Microsoft 365 Community Community Demos, 7 Feb 2019

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From YouTube: Community Call Demo - Design your Microsoft Flows in Visio and use them in the SharePoint Online

Description

This community call demo is taken from the SharePoint General Development Special Interest Group recording on 7th of February 2019. In this video Chaks (Microsoft) shows how you can use Microsoft Visio to design and publish your Microsoft Flows to the SharePoint Online.

Presenter - Chakkaradeep (Chaks) Chinnakonda Chandran (Microsoft) - @chakkaradeep

More details on the SharePoint dev community calls from http://aka.ms/sppnp.

A

Excellent so today, they're gonna see something really different, they're going to be talking about how we can use video, which one of the ways many SharePoint business users use with Visio to build a SharePoint workflow. So this is taking that next step where we are integrating with the Microsoft flow, which is over the new work through a platform for ships. So basically, what we're doing here is we have something called business process, modeling and notation.

A

So that's what this nazies was used as one of the ways to graphically represent the business process right, so you put all of the if conditions and gateways and whatnot and then how does that transform to a flow and that's exactly what we see or helps business users once they have the diagram once they have the process, they can give it to the expert that can build now, annotate the different events and flows and message, sequences and map it to flow and then basically create the flow from there.

A

So that's exactly what we're going to see today and I'll be taking something from scratch and something also that you can go to Visio and basically start from a template. So I'm going to go to my video here. Here's the completed step. So this is what my business process looks like I start with a SharePoint trigger, and if you hover the icon, you can see that this is on both where a trigger that basically covers when a file is created and then I submit the document for approval, and you can see here.

A

I have set content, approval, status, action and then I have a business process which indicates the icon indicates here. Clearly the business or business process and I have my approval tab that basically starts the approval in the flow and then I have my conditions. If approved, I set the document status to approve RF of the documents it is rejected and then sent an email now all I have to do to export.

A

This is basically click the export button and that's going to give me the flow dialogue to basically sign in and make sure that I check. All my connections and then hit create to go, create the flow so before we do that, I'm going to show you how I arrived to this place to actually annotate all of these tag, events to the flow, so here's the business process diagram without any flow integration right. So this is how I would get from my business user or business analyst eight years of process.

A

So under the process, tab in Visio I have the option prepared to export that basically gets my diagram ready. So now, I can assign different triggers and actions to my flow. So, for example, I can select the start event and automatically I get the option to choose the trigger in action. Now, I can see that I can filter by connector, so I'm going to go to SharePoint and I can see when a file is created in a folder when a file is created, modified and here's.

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My when a file is created or when, if I just create a trigger, so I get that and now I can switch to the next action here and I can basically use my set content approval status and then go over here, find the approval connector. So I can click more and.

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Where is approval so.

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So I can search and hopefully I'll get here there let's go and then I can say, create start and wait for an approval. So that's done and then over here it's a condition, but now I can select the connector. So basically we can say: a49 is going to be yes and then a 25 is going to be no. So now I've selected my condition route and so I will probably just switch that because I have they go.

A

So when the document status is approved, I'm going to go again to my SharePoint connector and you set content approval status because then I can set the approval status, see in here document approval status and then finally send an email. So here I'm going to go, select, outlook and then I'm gonna say: send an email, send an email, that's pretty much it so that gives my BPM um diagram a good representation of what it should look like when I export this to flow.

A

So one thing: if you notice here, I'm, not really fitting any properties and just assigning and annotating, basically the the mapping of which flow action and trigger. So now, if I do it basically says there are some issues, so let's go look at what the issues are.

A

Document textured.

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Here, I basically cannot have any special character, so there you go, it's really easy to go check and make sure that your flows are working the right way or the BPM is working the right way.

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So now I can say here let the name flow document approval so I'm, going to sign in I'm going to create the flow, and now that is going to create the flow and give me a link to my Microsoft flow portal, and it takes me directly to that flow and remember now it has only created the kiloton, so as a business process, owner and expert in flow I would have to click Edit and now map it to every whatever.

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The parameters are like when a document is added, so you can see the whatever text I put. My Visio diagram has basically transformed into the flow action title and trigger title so now, I can go and finish this off and basically save the flow, and it's ready right so that it's really simple I can architect my process in Visio I can visually represent them using a business process, innovation that many of the businesses with Rivera and then give it to the flow expert and basically now I have my flow everything in Microsoft flow website.

A

So it's really cool. So that's how easy it is to now create and annotate your BPM um diagrams with the flow marker so quickly. If you want to get access, this is available for Microsoft Visio planned to subscription. Obviously this is something in the next subscription that you'd have to have, and if you are part of the office insiders channel, this feature is available from those 1 1 2 3 1 dots on whatever the suffixes on words.

A

So that's something to keep in mind if you really want to get hands on with your lip this feature. Now, if you do have feedback, you know we also have the PM here in our called shield. Bug boil so any questions that you have. We can certainly take a here and answer here as well or you can send us email, television, Microsoft, Ericom, I have links to the support articles. It's really easy to remember a kms endless with your flow and then video is endless.

A

Visio flow video now one of the cool things I want to show is once you have this diagram you might need. You might want to share this with different folks. So the export options are really cool. So you can now export to word that, basically, what it does is it takes every process and then it creates a document that not only helps business users or the flow expert, but also business users as well. To look at how this document works with the business process annotation that they came up.

A

So you can see here at the document title I have the exporter from link I have the overview and then the detailed view going through every step and flow and action. So it's really cool. This helps be an easy way if you built the flow to immediately export and Cynthia business owner to say hey. This is what I've come up with and let me know if there is anything that I want to do and also, if you want to make this into the PowerPoint, that's also really easy. So I can go export, create presentation.

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It's going to ask me: I want to create a snippet, so I can basically add a snippet for let's say over here until I start the approval process. I add another snippet from there. What the condition is.

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And now I can export and that's going to come up with my PowerPoint presentation, but it's going to give me the option to explain what this is about with the appropriate and the sections that I did in my video diagram. So it's very powerful. It's really really getting great at what it can do, especially with the process that we have seen internally so going forward. We have several of you know: roadmap items in the law in the backlog.

A

Of course you want to make this really simple, so you can also specify which SharePoint site all of the properties in the Visio diagram itself. So then, when we export, you have those automatically there, so you don't have to edit the flow and input them as well as the ability from the flow. If you see here, you can create just.

A

Chooses so you can create from with your diagram from your flow website as well as you can also export the flow as a servicio diagram from the flow website, so those options are all coming, but right now. This is something that we we have in the objects inside this channel. So if you do have the vo planned to make sure that you are joined in the office insiders channel and have a hands-on experience on this until associate feedback. What you like, what you don't like?

A

What do you want to see if you have companies with SharePoint designer work through and with you that want to move, and you want to work with us to get that going as well? Give us send us an email and tell via Microsoft. That comment will be more than happy to work with the customer and understand what are their. The Korean momentum is ensure they get the right tools in the product.