Microsoft 365 Community Microsoft Lists, 23 Jun 2022

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From YouTube: Keep track of your activities with Microsoft Lists and Power Automate

Description

In this 7-minute developer focused demo, Federico Sapia creates a custom list that captures notes and automatically highlights, groups and sorts by date, is flexible and easy to use, tracks information about activities as well as operations, and is Microsoft Teams ready. Keeps track of attachments (Power Automate) and can be customized further. Each list record has Title, writing box and a tool bar. Edit content in list or on page. All these capabilities packed into this template. This PnP Community demo is taken from the Microsoft 365 & Power Platform Development Community call recorded on June 23, 2022.

Demo Presenter
• Federico Sapia (ANPAL Servizi)

Supporting materials
• Article - Keep track of your activities with Microsoft Lists and Power Automate | https://github.com/Fedes365/Microsoft-Lists-Templates/wiki/Keep-track-of-your-activities-with-Microsoft-Lists-and-Power-Automate
• Documentation - Use column formatting to customize SharePoint | https://docs.microsoft.com/sharepoint/dev/declarative-customization/column-formatting

Learn more
• Microsoft 365 Unified Sample gallery - https://aka.ms/m365/samples
• Microsoft 365 Platform Community in YouTube - https://aka.ms/m365/videos
• Microsoft 365 Platform Community - http://aka.ms/m365/community

A

I'm federico I'm from italy and I am a digital workplace specialist in public sector and today I would like to share a solution I created with the microsoft list and power automated, but I would like to to tell how everything began because, a couple of months ago I came across a solution provided by a microsoft teams, competitor, and then I commented well why not in microsoft teams too.

A

So, let's try using a microsoft list and putting together microsoft list power, automator and microsoft teams, because uh we know that microsoft list is our smart tracking information map and we can create a lot of things to track information, for example, tasks, tasks, activities and so on.

A

But in this case, if we are asked to create a list to, for example, uh I'll highlight dates in group records by dates, if we need to keep an eye on attachment and if we want other user to use this list as a template, is it possible to do this?

A

Well, the answer yes, but before creating uh this list, I put a little effort on having a general idea of what the list should be because, as we can see, each record is composed of three basic components: a top bar, a writing box and a toolbar, and I tried to create a basic template so that, thanks to modularity and flexibility, it could be further customized by other user.

A

And then, if we that we can have at least break down with the the main components. And each record, as we can see, has a title bar a writing box. And here is a toolbar where we can keep track or of per user information. For example, we have a people, picker an activity status, the out of the box tool or, for example, uh the share the share icon, the bina etc. And this case I have created a section where we can have a point of access of our favorite office apps.

A

But I would like to share another things at this point. We could use this solution as we can see in my slide, but what? If we want to track and manage attachment in a list, if required by our process where in this case, we cannot use the length function directly in microsoft list because it won't work, so we should have a deeper look by using power automate.

A

So, as we can see here, we have the power ultimate flow in a nutshell, where there are some basic steps. It's not. There are not so many steps here where we can see the importance of getting things. So after we get information about the attachment column, then this power automatic flow will update, especially a specific column called attachment number and then an icon with the external number of attachment will be displayed in our list.

A

So obviously this my tutorial will be available in my github and also in the official github repository. I think that, obviously there are also the microsoft microsoft list official docs. If you want to have a further look about this, but if I have a couple of minutes david, I would like to share a real-time demo of this solution.

A

So thanks for watching for in my slides, I can ask let's go here in my solution and as we can see here, we have my activity tracking solution and the modularity is visible here, because if we need more space, obviously thanks to json, we can increase our the space if needed and let's create a new item in real time. For example, here I can create a hello world I can see but immediately- and I can edit later thanks to the line edit field property, for example. I can write here.

A

A text I can choose, for example, the people involved, or if this is a tasks.

A

The people are assigned to this task, for example mario rossi.

A

Here I can choose, for example, the the status progress and so on, okay and based on the solution. If I attach a document, then the power automatic flow, as documented in my tutorial, will show you an icon as a baseball here with the exact numbers of attachment provided here and obviously we can also open in the standard pane as a show here and that's it. We have also a point of access for each apps office apps, but obviously we can further customize it.

A

For example, if you want to add other internal apps not available available in microsoft stores. Well, it's possible. We can do it here by modifying the json provided in my tutorial, and that's all so thanks david uh for uh giving me this important opportunity.

B

Absolutely well done federica. Thank you very much and there's some links uh for federico's demo in the chat and some questions, uh federica I'll. Let you follow up with those in the chat just for uh concern of time, but excellent job. Thank you very much. I love how you're combining microsoft list and power automate using the power platform along with the m365 stuff, really well done. That's really how the technology is best used. So thank you so much.