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Product Decision Flow

A SharePoint Flows tutorial by Peter Kalmström

Flow iconMicrosoft Flow can be used with many different cloud services,. Here Peter Kalmström, CEO and Systems Designer of kalmstrom.com Business Solutions, has chosen to include Outlook and SharePoint Online in a product decision flow.

NOTE: Since this article was published, Microsoft has changed the template so now it can only have two options. Instead you can use a blank template for when an item is created and use the action: Send email with options. Please refer to https://www.kalmstrom.com/Tips/SharePoint-Flows/Flow-E-mail-Input.htm for a similar flow.

The article will be removed as soon as the book SharePoint Online from Scratch has been updated. The book has a link to this article, and by keeping it for now we can reach all book readers with the new information.

In the demo below Peter uses a business scenario where the example company has three product ranges: Red, Blue and Green. Antonio Moreno is the product manager who decides which range each new product should go into.

Product decision flow

When a new product is added to the Products SharePoint list, Antonio will get an email where he can choose range for the new product. When that is done, the list item will be updated with the chosen range.

Product decision flow

SharePoint list

The company has a SharePoint Products list, where new products are entered as new items. The list has a 'Product Range' column, and the Title column is renamed into 'Product name'. (In the flow it will still be referred to as 'Title' )

Flow creation

  1. In the "Products" list, click on ' Flow' and select 'Create a Flow' .
  2. Select the template “Send approval email when a new item is added”. Here Outlook will perform the action of sending an e-mail to the product manager and SharePoint will perform the action of updating the Project list. Click 'Continue' to proceed.
  3. Define trigger parameters for the flow. As this flow was created from SharePoint, the 'Site url' and 'list name' are filled out automatically.
  4. Set the information of the user who will get a message when a product is added to a list. Peter sets Antonio' s email address under the field 'To' .
  5. Delete the condition, as there will be no condition for the email sending.
  6. Change the 'Approval request' text in the 'Subject' field to 'Product range decision for :' and append the product title 'Title' (to have the product name in the email subject field).
  7. Insert "Red, Blue, Green" under 'User options' , so that any of them can be selected directly in the notification email.
  8. Rename 'Send approval email' to 'Send decision email' to be more descriptive.
  9. Select 'New step' and then 'New action' to select the action which will update the SharePoint item.
  10. Microsoft SharePointSince we are going to write back the product range decision to the SharePoint item, select the SharePoint action 'SharePoint – Update item' .
  11. Select the website URL in the field 'Site Url' and the Products list under the field 'List name'
  12. Select the field 'ID' from the dynamic content pop-up box as 'Id' . This will be the ID from the initial trigger.
  13. Select the field 'Title' from the dynamic content pop-up box 'Title' .
  14. In the 'Product range' field, select 'SelectedOption' from the dynamic content box. This will be Antonio' s response when he has selected the range.
  15. Click on 'Create Flow' .
  16. Click on 'Edit flow' to edit the flow name 'Send approval email when a new item is added' into 'Send decision email to Antonio' .
  17. Click on 'Done' to finalize the flow.
  18. To test the flow, add a product item in the Projects list and make sure an email is sent. Select a range in the email and make sure that the list is updated.

This flow can also be expanded to post to Facebook when the list is updated with range decision: Microsoft Flow that posts to Facebook

Learn more

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