Top 5 SharePoint Workflows to Automate in 2024

Key insights

• Streamlined Document Approval: The "Request Manager Approval for a Selected File" workflow automates SharePoint document approval processes, ensuring consistency and compliance.
• Email-to-List Integration: The workflow "Once an Outlook Email is Received, Add it to a SharePoint List" automatically captures and logs emails based on specific criteria into SharePoint, enhancing data management.
• Form to Teams Notification: "Add a SharePoint Item and Post a Message to Teams on Microsoft Form Submission" integrates form responses with SharePoint and Teams, improving communication and response times.
• Scheduled Reporting: "Email Today’s Filtered Items from SharePoint at Determined Intervals" sends automated updates about SharePoint list items, aiding in regular stakeholder updates.
• Task Automation in Planner: The "On New SharePoint Items, Create Planner Task and Assign to Creator" workflow helps convert SharePoint list additions into actionable tasks in Planner efficiently.

Exploring SharePoint Workflow Automation in Power Automate

Power Automate significantly enhances SharePoint functionality by automating various workflows, making everyday business processes more efficient and organized. Workflows range from document approvals, where an approval process is centralized and structured, to integrating email systems with SharePoint to maintain a record of key communications. Moreover, the transition of data from applications like Microsoft Forms directly into SharePoint lists and then notifying relevant teams through Microsoft Teams exemplifies streamlined operations, catering to quick information sharing and task assignment. Scheduled reporting workflows automate the repetitive task of sending updates, thereby ensuring stakeholders are well-informed without manual effort daily. Lastly, the ability to transform new SharePoint entries into tasks in Microsoft Planner ensures that project management is immediately responsive to new inputs, enhancing productivity and project tracking in organizations.

Introduction to SharePoint Workflow Automation

The video presented by Dougie Wood, a recognized MVP, delves into the utilization of Power Automate to enhance SharePoint's efficiency through automated workflows. It offers a comprehensive review of five distinct workflows that cater to different organizational needs by streamlining tasks and improving data management.

1. Document Approval Processes

The first workflow, "Request Manager Approval for a Selected File," is crucial for companies requiring a formal approval mechanism for their documents. This automated process starts when a SharePoint user selects a file which then triggers an approval request sent directly to a designated manager's email. The efficiency of this workflow lies in its ability to update document statuses automatically and notify relevant parties upon the manager's decision, thus maintaining a consistent and transparent approval system.

2. Integration with Outlook

The provided example, "Once an Outlook Email is Received, Add it to a SharePoint List," is particularly beneficial for teams inundated with emails. Connecting Outlook with SharePoint, this automation captures emails based on specific criteria—such as sender or keywords—and logs them into SharePoint. This not only prevents manual entry errors but also ensures vital communications are easily accessible and organized within the team.

3. Seamless Team Communication

"Add a SharePoint Item and Post a Message to Teams on Microsoft Form Submission" facilitates immediate team notifications when information is collected through Microsoft Forms. By simultaneously logging this data in SharePoint and notifying a team on Microsoft Teams, efficiency is boosted, ensuring no time lapse between data collection and team action.

4. Scheduled Reporting

The fourth workflow, "Email Today’s Filtered Items from SharePoint at Determined Intervals," suits those needing regular updates from their SharePoint data, such as project managers. By automating the aggregation and emailing of relevant data at scheduled intervals, this process ensures that stakeholders remain well-informed without manual efforts.

5. Task Management with Planner

"On New SharePoint Items, Create Planner Task and Assign to Creator" is the last automated workflow showcased. This is perfect for teams using Microsoft Planner. It instantly converts new SharePoint list additions into actionable tasks within Planner, assigned back to the item creator, fostering a productive task management environment.

Concluding Thoughts

Dougie Wood’s video is not just a tutorial but a gateway to understanding how workflow automation can transform the way organizations handle information and tasks within SharePoint. It emphasizes the strategic incorporation of Power Automate to enhance productivity and ensures a smoother operational flow across various platforms such as Outlook, Teams, and Microsoft Planner.

Further Insights on SharePoint and Power Automate

SharePoint combined with Power Automate provides a robust platform for organizations to streamline operations, enhance collaboration, and automate routine tasks. By using SharePoint, businesses can manage a diverse array of documents and data efficiently, while Power Automate’s role mainly revolves around reducing manual workload and eradicating the chances of human errors. This synergy allows companies to not only safeguard their data management processes but also enhance employee productivity and focus on more strategic activities. Videos like the one created by "Dougie Wood [MVP]" demonstrate the practical applications of these tools in a real-world setting, validating their utility and encouraging broader adoption across sectors.

People also ask

Can Power Automate work with SharePoint?

Power Automate facilitates the automation of routine tasks across SharePoint, other Microsoft 365 suites, and various external services.

What are the common workflows in SharePoint?

Key SharePoint Workflows to consider include: Approval workflows, which are particularly prevalent. Document Review Workflows suit well in today’s digital-intensive work environments, enhancing collaborative efforts on documents. Notification Workflows keep relevant parties informed automatically. Collect Feedback Workflows are essential for gathering essential feedback efficiently.

Can you automate process through SharePoint workflow?

SharePoint workflows act as pre-configured mini-applications designed to simplify and automate numerous business processes, ranging from collecting signatures, gathering feedback, or obtaining approvals for documents or plans, to monitoring the progress of ongoing processes.

How to get more than 5000 items from SharePoint in Power Automate?

Exploring Techniques to Handle Over 5000 Items in SharePoint through Power Automate

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