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Tips, pitfalls, problems and warnings
Jon Levesque @PNWAdventureGuy
Serge Luca @sergeluca
SharePoint Saturday Zurich 26.5....
Serge Luca
Managing Partner at ShareQL
About Serge
12 x SharePoint MVP,
BrusselsSharePoint since 2002
O365 Architect (Admi...
Agenda
Agenda
Agenda
Agenda
5
Agenda
Introduction
The concept
Creating Flows
Flows and
on premises
Environment +
Data Loss
prevention
Extensibility :
...
Agenda
Agenda
Agenda
The Concept
Personal
productivity Collaboration
Citizen
development
Bridge
between
Applications
4 main Benefits
The context-Business Apps
Empower power users
Connect data across apps
More efficient developers
App Services
Service Fabr...
9
PowerApps & Flow : buildings bloc for
ERP & CRM Dynamics 365
Agenda
Creating Flow
Creating and managing Flows
Microsoft Account (free) or Office 365 or Dynamics 365 or Flow
(paid) or PowerApps (or free ne...
Flow templates
demoHOT DOG NOT HOTDOG
demo
EXPENSE REPORT
Approval problems…
What do we do if the
item (to be approved)
is deleted ?
What if the flow is
cancelled ?
approval
reassi...
Limitations
• Create nested flows
250
actions/flow
• Max 5.000 iterations in Do until
• Max 5.000 iterations in For each (...
Limitation : no state machines
Limitation : no custom approval form
Agenda
Microsoft Flow
and On
Premises
Flow and data on premises
• Install the « on Premises data gateway »
(shared between PowerBI, PowerApps and Azure Logic
Ap...
24
SharePoint 2019 and Microsoft
Flow/PowerApps are becoming
good friends !!!
demo
FLOW & DATA ON PREM
Environments
Environments & compliance
Isolated spaces
where Flows/Data
are running/stored
Ex HR, Marketing,
Operations, Legal,
DEV, TE...
ENVIRONMENTSDEV
MARKETING
TEST
MARKETING
UAT
MARKETING
PROD
MARKETING
DEV
OPERATIONS
US TEST
OPERATIONS
US UAT
OPERATIONS
...
Attention
We can export-import
Flows from Env1 to Env2
• We have to recreate the
connections (fixed in roadmap)
• SharePoi...
Extensibility &
Communication with the
outside world
Call – Flow - Called
 Action Request (usually coupled with Response action)
 Action Http (generic)
 Action Send an http...
Power BI & Flow
FLOW
DATA ALERTS
DATA SOURCES
POWER B
I
SCHEDULED REFRESH
STREAMING DATA
LIVE
Pricing &
roadmap
Tarifs: Comparaison
Advices
• Keep your forms as simple as possible
• Manage the business logic in the workflow
• Use environments
• For Enter...
Conclusions
Room for improvement
Workflow engine
very reliable, but
test the connectors
No state machines
(but we have loops
and switc...
Positive
•Easy tool
Not just
SharePoint (it
replaces SPD)
Connections to
hundreds of
services
Including on
prem!
SharePoin...
Thank you for attending!
42Let’s get in touch
Send your message, advices, and suggestions at
Serge@ShareQL.com
Come visit us at
We speak all around...
43Calling a long Service (callback)
44Error Handling
Appendix
SharePoint Designer Flow
Multiple connections to >150 data sources SQL, SP, ODBC & WSDL only ALWAYS
Out of box te...
Appendix
SharePoint Designer Flow
Out-of-box send for review Limited Q4CY2017
Reassignment of approvals Yes Q4CY2017
Appro...
Microsoft Flow session : tips, pitfalls, warnings to be known before starting a real world Flow project
Microsoft Flow session : tips, pitfalls, warnings to be known before starting a real world Flow project
Microsoft Flow session : tips, pitfalls, warnings to be known before starting a real world Flow project
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Microsoft Flow session : tips, pitfalls, warnings to be known before starting a real world Flow project

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SharePoint Saturday Zurich 2018 with Jon Lvesque (Microsoft Flow Team)

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Microsoft Flow session : tips, pitfalls, warnings to be known before starting a real world Flow project

  1. 1. Tips, pitfalls, problems and warnings Jon Levesque @PNWAdventureGuy Serge Luca @sergeluca SharePoint Saturday Zurich 26.5.2018 @Kraftwert Impact Hub Zurich Microsoft Flow
  2. 2. Serge Luca Managing Partner at ShareQL About Serge 12 x SharePoint MVP, BrusselsSharePoint since 2002 O365 Architect (Admin, Dev, governance) Worked for the MS workflow team Blog: http://sergeluca.wordpress.com/ sergeluca@shareql.com @sergeluca SharePoint Flow Dev Architecture Bullshit Professional Skills
  3. 3. Agenda Agenda Agenda Agenda
  4. 4. 5 Agenda Introduction The concept Creating Flows Flows and on premises Environment + Data Loss prevention Extensibility : communication with the outside world Price & roadmap
  5. 5. Agenda Agenda Agenda The Concept
  6. 6. Personal productivity Collaboration Citizen development Bridge between Applications 4 main Benefits
  7. 7. The context-Business Apps Empower power users Connect data across apps More efficient developers App Services Service Fabric Azure Functions … Azure functions Graph api … SQL Server BI Data analytics Internet of Things (IoT) … Build modern business app fast
  8. 8. 9 PowerApps & Flow : buildings bloc for ERP & CRM Dynamics 365
  9. 9. Agenda Creating Flow
  10. 10. Creating and managing Flows Microsoft Account (free) or Office 365 or Dynamics 365 or Flow (paid) or PowerApps (or free new PowerApps Community Plan) Flow.microsoft.com From Powerapps.microsoft.com From A modern SharePoint Online list / document library Mobile app (iOS-Android-Windows Mobile)
  11. 11. Flow templates
  12. 12. demoHOT DOG NOT HOTDOG
  13. 13. demo EXPENSE REPORT
  14. 14. Approval problems… What do we do if the item (to be approved) is deleted ? What if the flow is cancelled ? approval reassignment (cannot hide it, does not work with states) Flow limitations : flow duration = max 30 days Approval duration = max 30 days ->What if Approval 1 = 20 days & Approval 2 = 15 days ?
  15. 15. Limitations • Create nested flows 250 actions/flow • Max 5.000 iterations in Do until • Max 5.000 iterations in For each (100.000 in Plan 1)Loops • No OOB site level actions ->roadmap ( new : Send An Http Request To SharePoint ) • Cannot OOB change item security ->roadmap ( new : Send An Http Request To SharePoint ) • SharePoint security model is not Flow security model (roadmap) SharePoint
  16. 16. Limitation : no state machines
  17. 17. Limitation : no custom approval form
  18. 18. Agenda Microsoft Flow and On Premises
  19. 19. Flow and data on premises • Install the « on Premises data gateway » (shared between PowerBI, PowerApps and Azure Logic Apps) Not just databases, but also Powershell scripts, files and (recently) : REST API web services
  20. 20. 24 SharePoint 2019 and Microsoft Flow/PowerApps are becoming good friends !!!
  21. 21. demo FLOW & DATA ON PREM
  22. 22. Environments
  23. 23. Environments & compliance Isolated spaces where Flows/Data are running/stored Ex HR, Marketing, Operations, Legal, DEV, TEST, UAT, PROD… Different rules (DLP) Ex « Marketing can use twitter, But Legal and Operations cannot » Different regions if needed [Plan 2 for creating & using several Env]
  24. 24. ENVIRONMENTSDEV MARKETING TEST MARKETING UAT MARKETING PROD MARKETING DEV OPERATIONS US TEST OPERATIONS US UAT OPERATIONS US PROD OPERATIONS US U S DL P DEV OPERATIONS EUROPETEST OPERATIONS EUROPEUAT OPERATIONS EUROPE PROD OPERATIONS EUROPE E U DL P
  25. 25. Attention We can export-import Flows from Env1 to Env2 • We have to recreate the connections (fixed in roadmap) • SharePoint lists based on GUID (! From SharePoint test site to SharePoint prod site !) On premise data gateway : • Gateways only in the default environment
  26. 26. Extensibility & Communication with the outside world
  27. 27. Call – Flow - Called  Action Request (usually coupled with Response action)  Action Http (generic)  Action Send an http Request to SharePoint  Custom Connector (REST API described in a Swagger/Open API ) PowerApps calls Flow & return info to PowerApps A custom app calls Flow (« Flow as a service ») PowerBI calls Flow (Data Alerts) Flow calls the outside world
  28. 28. Power BI & Flow FLOW DATA ALERTS DATA SOURCES POWER B I SCHEDULED REFRESH STREAMING DATA LIVE
  29. 29. Pricing & roadmap
  30. 30. Tarifs: Comparaison
  31. 31. Advices • Keep your forms as simple as possible • Manage the business logic in the workflow • Use environments • For Enterprise workflows define system accounts for your connections • For personal workflows use personal accounts • Limitations • Create state machines if several levels of approval • Manage errors (see pattern) • Manage very long calls (see pattern ) • Learn the Logic Apps Workflow Definition Language (WDL)
  32. 32. Conclusions
  33. 33. Room for improvement Workflow engine very reliable, but test the connectors No state machines (but we have loops and switch) Approval forms cannot be customized JSON knowledge could be required (but less and less…) Flow duration : 30 days, Approval : 30 days • Weak for long business processes ! Expressions : powerful, but steep learning curve
  34. 34. Positive •Easy tool Not just SharePoint (it replaces SPD) Connections to hundreds of services Including on prem! SharePoint Integration is getting better PowerApps, PowerBI integration The Team Flow is very proactive & delivers
  35. 35. Thank you for attending!
  36. 36. 42Let’s get in touch Send your message, advices, and suggestions at Serge@ShareQL.com Come visit us at We speak all around the world, come and meet us!! https://www.shareql.com/events Read our Blogs https://sergeluca.wordpress.com/ http://jonlevesque.com/blog Follow and like us @sergeluca @jonjlevesque https://www.shareql.com/masterclassflow https://www.youtube.com/channel/UClBCcDTylJUzvP8sycg6p EA
  37. 37. 43Calling a long Service (callback)
  38. 38. 44Error Handling
  39. 39. Appendix SharePoint Designer Flow Multiple connections to >150 data sources SQL, SP, ODBC & WSDL only ALWAYS Out of box templates <5 100s Workflow & approval history <365 days Perpetual Approvals over mobile + mobile notifications NEVER iOS, Android, Windows Phone + in Outlook. History coming imminently. Loops, Do Until, Switch-case, parallels, variables Yes Yes On-premises support Native Gateway support Extended field types (people, choice, MMS, lookup) Yes People, choice, lookup – Yes new, MMS – coming soon Send email as user or system System only Yes Attachments Yes Yes new
  40. 40. Appendix SharePoint Designer Flow Out-of-box send for review Limited Q4CY2017 Reassignment of approvals Yes Q4CY2017 Approval reminders Yes Q4CY2017 Custom input forms for approvers Yes Q4CY2017 Document library CI-CO, approve Yes Future Approver impersonation Via permission elevation Future Site level actions Yes Future Set permissions on an item Yes Future

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