Power Platform to perform calculations and manipulate data.

Flow

An automated workflow that connects different applications and services to perform tasks without manual intervention.

Variable

A storage location identified by a name that can hold data which may change during the execution of a flow.

UTC Now

A Power FX function that returns the current date and time in Coordinated Universal Time (UTC).

Add Days Function

A Power FX function that allows you to add or subtract a specified number of days from a given date.

Conditional Action

An action in a flow that executes only if a specified condition is met.

Dynamic Content

Content that is generated at runtime based on the data available in the flow, such as file creation dates.

00:00:03

we will explore power FX functions that enable various types of calculations.

00:00:08

We will start with an existing flow that lists

00:00:11

the files of a team's channel in a message

00:00:14

adding a date constraint to it

00:00:16

specifically,

00:00:17

we will list the files from a channel only

00:00:19

if they were created within the last seven days

00:00:23

to begin, duplicate an existing flow that does not have this constraint.

00:00:28

This flow is from a previous tutorial

00:00:31

from the context menu. Perform a save as and rename the copy explicitly.

00:00:36

Once done, click on the pencil icon to edit this flow.

00:00:41

This flow is monthly and recurrent transform it

00:00:44

into a weekly flow every Monday at 10 a.m.

00:00:48

In this flow, you will find a variable used to generate the list of channel files

00:00:53

to remain organized,

00:00:54

change the label of the initialization block for this variable.

00:00:59

Next, add an action to generate a new variable

00:01:05

to store the date seven days prior to the current date.

00:01:08

Here, you will use a power FX function via the FX button

00:01:15

in the window. You will find power FX functions categorized by themes.

00:01:20

Note that there is no assistant here. Just a brief description.

00:01:24

It is common to have to search the web to

00:01:26

determine if a function exists and to gather syntactic information.

00:01:31

In this instance,

00:01:32

the add days function allows you to add or

00:01:35

subtract a number of days associated with a date.

00:01:39

Select the function enter the parentheses and supply the

00:01:42

arguments of this function according to the expected syntax.

00:01:45

Using the UTC. Now function which dynamically refers to the current date.

00:01:51

The second parameter separated by a comma will contain minus seven,

00:01:56

the number of days to subtract followed by the format parameter.

00:02:03

Now in the loop processing each file from the channel,

00:02:06

add a conditional if action based on

00:02:09

the files creation date to populate your variable

00:02:12

listing the files only if they are created on or after seven days ago.

00:02:17

That is

00:02:18

the previous Monday

00:02:21

retrieve the dynamic content related to the creation date by

00:02:24

specifying greater and equal to your previously created date.

00:02:28

Variable

00:02:30

then drag the block populating the variable,

00:02:32

listing the files into the case where the condition is met.

00:02:36

Take this opportunity to add a second conditional

00:02:39

block to avoid posting a team's message.

00:02:41

If no file has been added,

00:02:44

test your message block containing your list of files less than seven days

00:02:49

old by specifying that it must not be empty to post the team's message

00:02:54

which you will drag into the condition.

00:02:56

Also add an introductory sentence

00:03:00

on the team side, add two files from your desktop to the relevant team,

00:03:05

all that remains is to save and test the flow

00:03:09

power automate. Will inform you that the flow is not active

00:03:13

in the list of your flows, activate it and run it

00:03:16

in your team channel.

00:03:17

You will see a post containing only the two newly created files from now

00:03:22

on your flow is active and will post a message every Monday if needed.

Mandarine AI: WHAT YOU SHOULD KNOW

RELATED COURSES This tutorial is part of the following courses

508 Views

Microsoft Video Training Power Automate – From discovery to mastering automation

Boost your productivity with our Power Automate course! Learn to automate your tasks and seamlessly integrate various Microsoft 365 services...

ALL COURSES