{"id":6495,"date":"2024-06-27T08:00:42","date_gmt":"2024-06-27T08:00:42","guid":{"rendered":"https:\/\/www.process.st\/help\/docs\/microsoft-power-automate\/"},"modified":"2024-06-27T10:08:46","modified_gmt":"2024-06-27T10:08:46","slug":"microsoft-power-automate","status":"publish","type":"ht_kb","link":"https:\/\/www.process.st\/help\/docs\/microsoft-power-automate\/","title":{"rendered":"Microsoft Power Automate"},"content":{"rendered":"<p>Power Automate lets you connect all your favorite <a href=\"https:\/\/docs.microsoft.com\/en-us\/connectors\/connector-reference\/connector-reference-powerautomate-connectors\">business tools<\/a>, to create seamless and efficient automations.<\/p>\n<p>Since there are around 500 connectors with multiple triggers and actions, what you create in a Power Automate is really up to your imagination.<\/p>\n<p>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!<\/p>\n<p><em><strong>Users: In order to create a Power Automate connector or an API key, you must be an Administrator.\u00a0<\/strong><\/em><\/p>\n<p>This article covers:<\/p>\n<ul>\n<li>How Power Automate works<\/li>\n<li>Creating and testing an automated cloud flow with <a href=\"https:\/\/docs.microsoft.com\/en-us\/connectors\/processstreet\/\" target=\"_blank\" rel=\"noopener\">Process Street&#8217;s connector<\/a><\/li>\n<li>Ideas and suggestions for flows<\/li>\n<li>More Power Automate resources<\/li>\n<\/ul>\n<h2>How Power Automate works<\/h2>\n<p>Power Automate uses a series of triggers and actions to automate your work.\u00a0A trigger is something that starts a flow and an action is something that happens once the flow has been triggered.<\/p>\n<h3>Process Street triggers<\/h3>\n<ul>\n<li>When a workflow run is created:\n<ul>\n<li>The automation will fire each time that a workflow run is created in Process Street<\/li>\n<\/ul>\n<\/li>\n<li>When a workflow run is completed:\n<ul>\n<li>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<\/li>\n<\/ul>\n<\/li>\n<li>When a task changes status:\n<ul>\n<li>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 <a href=\"https:\/\/www.process.st\/help\/docs\/approvals\/\">approval<\/a> task has been rejected).<\/li>\n<li>When a task is ready: The automation will fire for each task that is not stopped and not hidden when a workflow is run.<br \/>\nI.e. when a task is shown by <a href=\"https:\/\/www.process.st\/help\/docs\/conditional-logic\/\">conditional logic<\/a>, is\u00a0released by a <a href=\"https:\/\/www.process.st\/help\/docs\/stop-tasks\/\">stop task<\/a>, or when a task has been submitted for approval.<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<h3>Process Street actions<\/h3>\n<ul>\n<li>Get a user:\n<ul>\n<li>Find a user&#8217;s name and email address by using the &#8220;Created by ID&#8221; or &#8220;Updated by ID&#8221; dynamic fields<\/li>\n<\/ul>\n<\/li>\n<li>Find workflow runs:\n<ul>\n<li>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<\/li>\n<\/ul>\n<\/li>\n<li>Get workflow run form fields:\n<ul>\n<li>Fetch a batch of form field values for a workflow run.\u00a0Form field values are paged, meaning the links section in the\u00a0response must be used to get the next\/previous batch of form field values<\/li>\n<\/ul>\n<\/li>\n<li>Run a workflow:\n<ul>\n<li>Creates a workflow run by selecting a workflow by name or ID<\/li>\n<\/ul>\n<\/li>\n<li>Update a workflow run:\n<ul>\n<li>Updates a workflow run&#8217;s name, due date, status (active, archived, completed, deleted)<\/li>\n<li>Automatically tun on the share link &#8211; Set the shared status to either Yes\/No<\/li>\n<\/ul>\n<\/li>\n<li>Update workflow run form fields:\n<ul>\n<li>Allows updating form field values in a workflow run.\u00a0A value may consist of a simple string, may accept multiple values as an array, or may accept multiple properties<\/li>\n<li>For task assignments, you can update the <a href=\"https:\/\/www.process.st\/help\/docs\/form-fields\/\">members form field<\/a> or an <a href=\"https:\/\/www.process.st\/help\/docs\/form-fields\/\">email form field<\/a>, to set <a href=\"https:\/\/www.process.st\/help\/docs\/role-assignments\/\">role assignments<\/a> on tasks<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<div class=\"c-message_kit__blocks c-message_kit__blocks--rich_text\">\n<div class=\"c-message__message_blocks c-message__message_blocks--rich_text\" data-qa=\"message-text\">\n<div class=\"p-block_kit_renderer\" data-qa=\"block-kit-renderer\">\n<div class=\"p-block_kit_renderer__block_wrapper p-block_kit_renderer__block_wrapper--first\">\n<div class=\"p-rich_text_block\" dir=\"auto\">\n<div class=\"p-rich_text_section\"><b data-stringify-type=\"bold\"><i data-stringify-type=\"italic\">Note<\/i><\/b><i data-stringify-type=\"italic\">: We have a limit of 100 items when getting the updated schema for workflow run form field values. As a workaround, you can update values for a\u00a0<\/i><i data-stringify-type=\"italic\"><a class=\"c-link c-link--underline\" href=\"https:\/\/learn.microsoft.com\/en-us\/connectors\/processstreet\/#get-workflow-run-form-fields\" target=\"_blank\" rel=\"noopener noreferrer\" data-stringify-link=\"https:\/\/learn.microsoft.com\/en-us\/connectors\/processstreet\/#get-workflow-run-form-fields\" data-sk=\"tooltip_parent\">task<\/a><\/i><i data-stringify-type=\"italic\">.<\/i><\/div>\n<\/div>\n<\/div>\n<\/div>\n<\/div>\n<\/div>\n<h2>1. Create an automated cloud flow<\/h2>\n<p>Login to Power Automate or <a href=\"https:\/\/powerautomate.microsoft.com\/en-us\/\" target=\"_blank\" rel=\"noopener\">create an account<\/a> if you don&#8217;t already have one.<\/p>\n<p>On the left-hand menu, click <strong>Create<\/strong> and then select <strong>Automated cloud flow<\/strong>.<\/p>\n<p><img decoding=\"async\" class=\"alignnone size-full wp-image-13696\" src=\"https:\/\/www.process.st\/help\/wp-content\/uploads\/2024\/02\/PA-Create-flow.png\" alt=\"\" width=\"100%\" \/><\/p>\n<p>In the next screen, add a <strong>name<\/strong> for your flow and select a trigger. You can type <strong>Process Street<\/strong> to view the triggers available.<\/p>\n<p><strong>Note:<\/strong> This is if you&#8217;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).<\/p>\n<p><img decoding=\"async\" class=\"alignnone size-full wp-image-13764\" src=\"https:\/\/www.process.st\/help\/wp-content\/uploads\/2024\/02\/PA-set-up-connector.png\" alt=\"\" width=\"100%\" \/><\/p>\n<p>Once you&#8217;ve chosen a trigger, click <strong>Create<\/strong>.<\/p>\n<p>If you&#8217;re not sure what trigger to use for now, click <strong>Skip.<\/strong><\/p>\n<h2>2. Generate your Process Street API key<\/h2>\n<p>Once you have selected a Process Street trigger, you&#8217;ll be prompted to add your API key (if you&#8217;ve already added your API you won&#8217;t see this step).<\/p>\n<p>You can generate and name a new API key from the <a href=\"https:\/\/app.process.st\/organizations\/manage\/integrations\">integrations page<\/a> in your Process Street organization manager area (for admins only).<\/p>\n<p>The name of your API key will show in notification emails sent to users you have provisioned, so it&#8217;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&#8217;d prefer).<\/p>\n<p><img decoding=\"async\" class=\"alignnone size-full wp-image-7872\" src=\"https:\/\/www.process.st\/help\/wp-content\/uploads\/2022\/04\/SCIM-new-api-key.png\" alt=\"\" width=\"100%\" srcset=\"https:\/\/www.process.st\/help\/wp-content\/uploads\/2022\/04\/SCIM-new-api-key.png 1024w, https:\/\/www.process.st\/help\/wp-content\/uploads\/2022\/04\/SCIM-new-api-key-300x150.png 300w, https:\/\/www.process.st\/help\/wp-content\/uploads\/2022\/04\/SCIM-new-api-key-768x384.png 768w\" sizes=\"(max-width: 1024px) 100vw, 1024px\" \/><\/p>\n<p>Add a name for your connection (e.g. your organization name) and add your API key.\u00a0Click <strong>Create<\/strong> to continue.<\/p>\n<p>Next, let&#8217;s take a look at creating an example flow.<\/p>\n<p><strong>Use case:<\/strong> 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.<\/p>\n<p>We&#8217;re going to use four steps to create this flow:<\/p>\n<ol>\n<li><strong>Trigger:<\/strong>\u00a0When a task is checked, unchecked or ready<\/li>\n<li><strong>Action:<\/strong> Update a Workflow Run<\/li>\n<li><strong>Action:<\/strong> Get workflow run form fields<\/li>\n<li><strong>Action:<\/strong> Send an email via Gmail<\/li>\n<\/ol>\n<h2>3. Set up your trigger<\/h2>\n<p>Select the trigger <strong>When a task is checked, unchecked, or ready<\/strong>.<\/p>\n<p>In the task state field, select <strong>Task Checked<\/strong>.<\/p>\n<p><img decoding=\"async\" class=\"alignnone size-full wp-image-13700\" src=\"https:\/\/www.process.st\/help\/wp-content\/uploads\/2024\/02\/PA-task-checked.png\" alt=\"\" width=\"50%\" \/><\/p>\n<p>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).<\/p>\n<p><strong>Note:<\/strong> You can only search for workflows in your <a href=\"https:\/\/www.process.st\/help\/docs\/library\/\">organization library<\/a>, not those that have been created in your <a href=\"https:\/\/www.process.st\/help\/docs\/private-library\/\">private library<\/a>.<\/p>\n<p>Next, select the specific task you&#8217;d like to trigger your flow. If you don&#8217;t specify a task it will work when any tasks in that workflow run are completed.<\/p>\n<p>Click <strong>New Step<\/strong> to add more steps to your flow.<\/p>\n<h2>4. Set up your first action<\/h2>\n<p>Choose the action <strong>Update a workflow run<\/strong>.<\/p>\n<p>Click the field for <strong>Workflow Run ID<\/strong> and search for <strong>runID<\/strong> in the dynamic content modal. Select <strong>WorkflowRunID<\/strong>, as shown below.<\/p>\n<p><img decoding=\"async\" class=\"alignnone size-full wp-image-13703\" src=\"https:\/\/www.process.st\/help\/wp-content\/uploads\/2024\/02\/PA-select-runID.png\" alt=\"\" width=\"100%\" \/><\/p>\n<p>Next, since we don&#8217;t want to change the name, status or due date for the workflow run, we&#8217;re going to choose the <strong>name<\/strong> for this workflow run from the dynamic content, select <strong>Active<\/strong> as the status and select the <strong>due date<\/strong> from the dynamic content.<\/p>\n<p>Optional: If you&#8217;d like to give your new workflow run a different due date, use the following date formatting: <strong>YYYY-MM-DDTHH:mm:ss<\/strong>. For example: <strong>2022-07-10T15:00:00.00<\/strong>.<\/p>\n<p>Click the shared field and select <strong>Yes<\/strong> to automatically turn on the share link for the workflow run.<\/p>\n<p><img decoding=\"async\" class=\"alignnone size-full wp-image-13709\" src=\"https:\/\/www.process.st\/help\/wp-content\/uploads\/2024\/02\/PA-new-name.png\" alt=\"\" width=\"50%\" \/><\/p>\n<h2>5. Set up your third action<\/h2>\n<p>Click <strong>New Step<\/strong> to add the third step to your flow.<\/p>\n<p>Choose the action <strong>Get workflow run form fields<\/strong>. Select the dynamic workflow run ID, the workflow and then the task that your email field is in.<\/p>\n<p><img decoding=\"async\" class=\"alignnone size-full wp-image-13705\" src=\"https:\/\/www.process.st\/help\/wp-content\/uploads\/2024\/02\/PA-get-form-fields.png\" alt=\"\" width=\"100%\" \/><\/p>\n<p>Click <strong>New Step<\/strong> to add the final step to your flow.<\/p>\n<h2>6. Set up your fourth action<\/h2>\n<p>In this example we&#8217;re going to <strong>send an email via Gmail<\/strong> to our tenant. We can use the dynamic field for <strong>Tenant email address<\/strong> that we have set up in our Process Street workflow.<\/p>\n<p>Click <strong>Add dynamic content<\/strong> to search for the email field.<\/p>\n<p><img decoding=\"async\" class=\"alignnone size-full wp-image-13706\" src=\"https:\/\/www.process.st\/help\/wp-content\/uploads\/2024\/02\/PA-dynamic-email.png\" alt=\"\" width=\"100%\" \/><\/p>\n<p>Add a link to your workflow run into the body from the dynamic fields. Type <strong>URL<\/strong>\u00a0in the search field to find it quickly.<\/p>\n<p><img decoding=\"async\" class=\"alignnone size-full wp-image-13708\" src=\"https:\/\/www.process.st\/help\/wp-content\/uploads\/2024\/02\/PA-add-url-to-run.png\" alt=\"\" width=\"100%\" \/><\/p>\n<p>In the subject and the body of the email, you can choose more dynamic fields and add any attachments you might need to send.<\/p>\n<p>Your flow set up is complete!\u00a0Click <strong>Save<\/strong>, then click <strong>Test<\/strong> in the top right corner of your screen.<\/p>\n<p><strong>Manually<\/strong> test the flow. Head to a test workflow run in Process Street and check off the task that you&#8217;ve set up as the trigger.<\/p>\n<p>Once you&#8217;re done testing, you&#8217;ll see a banner message like this to confirm you&#8217;re good to go.<\/p>\n<p><img decoding=\"async\" class=\"alignnone size-full wp-image-13566\" src=\"https:\/\/www.process.st\/help\/wp-content\/uploads\/2024\/02\/flow-ready-to-go.png\" alt=\"\" width=\"100%\" \/><\/p>\n<h2>Ideas and suggestions for flows<\/h2>\n<p>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:<\/p>\n<ul>\n<li>Run a Support workflow when you receive a new ticket from a customer in Intercom<\/li>\n<li>Update a workflow run form fields with new opportunity details in Salesforce<\/li>\n<li>Create a Microsoft Teams chat from an email notification from Process Street<\/li>\n<li>Discover premade\u00a0<a href=\"https:\/\/us.flow.microsoft.com\/en-us\/templates\/\">flow templates<\/a> that you can add the Process Street connector into<\/li>\n<\/ul>\n<h2>More Power Automate resources<\/h2>\n<ul>\n<li><a href=\"https:\/\/docs.microsoft.com\/en-us\/power-automate\/getting-started\">Getting started<\/a> with Power Automate<\/li>\n<li>Working with <a href=\"https:\/\/powerautomate.microsoft.com\/en-us\/blog\/working-with-dates-and-times\/\">dates, times &amp; timezones<\/a>\u00a0inside of your flows<\/li>\n<li>Monitoring a\u00a0source for <a href=\"https:\/\/docs.microsoft.com\/en-us\/power-automate\/odata-filters\">new or updated items<\/a><\/li>\n<li><a href=\"https:\/\/docs.microsoft.com\/en-us\/power-automate\/run-scheduled-tasks\">Schedule flows<\/a> to run on a recurring or one-off basis<\/li>\n<li>Update a list of items at once with <a href=\"https:\/\/docs.microsoft.com\/en-us\/power-automate\/apply-to-each\">apply to each<\/a><\/li>\n<li>Add <a href=\"https:\/\/docs.microsoft.com\/en-us\/power-automate\/dataverse\/wait-conditions\">delays<\/a> into your flows<\/li>\n<li>Add <a href=\"https:\/\/docs.microsoft.com\/en-us\/power-automate\/add-condition\">conditional logic<\/a> steps into your flows<\/li>\n<li>Parse data, create filter arrays and tables with <a href=\"https:\/\/docs.microsoft.com\/en-us\/power-automate\/data-operations\">data operations<\/a><\/li>\n<li>Use <a href=\"https:\/\/docs.microsoft.com\/en-us\/power-automate\/create-variable-store-values\">variables<\/a> to count, increment or decrement data<\/li>\n<\/ul>\n","protected":false},"excerpt":{"rendered":"<p>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 [&hellip;]<\/p>\n","protected":false},"author":11,"template":"","meta":{"_acf_changed":false,"available_plan":"All plans","available_product":"Integrations","footnotes":""},"ht_kb_category":[194],"ht_kb_tag":[467,468],"class_list":["post-6495","ht_kb","type-ht_kb","status-publish","hentry","ht_kb_category-integrations","ht_kb_tag-microsoft","ht_kb_tag-office-365"],"acf":[],"aioseo_notices":[],"_links":{"self":[{"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/ht_kb\/6495","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/ht_kb"}],"about":[{"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/types\/ht_kb"}],"author":[{"embeddable":true,"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/users\/11"}],"version-history":[{"count":4,"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/ht_kb\/6495\/revisions"}],"predecessor-version":[{"id":8165,"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/ht_kb\/6495\/revisions\/8165"}],"wp:attachment":[{"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/media?parent=6495"}],"wp:term":[{"taxonomy":"ht_kb_category","embeddable":true,"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/ht_kb_category?post=6495"},{"taxonomy":"ht_kb_tag","embeddable":true,"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/ht_kb_tag?post=6495"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}