Requirements

Power Automate

We will use Power Automate, Microsoft's cloud-based business automation platform, to automate this process. In Power Automate, a single executable task is called a flow. Each component of a flow is called an action.

To copy and populate Word documents in Power Automate, we must use an action from the Word Online connector which requires a Power Automate Premium account.

SharePoint Online

For the flow we will write, we need a cloud-based location to source the Word document template and a destination to send the populated template copy. If your organization uses SharePoint Online, there are actions we can add that retrieve and save files in SharePoint out of the box!

Word

The document templates are created in Word and saved as a .docx file.

Implementation

Part 1: Creating Your Word Template

Let us start off with an example document template that has some placeholder fields.

To denote the {insert} placeholder values as fields that we want to be able to overwrite with our flow, mark each of them as a "Plain Text Control" which you can do on the "Developer" tab in the Word editor.

We can then configure the control by selecting it on the page (it should show up as a gray box outline around the placeholder text) and select the "Control Properties" widget next to the plain text control button.

This will open the following dialog. You can name the control anything, but make sure it is descriptive if you are adding multiple controls to your template so there is no confusion when connecting data sources to the controls in Power Automate.

At this point, the file is ready for use as a template. Let us save it to a location in SharePoint Online so that our Power Automate flow can make copies of it. If the account creating the flow is different from the account which uploads the document, make sure that it is saved to a location that the former can also access.

Part 2: Creating the Flow in Power Automate

To create the template population flow, go to the Power Automate console in your browser and click "Create." The type of flow you create depends on what will trigger it. There are three cloud-native flow types available:

1. Automated Cloud flow – a flow that is triggered through a designated event.
2. Instant Cloud flow – a flow that is triggered manually through the Power Automate console or through an external command like an HTTP request.
3. Scheduled flow – a flow that is triggered automatically on a set schedule.

Your situation may differ, but as an example, we will create a flow that is manually triggered via an HTTP request that contains all the data populated to the template.

Once we've created the flow, we need to source the content that will populate our template. Since our content passes into the flow with the HTTP request trigger, we will update the output schema of the trigger so we have references to the values we want to pull from the request body. Again, this will differ based on the type of trigger/data source for your flow. Here is an example of what this looks like with our example HTTP trigger, where we define the input schema and specify that the request includes the "projectName" value.

Next, we will add the "Populate a Microsoft Word Template" action. When we select the template file, we can see the control fields that can be populated in our flow in the "Advanced Parameters" section, identified by the names we specified in the template document. We will specify the values that should be inserted to each field.

The output of the Word connector is an unsaved copy of our populated template file, which we will then pipe to the "Create File" action that saves the file in a specified location in SharePoint.

Once you specify the location to save the file, the flow is complete. Go ahead and save the flow and test it out.

Further Considerations

As stated before, access to template documents is not guaranteed when you create the flow, based on the SharePoint sites your account has access to. It may be worth setting up flows with an admin account in your organization to ensure they will not break if permissions for certain users are modified. Additionally, updating the template file may cause issues, as references to the control fields in your flow may break when the source template document is updated in the future. If your flow is mission-critical, make sure there is a well-defined system for modifying your template files to avoid any unexpected failures.

Power Automate is incredibly useful for automating workflows like these Word templates we have populated. Additionally, you can easily extend a flow like this with conditional logic or other downstream actions for SharePoint/other integrated services, all in one portal. DMC has extensive experience with Power Automate and many other digital workplace technologies. To see how your business processes can be optimized, give us a call!

Learn more about DMC’s SharePoint expertise and contact us today for your next project.

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Step 1: Define Your Tenant-wide Content Type 

It’s best to do this step through the portal. In the admin-portal, navigate to manage content types, and add a content type. When you publish, go ahead and add the desired content type. You can upload this content type as a file, or it can be a relative site URL to a file that lives in a different site collection.

Note: Using the relative site URL to your content type template may or may not work. This is a documented issue with Microsoft and has required us to contact Microsoft support to fix this. Yet, using a relative site URL is the ideal method as it allows you to keep the document template updated whenever a change is made to the template online. Otherwise, any changes you made to the document template you have uploaded will have to be saved and re-uploaded.

Step 2: Publish the Defined Content Type

In the same admin portal, you can publish the defined content type, which adds the content type to all the site collection across your tenant. You need to repeat this step when you make an update to the content type template. Since you are publishing the content type template, any changes you make to the template will only take effect if you re-publish those changes again. 

Step 3: Sync the Content Type

Through the UI, you can add these content types to whichever library you choose. Go to the library you wish to modify, select Library Settings, and add an existing content type from the site. I recommend doing this manually if you only need to use the document template through one or two site collections. Adding a content type from the existing site through the UI syncs the content type automatically on the backend.

In our case, we had to figure out how to sync these content types programmatically and add them to several libraries. To do so, we used the Microsoft.Graph package allowing us to sync content types down to a site collection. We had to sync the desired content types for each site collection. Then, could we programmatically access them across the site collection’s libraries. 

Here is an example of how to use the Microsoft.Graph package to sync down content types:

Step 4: Add Content Type to Desired List/Content Types

Once you have synced down the content types to the site collection, you are able to use it however you please across the different libraries in the site collection. Here is a code example of adding a content type to a site collection:

Putting this all together, we are now able to successfully sync down any custom content types to any site collection and add the desired content types into whichever library requires the content type.

A common use case for this method is iterating through a number of site collections. Using these functions may help you with each site collection. Below is a use case of how I would sync down the desired content sites programmatically for a site collection.

While there are a few steps involved, programmatically syncing your content types across all site collections can help your organization standardize templates in SharePoint Online. 

Learn more about DMC’s SharePoint expertise and contact us today for your next project.

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Pros: The Share Button is Convenient 

If you’ve used SharePoint Online or OneDrive, you’ll recognize the share button located in the navigation ribbon above your document library. This button appears as a default unless you turn it off on a tenant level. 

Cons: The Share Button Can Cause Permissions Issues 

While Microsoft’s share button is convenient for users, it can cause some unanticipated issues on the backend. When people use the share button, it creates a unique set of permissions for that one file or location. Then, permissions are managed at the level of the individual name of the user who received it rather than at a companywide level. 

This can become an issue when a change happens. Instead of managing permissions in Active Directory by team, you may have to edit permissions for every user who received the file via share button. This can cause headaches for IT and cost extra time for maintenance.  

For example, if someone shares the OneNote file for Project Awesome with Jane, Jamal, and Jennifer using the share button then permissions are created at each of their individual name levels. If this option is continuously used, the organization could have a permissions web on their hands. Instead, users should share the file with the Project Awesome Team and that team should be defined as containing Jane, Jamal, and Jennifer. In this instance, future changes can be addressed at the Project Awesome Team level rather than every individual member. When you’re making sitewide changes this time savings can add up.  

Best Practices for Sharing Files 

The best practice for sharing files within your organization is to consider a companywide strategy. In general, permissions should be handled at the organizational level and not be managed by individuals.  

There is a configuration setting at the site collection level that allows you to only share with people who already have permissions. This will allow users to send an email sharing the document and it does not alter the permissions. As part of your organizational strategy, consider choosing this option by default and being cautious about where to leave the share button feature on. 

The share button can be useful if you need the ability to share documents with users outside of your organization. However, it should be used judiciously. DMC can help you set this up. 

Use the Copy Link Option to Share Files 

Fortunately, Microsoft offers more than one way to share files. Rather than use the share button, users can copy a link to the file and share it with others.  

Select your file and click the three dots or overflow menu to the right of the file name. A navigation window will appear.

After you click “copy link,” you can paste the link into an email or chat window. This method has the added benefit of being able to customize your message to the recipient when including the document link, rather than generating an automated email.  

If you need to further customize the permissions, click “Settings” on the “Link copied” window. This will display additional options for sharing the document link if they are available per your organization’s link-sharing strategy.  

While Microsoft makes it easy to share documents between users, the method that users choose may have unintended consequences for permissions at the user level. Considering a companywide strategy for document management permissions and communicating best practices to your users can save your IT team time and keep your organization productive.  

Learn more about our Digital Workplace Solutions and contact DMC today for help implementing cloud storage solutions. 

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Onboarding employees seamlessly and with no stress is crucial to employee success. As DMC has grown throughout the years, we’ve automated this process, so tasks don’t get forgotten and there is less time spent tracking down the status of these tasks.

In the past, we have automated the process of creating onboarding tasks and assigning those onboarding tasks using a SharePoint Designer workflow, in conjunction with SharePoint of course. As SharePoint Designer is being phased out, we have switched to using Power Automate, modern SharePoint lists, and page views to make this solution more robust and keep up with the current Microsoft technology practices.

The Onboarding Process

Onboarding is a process that happens over time both before an employee starts and continuing well into their first few weeks or months. In SharePoint, we create a custom list to track the status of each new employee depending on what stage they are in. We add new employees to the list as soon as they accept an offer, and then the workflow is immediately started. The different stages are defined based on how many days until or after the employees start date. Our workflow allows for these stages to be dynamic and allow for changes over time.

Once the stages are defined, the super users of this solution can define the different tasks that need to be assigned to different people throughout the onboarding process. These tasks have expiration dates relative to the start dates of the new employees.

These tasks are configurable and customizable to your company. There are many small details that go into the onboarding process, and these details are always changing. We create a SharePoint list that acts as the "template" for all onboarding tasks. This ensures that your team can update the process when needed. The workflow uses this template to automatically copy and assign the specific tasks needed for the new employee into the Onboarding Task List. 

When the new employee falls into the defined stage, depending on how many days they are from their start date, the different tasks will be automatically added into the Onboarding Task List and notify the employee assigned to each task that they have new onboarding tasks to complete. The email includes a link leading directly to a view of their tasks. Users can sort/filter their view at their convenience and check a box to mark tasks as complete when done.

Building the Workflow

DMC builds this custom workflow using Microsoft Power Automate combined with SharePoint. There is no custom code. We only use the features that come with both Power Automate and SharePoint. The structure of this workflow works great for any company that is looking to streamline the process of onboarding their employees.

Learn more about our Digital Workplace Solutions and contact DMC today for help implementing your own workflow process!

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Templates

Both tools have templates available out of the box to get you started.

SharePoint:

Monday:

You can choose to work from a template or start with a blank list with either tool. Let’s go over some basic features that you might be looking for:

Adding/Modifying a Column

You can easily add a column directly from either user interface. Previous iterations of SharePoint required configuration knowledge to set up a SharePoint list. With the modern list, a lot of settings are easily found on the user interface. You can also move around columns and change the size of them in both tools easily.

SharePoint:

Monday:

Adding Comments

Both tools allow you to easily thread comments regarding a specific item and tag users; however, in SharePoint Lists, since your users are already present in the Office 365 suite, they will be more likely to have the ability to access your list. The SharePoint user experience did notify us that Natalie did not have access and allowed me to grant it to her.

SharePoint:

Monday:

Version History

This is used if you want the ability to see how the item has changed, who changed it, and when you would utilize the version history.

SharePoint:

Monday:

Many other features have parity between the two:

• Custom permissions levels and access for internal and external users per board
• No code is required for automations (send emails on triggers, update items)
• No code forms for inputting data
• Data visualization within a click of a button
• Creating views with filters, sorting, and summing
• Bulk or Batching Editing
• Attachments

When you complete your board, you will have a professional-looking board that you can use for a variety of purposes.

SharePoint:

Monday:

So, Why Choose SharePoint?

SharePoint is a great software tool to use for integration with other Microsoft platforms. You are already in Office 365, so you can easily integrate your data, documents, and users right into the boards without additional configuration. For example, Microsoft Teams integrates with Microsoft Lists seamlessly so you can keep the conversation and the items in the same user interface.

You can hover over an individual and automatically pull in their photo, contact information, title, and other important information right from Active Directory without advanced configuration since we are in the Office 365 suite.

Depending on how many columns you have, you might need to display them in a way that is more digestible to your users.  For example, here is an example of an onboarding process that is used to see where a new client is within the stages using advanced formatting.

Once you need SharePoint for advanced configurations that are beyond the scope of what an individual can do, DMC can help!

Customization possibilities are endless in SharePoint. Using either advanced configuration or complete custom application development, with SharePoint, anything is possible. DMC is a leading expert in SharePoint and can help with these advanced needs like creating advanced custom forms, implementing complex workflow management, and complicated data analytics.

One of the most overwhelming differences between SharePoint and Monday is the price. Following the trial period, the price of Monday significantly increases as they use a tiered, per-user pricing method. This can become especially expensive for larger companies. Monday may start free, but it does not stay free if you want to use the platform for your business.

Regardless of how you are using either tool, you want to keep permissions in mind and think about your governance. To prevent people from editing your lists or making other changes, you should create a plan for how you are going to maintain your content moving forward.

Microsoft is always working to update the platform and keep it modern, and the added feature in Modern SharePoint Lists has brought it to the next level.

As a Microsoft Solutions Partner, we pride ourselves in our SharePoint expertise and want to help you organize your company’s information in the best way possible.

Learn more about DMC’s SharePoint expertise and contact us today for your next project.

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What is @pnp/sp?

@pnp is an open-source library that can be utilized in JavaScript, NodeJS, and SharePoint Framework projects to accomplish many things that we would need to write custom REST requests for. @pnp/sp pertains specifically to SharePoint and is one part of the @pnp collection. 

Why Use @pnp/sp?

Using a library is advantageous because it abstracts the REST queries and puts them in readable, understandable code. We also get the benefits of type-checking as @pnp returns defined objects, as well as abstracting some of the nitty-gritty of REST Requests away.

Simply put, @pnp/sp makes performing requests a lot easier and should be utilized if available. A major advantage of this library is that it also offers IntelliSense, a robust code-completion aid developed by Microsoft. This means we can quickly see many different properties and methods, as opposed to looking up every single command and object in the documentation.

For example, VSCode IntelliSense allows for autocomplete in the image below.

It also shows the annotated documentation for functions.

Examples and Use Cases

1. Retrieving a List of Site Users From SharePoint

Let’s say we need to retrieve a list of all users for a given SharePoint site. We can utilize the @pnp/sp/webs in conjunction with @pnp/sp/site-users to retrieve a list of siteUsers for a given site:

const users = await web.siteUsers();

const usersFiltered = await web.siteUsers.filter(`startswith(LoginName, '${encodeURIComponent("i:0#.f|m")}')`)();

2. Getting the Current User’s Groups

We can use @pnp/sp/site-groups to easily find, delete, update, or even add a site group to a user. In this example, we’ll retrieve a list of groups the current user belongs to.

As we can see in the IntelliSense, it provides us with some properties of each group, such as ID or description, which we can then use for our code.

3. Adding a File to a Folder in SharePoint

If we need to add files, we can do so by first using a combination of @pnp/sp/folders to navigate to the folder we want to use. Once we’ve found the correct folder, we can simply use @pnp/sp/files to add the files.

const result = await web
                    .getFolderByServerRelativeUrl("https://myExample.sharepoint.come/myFiles")
                    .files.add("MyNewFile.txt", file, false);
                return result;

These are three basic examples of some common use cases in development. However, there are plenty of other libraries in @pnp/sp that can achieve many things that we would otherwise have to create our own queries for. @pnp/sp is a great resource with a wide variety of functionalities offered to SharePoint Framework developers. I suggest visiting their documentation for more examples and uses of this library.

Learn more about DMC’s SharePoint expertise and contact us to get started on your next project.

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You may have heard the news on July 6, 2020, that SharePoint 2010 workflows are being retired this year, and likely have a lot of questions. If you are hearing this news for the first time, below is an excerpt from Microsoft’s official announcement.

• Starting August 1st, 2020, SharePoint 2010 workflows will be turned off for newly created tenants.
• Starting November 1st, 2020, Microsoft will begin to remove the ability to run or create SharePoint 2010 workflows from existing tenants.
• Starting November 1st, 2020, SharePoint 2013 workflows will be turned off for newly created tenants.

If you are not familiar with SharePoint Online tenants and how they work, you may have some questions.

What do these dates mean?

If you are currently using SharePoint Online (Office 365), starting on November 1st, 2020, SharePoint 2010 workflows will stop working. While it may not happen on the first of the month, all tenants will be affected eventually. Microsoft rolls these changes out gradually rather than all at once, and eventually, all tenants are affected, regardless of size.

If you are using SharePoint on-premises, you will not be affected. However, if you are considering migrating your on-premises SharePoint implementation to Office 365, or implementing SharePoint Online for the first time, any tenants created on or after August 1st, 2020, will not have the ability to create or run 2010 workflows. If you are migrating to SharePoint Online and have SharePoint 2010 workflows, you will need to replace them.

Will this affect my SharePoint Sites?

To answer this you must answer two questions.

1. Are you using SharePoint Online or SharePoint on-premises?
   If you are using SharePoint on-premises, then you will not be affected by this change, although you should still consider a migration plan, as what is implemented in SharePoint Online will inevitably follow to the on-premises versions of SharePoint. If you are using SharePoint Online, you may be affected by future changes.
2. Do you have any SharePoint 2010 workflows?
   If you aren’t familiar with what type of workflows you use, you can check using Microsoft’s SharePoint Modernization Scanner. It will scan your SharePoint sites and detect the usage of any legacy workflows, including both SharePoint 2010 and 2013 workflows.

If you are using SharePoint Online and are running any SharePoint 2010 Workflows, you will be affected by this change.

I have 2010 workflows on SharePoint Online what should I do?

The short answer is that you will have to replace them.

The preferred platform to replace SharePoint workflows is Microsoft’s Power Automate. This offers a variety of benefits over using SharePoint workflows and can replace all the default functionality of SharePoint workflows. If you have extended SharePoint’s functionality with custom actions, you should review the available actions in Power Automate to duplicate these actions.

What about my SharePoint 2013 workflows?

As of right now, these workflows will continue to work as intended. They are considered “supported” but are also considered “deprecated”, which means no new features are going to be added to this service. In addition, any tenants created on or after November 1st will not have 2013 workflows as an option. This can be turned on using PowerShell if required.

How can DMC help?

This process can be daunting. Developing a plan of action and relying on experts with Power Automate experience will be invaluable in this time of transition. Our team will:

• Analyze your SharePoint site and prioritize workflows that must be rebuilt
• Determine if the processes that your 2010 workflows support should be rethought or redesigned
• Architect and design your workflows 
• (Re)Build workflows using Power Automate (a.k.a. Flow) 

DMC has a wealth of experience with migrating and building new Flows in Power Automate to manage, automate, and streamline business processes. Please contact us if you need assistance migrating your existing workflows or building new workflows to improve your business processes.

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With so many tools available, we recommend that our clients plan their project management approach in advance. We help them discuss your internal and external needs and think through how to best utilize the Office 365 offering. 

In this video, I cover the pros and cons of the various ways to store project documents in Microsoft's Office 365 cloud platform. I compare Microsoft Teams vs. SharePoint and using libraries vs. metadata. I will also review some best practices and pro tips for planning project management tools effectively.

Learn more about using Teams and SharePoint for project management. 

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On May 14 and May 28, participants in Intranet in a Day will create a slick company intranet and content management system using SharePoint Online with Communication Sites. Register here today!

Course Description:

SharePoint Online has introduced many new features that make it easy to configure a well-designed Intranet for your organization with no custom development. Without a plan in place it can be overwhelming to get started and be confident that you are setting it up correctly.

Whether you are trying to get your SharePoint off the ground for the first time or you already have one that could be improved, this class is for you. Join Anjali Bharadwa, SharePoint Expert, to guide you through the steps to ensure that you are making smart decisions and following best practices.

At the end of the training, you will have built a visually appealing intranet home page and one department site. You will also possess the tools and know-how required to complete the design, implement permissions, and train users in order to complete your intranet.

Example Communications Site

During the day, we will complete the following objectives:

• Create a company landing page where employees can find important resources and information about what's new
• Start a content management system for employees to collaborate and share documents and tasks with automatic version history
• Utilize Teams alongside a SharePoint intranet
• Review how to manage and maintain SharePoint permissions
• Learn how to train users on basic SharePoint functions

Class will be held over virtual video conferencing via Microsoft Teams with the option to share your designs with the instructor. Each class will have a limited capacity (no more than 5 participants) to allow you to get feedback and help as needed.

Agenda:

• Review Microsoft 365 Tools and Goals
• Plan Site Structure of Site and how to integrate Teams
• Finalize Intranet Home Page Format
• Add Content to the Intranet Home Page
• Review Department Site Options
• Plan the Structure of a Department Site (Metadata vs Folders)
• Buildout a Department Structure
• Define and Implement Permissions
• Train your Users
• Learn about SharePoint Advanced Features
• Q&A

Who:

Anyone is welcome to join. Typically, intranet designers include HR, Marketing, IT or other Business Leaders. No technical background is required since this is a no-code solution.

When:

Attend one of DMC's May 2020 workshops:

• Thursday, May 14, 2020 9 a.m. – 5 p.m. CT
• Thursday, May 28, 2020 9 a.m. – 5 p.m. CT

Requirements:

• Office 365 Tenant with SharePoint Online
• SharePoint Administrator
• PC with Internet Access

How:

Register here and DMC will contact you for payment details. This day-long course will cost $395. Once registered you will be contacted by the instructor for guidance on pre-work and review of your current Intranet situation.

Testimonials:

Here is what recent Intranet in a Day attendees had to say about the course:

• "The class was exactly as advertised. I gained enough knowledge to confidently set up our internal intranet and team sites."
• "I really liked that it was a small group and the presenter was able to give guidance to the questions as they came up during the training. I also liked that I got to perform the task at hand and not just watch a presenter do it."
• "The class structure and instruction from Anjali was a perfect introduction in creating your first intranet page."

Questions before registering? Feel free to contact Anjali at anjali.bharadwa@dmcinfo.com.

The post Two Opportunities to Attend SharePoint Intranet in a Day appeared first on DMC, Inc..

Participants in Intranet in a Day will create a slick company intranet and content management system using SharePoint Online with Communication Sites.

Course Description:

SharePoint Online has introduced many new features that make it easy to configure a well-designed Intranet for your organization with no custom development. Without a plan in place it can be overwhelming to get started and be confident that you are setting it up correctly.

Whether you are trying to get your SharePoint off the ground for the first time or you already have one that could be improved, this class is for you. Join Anjali Bharadwa, SharePoint Expert, to guide you through the steps to ensure that you are making smart decisions and following best practices.

At the end of the training, you will have built a visually appealing intranet home page and one department site. You will also possess the tools and know-how required to complete the design, implement permissions, and train users in order to complete your intranet.

Example Communications Site

During the day, we will complete the following objectives:

• Create a company landing page where employees can find important resources and information about what's new
• Start a content management system for employees to collaborate and share documents and tasks with automatic version history
• Utilize Teams alongside a SharePoint intranet
• Review how to manage and maintain SharePoint permissions
• Learn how to train users on basic SharePoint functions

Class will be held over virtual video conferencing via Microsoft Teams with the option to share your designs with the instructor. Each class will have a limited capacity (no more than 5 participants) to allow you to get feedback and help as needed.

Agenda:

• Review Microsoft 365 Tools and Goals
• Plan Site Structure of Site and how to integrate Teams
• Finalize Intranet Home Page Format
• Add Content to the Intranet Home Page
• Review Department Site Options
• Plan the Structure of a Department Site (Metadata vs Folders)
• Buildout a Department Structure
• Define and Implement Permissions
• Train your Users
• Learn about SharePoint Advanced Features
• Q&A

Who:

Anyone is welcome to join. Typically, intranet designers include HR, Marketing, IT or other Business Leaders. No technical background is required since this is a no-code solution.

When:

Thursday, April 30, 2020 9 A.M. – 5 P.M. CST

Requirements:

• Office 365 Tenant with SharePoint Online
• SharePoint Administrator
• PC with Internet Access

How:

Register here and DMC will contact you for payment details. This day-long course will cost $395. Once registered you will be contacted by the instructor for guidance on pre-work and review of your current Intranet situation.

Questions before registering? Feel free to contact Anjali at anjali.bharadwa@dmcinfo.com.

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