new colleagues start working, there are certain things that
always have to be done. The new employees will for example
need some equipment, and the people responsible for arranging
that needs to be informed.
In the demos below Peter Kalmström, CEO and Systems Designer
of kalmstrom.com Business Solutions, shows how to create
two different flows that create tasks with information about
new staff and what equipment is needed.
Peter uses three SharePoint lists for his flow: a staff
list, a task list and a settings list. In the first demo
below he only uses the two first lists, but the process
will be much enhanced if you also use a settings list for
the equipment and responsibles.
To simplify the demos, Peter has all three lists on the
same site, but this is not necessary. A flow can fetch information
from different SharePoint sites.
In this tutorial, which is primarily intended to show the
use of a settings list, Peter has unfortunately over-simplified
the so that people get equipment too early. In the first
demo Peter uses a SharePoint list called "Employments",
which contains information about all staff and also about
We suggest that you instead use a separate list for staff
only. Here we use the name "Staff" for that list. Then the
flow will work as it should: new people are not added to
the list until they are actually hired, and that is when
they should have their equipment.
The flows take information about the new employee from the
Staff list, so that each new item's values for First name,
Last name and Position (Management, Finance, Production)
are used in the flows.
The second flow also takes information from the Settings
list: what equipment is needed and who is responsible for
The equipment that should be given to each new employee
varies depending on position. New staff in Management need
a computer, a Visa card and a private office. In Finance,
people will need a computer and a desk, and in Production
they need a tablet and protection gear.
Trigger and Test
In both flows, start from a blank flow and use the trigger
'SharePoint - when an item is created'. Then select
or write in the name of the Staff list and the site
where it is situated.
Test the flow by adding a new item in the Staff list. Make
sure that the appropriate equipment tasks for the position
of the new employee are added to the Tasks list.
Flow without a settings list
In this flow each equipment item is written into the flow,
which means that you have to change the flow every time
there is a change in the equipment.
This flow is not difficult to understand, but it takes time
as you have to create actions for each task separately.
Unfortunately it is not yet possible to copy and paste actions
in Flow, so you have to create seven different actions and
for each action specify the same site URL and tasks list
Add conditions for the Position value in the
the Position value is equal to Management.
the Position value is equal to Finance.
(If both these are false, the third Position value,
Production, is true.)
Add actions 'SharePoint - create item' to create
tasks in the Tasks list depending on the Position
value. For each task, write in the equipment and add
dynamic fields for 'First name' and 'Last name':
If Management is true, create tasks for Computer,
Visa and Private office.
If Finance is true, create tasks for Computer
If Production is true, create tasks for Tablet
and Protection gear.
To further automate and enhance the process, we recommend
that you let the flow fetch data from a Settings list. With
such a list, you avoid changes in the flow each time anything
around the equipment is changed, and you can also easily
set and change the responsible for each equipment item.
Peter has renamed the 'Title' column to 'What To Do?', and
here he enters the equipment values. In the flow dynamic
content, this column will still be shown as 'Title'.
The settings list also has columns for position and the
name of the person or group who is responsible for arranging
the equipment. When column values are changed, the flow
will continue working as before.
Flow with a settings list
When you use a settings list, the flow may be more complicated
to understand, but it is quicker to create. As users can
make value changes in the SharePoint settings list without
disturbing the flow, this flow is much more convenient to
use in the long run.
Add an action: 'SharePoint - Get items'.
Select or write in the name of the Settings list
and the site where it is situated.
At 'Filter Query' under Advanced options in the same
step, filter the Position value so that it equals
the dynamic content 'Position value'. This will give
all the equipment the newly added person in the Staff
list will need for his/her position.
Add an action: 'apply to each'. Select the
dynamic content 'value' as output.
Add an action 'SharePoint - create item', to
create a task in the Tasks list. At 'Task Name'
write some general text and add dynamic content for
'First name', 'Last name' and 'Title'.
At 'Assigned to claims', add the dynamic content 'Assigned
Claims'. At 'Description', add general text and the
dynamic content 'Title'.