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What you need to know about automating approvals with the Power Platform

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Presentation held at the "Power Platform World Tour" (Denmark, Copenhagen) event on the 11th of September 2019.

What you need to know about automating approvals with the Power Platform

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What you need to know about automating approvals with the Power Platform
What you need to
know about
automating
approvals with the
Power Platform
Rick Bakker
Rick Bakker
Senior Business Productivity Consultant
@formsandflows
Linkedin.com/in/rick72
Rick72
https://www.formsandflows.nl/blog
https://www.youtube.com/channel/UC6yNkfrWcZG_
emdC8p2m_yw
Session Objectives
• Approval automation insights
• Approval automation options with the Power Platform insights
Agenda
• Demo’s – Part I (Flow approval)
• Approval automation topics & Evaluation
• Demo’s – Part II (SharePoint & Flow|PowerApps)
• Evaluation
• Demo’s – Part III (SQL/CDS & PowerApps)
• Evaluation
• Demo’s – Part IV (Bonus)
• Evaluation
• Recommendations
Demo’s – Part I
(Flow approval)

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What you need to know about automating approvals with the Power Platform

  • 2. What you need to know about automating approvals with the Power Platform Rick Bakker
  • 3. Rick Bakker Senior Business Productivity Consultant @formsandflows Linkedin.com/in/rick72 Rick72 https://www.formsandflows.nl/blog https://www.youtube.com/channel/UC6yNkfrWcZG_ emdC8p2m_yw
  • 4. Session Objectives • Approval automation insights • Approval automation options with the Power Platform insights
  • 5. Agenda • Demo’s – Part I (Flow approval) • Approval automation topics & Evaluation • Demo’s – Part II (SharePoint & Flow|PowerApps) • Evaluation • Demo’s – Part III (SQL/CDS & PowerApps) • Evaluation • Demo’s – Part IV (Bonus) • Evaluation • Recommendations
  • 6. Demo’s – Part I (Flow approval)
  • 7. Demo’s – Part I • Flow Approval • Request sign-off • Custom Flow
  • 9. Approval automation topics – I/II • Assigned to • User, Users, Group, Groups • Metadata • Title, Outcome, Description, Dates, Comment, business solution specific • Outcome • Final > Approve, Reject • Temporary > Postpone, Delegate, Ask for feedback • Overview • Filtering on metadata, all/only yours
  • 10. Approval automation topics – II/II • Notifications • Email (Send from), App • Security • History • Reminders • Escalation • Updates • Migration / Backup&Restore • User experience
  • 11. Demo’s – Part I – Evaluation “Request sign-off” • Assigned to • Users only • Metadata • No extra metadata, “Comment” is not required • Outcome • No extra (temporary) results • Overview • Only personal overview. No filtering.
  • 12. Demo’s – Part I - Evaluation “Request sign-off” • Notifications • No customization • Reminders • Not an option • Escalation • Not an option • Migration • Not an option • User experience • Email notifications
  • 13. Demo’s – Part I - Evaluation Custom Flow • Overview • Log list/table/entity • Metadata • Input parameters, List/Table/Entity columns • Notifications • Shared mailbox, Your own template • Reminders • Second Flow in combination with log • Migration / Backup&Restore
  • 14. Demo’s – Part II (SharePoint & Flow|PowerApps)
  • 15. Demo’s – Part II • Inspection list and task list • 2 default lists • Lists customized with PowerApps • Item level permissions & Service account – Automated start Flow • Item level permissions & Service account – Manual start Flow • Delegation option (PowerApps customized form)
  • 16. Demo’s – Part II - Evaluation • Improvements • Metadata • Outcome • Notification • Overview • Security • Reminders • Escalation • Migration / Backup&Restore • User experience
  • 17. Demo’s – Part III (SQL/CDS & PowerApps)
  • 18. Demo’s – Part III • SQL/CDS as data store • Model-driven apps • Canvas apps • Roles • A) Show all tasks • B) Allow approval • C) Allow delegation
  • 19. Demo’s – Part III - Evaluation • Canvas apps • Most flexible option | fine-gained security • Security in app and not in data store • Environment makers/admins! • No Flow needed • Model-driven apps • Use business rule to lock fields • Second app needed for override (application management) • No security on views/forms
  • 20. Demo’s – Part III - Evaluation • Performance / Migration / Backup&Restore • SQL
  • 21. Demo’s – Part IV (Bonus)
  • 22. Demo’s – Part IV (Bonus) • People picker form • Task assigned to SharePoint group • Users as member • Azure AD group as member • Multiple site collection
  • 23. Demo’s – Part IV (Bonus) - Evaluation • People picker • Think about security • Task to groups • Use group for access, not accounts • Multi-site collection setup • Using PnP PowerShell for complex content type scenario’s • Modern SharePoint > Development for UI
  • 25. Recommendations • When designing a business solution with approval tasks, consider all mentioned topics. • Don’t design long running workflow. • There are multiple approval automation possibilities. Flow approval is just one of them. • I prefer Canvas apps with SQL/CDS over PowerApps and SharePoint for business solutions because of security and flexibility. • Oversee all security aspects when using SharePoint as a data store. • Make a business solution with which you can navigate to a task directly (canvas apps). • The current Flow approval options are still limited imo. • Use roles (groups) where possible.
  • 28. Rick Bakker Senior Business Productivity Consultant @formsandflows Linkedin.com/in/rick72 Rick72 https://www.formsandflows.nl/blog https://www.youtube.com/channel/UC6yNkfrWcZG_ emdC8p2m_yw