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Microsoft Power Automate

Updated June 24, 2022

Power Automate lets you connect all your favorite business tools, to create seamless and efficient automations.

Since there are around 500 connectors with multiple triggers and actions, what you create in a Power Automate is really up to your imagination.

Create simple two-step or three-step flows, or get fancy with multiple steps, multiple tools, branching paths, variables and increments. The choice is yours!

Users: In order to create a Power Automate connector or an API key, you must be an Administrator. 

This article covers:

  • How Power Automate works
  • Creating and testing an automated cloud flow with Process Street’s connector
  • Ideas and suggestions for flows
  • More Power Automate resources

How Power Automate works

Power Automate uses a series of triggers and actions to automate your work. A trigger is something that starts a flow and an action is something that happens once the flow has been triggered.

Process Street triggers

  • When a workflow run is created:
    • The automation will fire each time that a workflow run is created in Process Street
  • When a workflow run is completed:
    • The automation will fire each time that a workflow run is completed in Process Street. This can be workflow runs from a selected workflow, or for all workflows
  • When a task changes status:
    • The automation will fire each time a task in Process Street is either completed, uncompleted or both (i.e. unchecked might be either manually unchecked or when an approval task has been rejected).
    • When a task is ready: The automation will fire for each task that is not stopped and not hidden when a workflow is run.
      I.e. when a task is shown by conditional logic, is released by a stop task, or when a task has been submitted for approval.

Process Street actions

  • Get a user:
    • Find a user’s name and email address by using the “Created by ID” or “Updated by ID” dynamic fields
  • Find workflow runs:
    • Returns your latest 200 active workflow runs, showing the most recently updated first. You can search runs by data collected in form fields and system fields
  • Get workflow run form fields:
    • Fetch a batch of form field values for a workflow run. Form field values are paged, meaning the links section in the response must be used to get the next/previous batch of form field values
  • Run a workflow:
    • Creates a workflow run by selecting a workflow by name or ID
  • Update a workflow run:
    • Updates a workflow run’s name, due date, status (active, archived, completed, deleted)
    • Automatically tun on the share link – Set the shared status to either Yes/No
  • Update workflow run form fields:
    • Allows updating form field values in a workflow run. A value may consist of a simple string, may accept multiple values as an array, or may accept multiple properties
    • For task assignments, you can update the members form field or an email form field, to set role assignments on tasks

1. Create an automated cloud flow

Login to Power Automate or create an account if you don’t already have one.

On the left-hand menu, click Create and then select Automated cloud flow.

In the next screen, add a name for your flow and select a trigger. You can type Process Street to view the triggers available.

Note: This is if you’d like something happening in Process Street to happen before you add an action. (At this point, you could add another connector from another app as your trigger and have an action in Process Street as the next step if you prefer).

Once you’ve chosen a trigger, click Create.

If you’re not sure what trigger to use for now, click Skip.

2. Generate your Process Street API key

Once you have selected a Process Street trigger, you’ll be prompted to add your API key (if you’ve already added your API you won’t see this step).

You can generate and name a new API key from the integrations page in your Process Street organization manager area (for admins only).

The name of your API key will show in notification emails sent to users you have provisioned, so it’s best practice to change the default label (API Key #1) to avoid confusion (e.g. you can name it Power Automate, or anything else you’d prefer).

Add a name for your connection (e.g. your organization name) and add your API key. Click Create to continue.

Next, let’s take a look at creating an example flow.

Use case: A property management company wants to send one of their tenants a lease renewal workflow run to complete. The property manager checks a task as complete in the run, which triggers Power Automate to turn on the run share link and email a link to the run to the tenant.

We’re going to use four steps to create this flow:

  1. Trigger: When a task is checked, unchecked or ready
  2. Action: Update a Workflow Run
  3. Action: Get workflow run form fields
  4. Action: Send an email via Gmail

3. Set up your trigger

Select the trigger When a task is checked, unchecked, or ready.

In the task state field, select Task Checked.

Next, select your workflow by name (or ID). (If you leave the workflow ID field blank, this will trigger for all workflows in your organization).

Note: You can only search for workflows in your organization library, not those that have been created in your private library.

Next, select the specific task you’d like to trigger your flow. If you don’t specify a task it will work when any tasks in that workflow run are completed.

Click New Step to add more steps to your flow.

4. Set up your first action

Choose the action Update a workflow run.

Click the field for Workflow Run ID and search for runID in the dynamic content modal. Select WorkflowRunID, as shown below.

Next, since we don’t want to change the name, status or due date for the workflow run, we’re going to choose the name for this workflow run from the dynamic content, select Active as the status and select the due date from the dynamic content.

Optional: If you’d like to give your new workflow run a different due date, use the following date formatting: YYYY-MM-DDTHH:mm:ss. For example: 2022-07-10T15:00:00.00.

Click the shared field and select Yes to automatically turn on the share link for the workflow run.

5. Set up your third action

Click New Step to add the third step to your flow.

Choose the action Get workflow run form fields. Select the dynamic workflow run ID, the workflow and then the task that your email field is in.

Click New Step to add the final step to your flow.

6. Set up your fourth action

In this example we’re going to send an email via Gmail to our tenant. We can use the dynamic field for Tenant email address that we have set up in our Process Street workflow.

Click Add dynamic content to search for the email field.

Add a link to your workflow run into the body from the dynamic fields. Type URL in the search field to find it quickly.

In the subject and the body of the email, you can choose more dynamic fields and add any attachments you might need to send.

Your flow set up is complete! Click Save, then click Test in the top right corner of your screen.

Manually test the flow. Head to a test workflow run in Process Street and check off the task that you’ve set up as the trigger.

Once you’re done testing, you’ll see a banner message like this to confirm you’re good to go.

Ideas and suggestions for flows

There are literally thousands of ways that you can create flows to streamline your business operations. Here are a few suggestions to help you get started:

  • Run a Support workflow when you receive a new ticket from a customer in Intercom
  • Update a workflow run form fields with new opportunity details in Salesforce
  • Create a Microsoft Teams chat from an email notification from Process Street
  • Discover premade flow templates that you can add the Process Street connector into

More Power Automate resources


 

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