power automate Planner create task

Power Automate with Microsoft Teams – the basic capabilities

The modern business environment is very dynamic. In such a fast-paced and multitasking environment, we strive to reduce the number of routine tasks by streamlining workflows. Today we will talk about Power Automate with Microsoft Teams. We will analyze in detail some basic capabilities of this platform by focusing on real examples. 

Why do you need automation for Microsoft Teams? 

Microsoft Teams is a unique platform that connects people across the organization. What we love most is the integration of Microsoft Teams with other Microsoft apps. It allows you to work on important documents online, share content, perform planning, create reports, and more. This includes the Microsoft Teams connector in Power Automate. By integrating these platforms, you can streamline your work processes and save time. 

Reduce number of manual tasks 

Why waste your time on routine tasks when Power Automate can do them for you? With this platform, you can automate repetitive processes such as creating teams, sending messages, making appointments, etc. 

Discharge your mind 

Next, how often do you forget about some key tasks? You see a message from a key customer or your manager and decide to get back to it later. But later, you might be so overwhelmed with different assignments, so you will completely forget about important deals. Save yourself the hassle of keeping everything in your head, forget about delays and stay focused on the things that really matter. 

Improve collaboration efficiency 

Finally, by optimizing all processes in Power Automate and Teams, you can improve collaboration efficiency and increase the productivity of your team. Connect participants from different departments, simplify approval processes, receive notifications about any changes, and much more.

Learn about the SalesTim connector for improving your collaboration.  

List of actions and triggers for Microsoft Teams Connector in Power Automate 

So, let’s move from theory to practice. First, we’ll look at all the features of the Microsoft Teams Connector in Power Automate. To do this, open Power Automate in your Office 365 environment. Next, click on create a new flow and type Microsoft Teams. You will see a list of all possibilities. 

Microsoft Teams triggers (when something is happening in Microsoft Teams)  

  • When a new channel message is added  
  • When I’m mentioned in a channel message 
  • For a selected message
  • When a new team member is added 
  • When a new team member is removed 

Microsoft Teams actions (when something is happening in another app) 

  • Add a member to a team 
  • Create a Teams meeting 
  • Create a team 
  • Get messages 
  • Post a choice if options as the Flow bot to a user 
  • Create a channel 
  • Post a message  
  • Get mention
  • Post a reply to a message  
  • Get a team 
  • Post adaptive card in a chat or channel 
  • List channels 
  • Post an Adaptive Card to a Teams user and wait for a response  
  • Post message in a chat or channel 
  • List teams 
  • Post a message as the Flow bot to a channel 
  • Post a message as the Flow bot to a user 

To build your first Power Automate flow, you will need to connect Microsoft Teams to Power Automate. To do this, you can connect your Teams environment right in Power Automate.  

Power Automate Microsoft Teams

One more way is to add Power Automate to Teams from Microsoft Store. Therefore, you can create flows right from Microsoft Teams without missing functionality. Use chatbots, explore different templates, post adaptive cards, and much more. You can read here how to connect Power Automate to Microsoft Teams.

 Use Power Automate Templates 

So now, when we have a full view of different options, let’s create some flows. Firstly, let’s describe the most popular templates that someone has already built before.  

Let’s say, you’re collecting customer feedback through Microsoft Forms implemented on your website. To react quickly to any response, you can use this template. This way, your customer support team in Microsoft Teams will be notified when a new response is sent.  

Power Automate Teams Forms

Next, imagine you’re managing new proposal creations. So that not to miss any information and create a new proposal quickly, you can use this template for Microsoft Forms, Teams, and Planner. Now you can automatically create a new task in Planner when a new response is sent. 

power automate Planner create task

Following a specific account or hashtag on Twitter? By using this template, you will be able to post on Microsoft Teams when a new tweet matches the specified hashtag. This can be an especially useful feature for your marketing department. Thus, they will track news and ideas for your website blog without wasting time. 

Power Automate Twitter

Losing important messages in the flow of all the data? Would you like to get additional notifications right to your phone? Set up a push notification when you’re mentioned in Microsoft Teams by your manager or any of your team members. 

Power Automate Teams notification

In fact, there are dozens of pre-built templates that you can implement into your organizational workflows. If you haven’t found any suitable template, let’s create your own flow.  

Create your own Power Automate flow for Microsoft Teams– use case examples  

Manage Notifications  

Let’s suppose, you’re tracking issues on a website. You noticed some bug, and you need to quickly notify people from your IT department. You have a special system of issues reporting through Microsoft List. But how to quickly notify your team about a new item on your Microsoft List? To do so, you can create a flow to manage Teams’ notifications.  

Choose a SharePoint trigger: When an item is created. Then choose the needed site address and list name. 

SharePoint List Power Automate

Next, you will need to add a Microsoft Teams action: Post a message. Here you can customize your message using data from Microsoft Lists. In this example, it’s important to show the issue name, description, and an assigned person.  

Everything is ready! Now, let’s create a new item on our Issues Tracker Lists 

And in a just few seconds you will see a new message in the needed channel with all included content.  

Microsoft Teams issues tracking

This can work not only with issues tracking, but also when you collect customers data in SharePoint Lists, perform inventory management, etc.  

Moreover, sometimes there can be cases where a discussion might not be best suited for just chat and might require a dedicated discussion with the sender. With this template, you can set up a time for a one-on-one discussion.

set up meeting Teams

Just choose the right flow, set up the date and time, and you will see a new meeting right in your Calendar. 

Send or get a message 

Let’s say, you’re a project manager. You don’t need to spend many times reading all team’s messages. At the same time, you don’t want to miss some important news or changes. Or maybe you would like to quickly discuss some project milestones with an expert from the steering committee. To do this automatically, you can create a flow that allows you to send a needed Teams message as an email to someone.  

To do this, choose a Teams trigger – For a selected message. 

teams get a message

Next, customize an Outlook Action “Send an email” by choosing a recipient, subject and text.  

Outlook Power Automate

Well done! Now, if you click on dots next to any conversation in the Teams channel, you can just find a needed Flow, and an email with content from the message will be sent automatically.  

send message Microsoft Teams

Manage Approval Processes in Microsoft Teams using Power Automate

To improve internal activities, structure business processes, and minimize sequences of poorly performed tasks, organizations resort to approval processes management. Therefore, before sending an agreement to a client, making a change in internal software, and even publishing a recent blog post, employees send their manager a draft for approval. But how much time do you spend on this process? Let’s discuss how you can automate and streamline approval processes.  

Let’s say, you’re working in a sales operations team. You need to create an operational plan for the upcoming year. For this, you need to get approvals from different chief executives for many details, such as budget, company resources, technologies, timeframes, and so on.  

As a sales operations manager, you can create a new flow in Power Automate to accelerate this process and simplify your team members’ activities.  

Create a SharePoint List where you can track different approvals and create different columns:  

Title – add item description or upload needed documentation  

Approver – add an email address of approvers   

Status – get a quick view of the request status  

And now, you can add a new trigger in Power Automate: when a new item is created by choosing the right SharePoint Site. 

SharePoint Power Automate

Next, choose an action: Start and wait for an Approval. Then, add details using dynamic content from SharePoint

By choosing this option, your managers from the steering committee will get a new message in Teams each time when a new item in the SharePoint list is created. Moreover, they can respond without leaving Microsoft Teams environment by leaving comments on a card.  

Manage team creation with Microsoft Teams and Power Automate   

Wondering how to optimize team creation in your Microsoft Teams? There are many ways how you can automatically create many teams by integrating Teams connector with different triggers, such is SharePoint items, Excel spreadsheet, and more. Today we will discuss only a small part of them.  

Mass team creation from Excel spreadsheet  

Let’s suppose, you’re project manager, and you need to quickly create dozens of teams for each of your projects. To do this quickly, you can create an Excel spreadsheet to keep all needed information, about the project name and description.  

Screenshot  

Next, find the right action using Excel connector and add Microsoft Teams action – create a new team. Screenshot 

You can automatically give a name and description for your teams using dynamic content from your Excel spreadsheet.  

power-automate-create-team

Run the flow when everything will be ready and get dozens of automatically created teams for each of your projects.   

power-automate-create-team-from-sharepoint

Team Creation from Teams Templates  

In fact, by using Microsoft Teams connector to create a new team you will get a team with just one general channel, without any settings, tabs, etc. It doesn’t make sense in some cases, does it?  

Now imagine that you can not only quickly create teams, but also customize and structure them by creating teams from Microsoft Teams templates. Sounds interesting? With SalesTim Connector you’re able to create dozens of fully provisioned teams with copied private and standard channels, tabs with apps, cloned files and folders, and much more.  

salestim-connector-power-automate

To do this, let’s modify the flow that we’ve created before to build teams from Excel spreadsheet.  

Now, instead of Microsoft Teams Connector, use the SalesTim one.

SalesTim is a Microsoft 365 Certified app designed to manage collaborative processes in Microsoft Teams. Here you, as a template manager, can create your own Templates Catalog depending on different use cases: project management, sales deal room, crisis management, and much more.  

In this case, you can create a Project Management template from the Original team. Add there standard and private channels, upload project docs and customize tabs by connecting different apps, such as Planner, Yammer, Power BI, and so on. 

project-management-teams-template-naming

When the template is ready, you can create a new flow in Power Automate. Just choose SalesTim Connector with action: create a new team based on template. 

power-automate-create-team-from-template

Now, choose you Project management template and configure advanced settings. 

Great! Now, run your flow and get dozens of pre-built teams for each of your new project. You will get a structured workspace with fully provisioned teams in a just few seconds.  

To conclude, we would like to mention that the capabilities of Power Automate are endless. Explore different connectors and ready to use templates to streamline work process. And we, at SalesTim, will continue to share with our readers different tips and use cases to simplify your business processes.  

Do you want to learn more about SalesTim Connector for Power Automate?  

Here we will tell you everything that can help you to improve your collaborative processes. 

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