SharePoint Online in Power Automate:
Introduction to SharePoint Online
SharePoint Online is a cloud-based platform by Microsoft used for document management,
collaboration, and data storage. It's part of the Microsoft 365 suite and allows organizations
to create, share, and manage content seamlessly across teams. SharePoint Online, combined
with Power Automate, enables users to automate workflows, streamline tasks, and improve
collaboration.
Core Roles and Benefits of SharePoint Online
1. Collaboration Platform
SharePoint Online acts as a central platform for teams to collaborate effectively. Key
features include creating team sites, real-time collaboration, and integration with other
Microsoft tools.
Team Sites
SharePoint enables users to create team-specific sites for departments, projects, or groups.
Each site can store files, calendars, task lists, and communication channels in one accessible
workspace.
Example: A marketing team could use a SharePoint site to store campaign resources, share
project updates, and track tasks.
Real-Time Collaboration
Multiple users can work on documents at the same time, viewing edits in real-time and
avoiding version conflicts. This includes integration with Microsoft Teams, Outlook, and
OneDrive.
Note: Emphasize SharePoint’s collaborative capabilities that reduce dependency on email
and simplify teamwork.
2. Document Management System (DMS)
SharePoint offers extensive document management features, including file storage, version
control, permissions management, and workflows for automating tasks.
File Storage and Organization
SharePoint stores files in structured libraries, allowing organized storage and easy retrieval.
Version Control
Document versioning keeps track of changes and allows users to view, compare, and restore
previous versions.
Example: Version control is beneficial for policy documents that require multiple approvals
and edits.
Access Control and Permissions
Flexible permissions enable restricting or granting access at the document, library, or site
level.
Example: Sensitive information can be view-only for certain team members while others
have editing permissions.
3. Knowledge Management
SharePoint serves as a knowledge base for intranet portals, document libraries, and
advanced search functions.
Intranet Portals
Organizations can build intranet sites to centralize news, policies, and other resources.
Search and Discovery
Advanced search allows users to retrieve documents and data quickly using metadata and
tags.
Note: Search capabilities improve productivity by avoiding manual file searches.
4. Customization and Scalability
SharePoint allows customization with web parts (lists, calendars) and grows with the
organization’s needs.
Customizable Sites
Sites can be tailored with lists, libraries, and task trackers to match project requirements.
Example: Project sites may include custom task lists, document libraries, and a calendar for
milestones.
Practical Applications of SharePoint Online with Power Automate
Power Automate extends SharePoint’s capabilities with automation features, reducing
manual effort. Here are some common applications:
Automated Document Approval
Workflow Example: Send new documents for review and approval whenever added to a
SharePoint library.
Notifications for Changes
Workflow Example: Notify the team of new items added to a project task list.
Archiving Old Files
Workflow Example: Automatically archive files after a set period.
2. Why Integrate SharePoint with Power Automate?
Integrating SharePoint with Power Automate allows users to automate repetitive tasks,
streamline collaboration, and ensure data consistency. Here are some key benefits:
Reducing Manual Work
Automating workflows reduces manual data entry and repetitive tasks, such as sending
notifications or approvals. This not only saves time but also minimizes human error.
Enhancing Team Collaboration
With automated notifications and document routing, teams stay updated, ensuring that
tasks like document reviews, approvals, and content updates are completed more efficiently
and consistently.
Improving Data Consistency
Workflows maintain data consistency across records by ensuring uniform processes, like
standardized naming conventions, automated archiving, and applying policies to manage
document versions and access.
3. Setting Up SharePoint and Power Automate Connections
Before creating workflows, it is essential to connect SharePoint with Power Automate.
Here’s a step-by-step guide.
Using Triggers and Actions for SharePoint Workflows
Triggers and actions are core components of Power Automate workflows. Here’s how to use
them effectively:
- **Triggers**: These initiate a workflow. For example, 'When an item is created' can trigger
a document review.
- **Actions**: These define the response to triggers. Actions could include sending an email,
updating a record, or archiving files.
To connect SharePoint in Power Automate:
1. Open Power Automate and select ‘Create’ > ‘Automated flow’.
2. Choose a trigger, like 'When a file is created in SharePoint'.
3. Sign in to your SharePoint account and specify the site and document library.
4. Practical Use Cases and Example Workflows
Here are some practical scenarios where SharePoint and Power Automate integration can
streamline business processes:
Automated Document Approval Process
Workflow: When a document is added to the 'Approvals' library, Power Automate sends it
to the designated approver.
If approved, it moves to a 'Published' folder; if rejected, it’s tagged for revision.
Content Update Notifications
Workflow: Whenever an item in a project list is updated, Power Automate sends
notifications to team members to keep everyone aligned on recent changes.
Automatic Archiving of Outdated Files
Workflow: At the end of each month, files older than six months are moved to an archive
library to keep active libraries organized and clutter-free.
5. Hands-On Lab: Creating a SharePoint Workflow in Power Automate
This lab guides students through creating a simple workflow to automate a document
review process.
Step 1: Set Up the Trigger
1. In Power Automate, select ‘Create’ > ‘Automated flow’.
2. Choose the trigger: 'When a file is created in SharePoint' and connect to the relevant site
and document library.
Step 2: Add an Approval Action
1. Select ‘+ New step’ > ‘Approvals’ > ‘Start and wait for an approval’.
2. Customize the approval by setting approver emails, adding a message, and linking the
document.
Step 3: Configure Approval Outcomes
1. Under 'If yes', add an action to move approved documents to a 'Published' folder.
2. Under 'If no', send an email to the document creator with feedback and a request for
changes.
Step 4: Test and Run
Save and test the flow by adding a file to the specified SharePoint library. Verify that
approvers receive notifications and that the file moves based on the approval outcome.
Summary Notes
- Collaboration: Centralizes teamwork with document sharing and real-time co-authoring.
- Document Management: Version control, access settings, and structured storage ensure
secure file organization.
- Knowledge Management: Acts as an intranet and knowledge base, accessible and
searchable.
- Customization & Automation: Adaptable for various teams, scalable, and integrates Power
Automate for workflows.
- Integration Benefits: Reduces manual work, improves collaboration, and maintains data
consistency.
- Setup: Connect SharePoint and Power Automate through triggers and actions to automate
workflows.
- Use Cases: Common applications include approvals, notifications, and archiving.
- Hands-On Practice: Step-by-step workflow creation solidifies understanding and practical
application.
