How to Trigger a Power Automate Flow From Any Message In Teams

if you've ever found yourself wanting to take an action on a message in teams but the only thing you could do is try to copy it from teams and maybe put it into another system or an email this video is going to talk about how you could automate that using power automate [Music] hi my name is matt dressel and today i'm going to talk to you a little bit about the more actions feature within teams which you may or may not have noticed is available on every single message within teams so chats channels everything uh within teams that feature really is a powerful extension so you can take actions on messages within teams and today we're going to show you how to do that so to give you an example of this imagine i just got this message in saying that uh i can't the user can't add somebody to their crm environment they're getting an error and i want to make that into an issue that i might assign to someone else or be able to track that if you hover over the message in question and you click on the ellipsis you'll see there's a bunch of you know standard teams actions and then there's also this more actions and even in the more actions you'll see some standard stuff that's been added by other apps so you'll see you know if i wanted to create a poll or if i wanted to create a work item within azure devops i could do that but if i want to do something custom something that i built with some my own workflow to go into maybe a sharepoint list which is what this does i can have create my own uh flow which if i click on this create issue it'll ask me for some comments so if i want to give some additional detail um so in this case i'm going to add that the error was user does not exist and i'm going to submit it so then what this is going to do behind the scenes is it could do pretty much anything i want it to do what i have built this to do is if i go into my sharepoint list i now have this new item that just got brought in with the text of the message and then also the comment that i entered as the user and of course this is a very simplistic example you know i don't have a assigned to or any anything else in the sharepoint list obviously you could add those so that's an example of what this does now i want to get into how to do that so i'm going to actually go into a different environment one that doesn't have any of this set up and the first thing you want to do is go into power automate within power automate you want to create a new flow and it'll be a new instant cloud flow and what we'll name it so whatever you name the flow is what it's going to show up in teams so you're going to want to name it something like create issue and then in your trigger you want it to be triggered for a selected message this is kind of the key thing if you any flow that you have access to that is for a selected message will automatically show up in that actions list which i'll show you in a little bit so i'm going to create this now once i create it basically if i left it like this it wouldn't ask the user to give to do anything if i wanted to ask the user for additional stuff i have to click create adaptive card because this actually uses the adaptive card functionality within teams to ask the user about the information that you want to get so in this case you it brings up the adaptive card editor this editor has a lot of different features we're not going to worry about it too much the only thing we're really going to do at this point is make sure we're going to make it a comment we're going to delete some of these other ones like that we're going to change the text at the top so please add comments and i'm going to put a little bit more detail here and i'm going to change the id so the id is going to be what you're going to use later on in the flow so i'm going to make this comment and i'll make the placeholder and i'm going to change this to be multi-line so at this point i should be able to save the card and i will add a new step uh and actually before i get too far along uh this is the team i'm going to be wanting to use this from so i'm going to go here and open up sharepoint so what i have here is i don't exactly have the list created yet so i'm going to go to the site contents of this and i'm going to create a new list and i'm just going to do the issue tracker kind of the standard template and i think i like how this works already so i'm going to leave that alone i'm going to come back in here and i'm going to do [Music] in sharepoint i'm going to create an item and we'll use my new list from executive yep the executive site and the list name is issue tracker this is going to give me all the things that i need to to add all the fields and i'm going to be able to add a couple things directly from what i've gathered from the user so when i select title it's giving it gives me lots of different options here i'm going to choose message content so that's going to be from the selected message um the description i'm going to make the comments so my comment um and i'll set maybe i'll set the let the rest of these to be kind of the default values i'll leave those alone so let me save this so now if i come here here i have a message that is that i might want to use to create an issue if i come in and go to the more actions you can see i have my create issue flow now i can create on click this it will come up and ask me for my comments so and i'll submit it and then in my issue tracker here you can see i've brought in uh automatically brought in these details a couple things you need to be aware of number one when you do this like i was saying before any flow that you have access to that uses the trigger for selected message is gonna show up in all of your on all messages and teams so a chat and you know any message and team you can click it and do something for it um so it's not specific to a particular team or a particular group in addition when i you know you'll notice i mentioned access right now this flow is only accessible to me if i add other run only users so if i click edit here and i add some additional people so we'll add mike and so i can add mike i can also say i want to use this particular connection to run it so i can choose the one provided by the rental user so that would be mike if he was running it it would be run under the context of him or i could click here and make it be my connection the connection that i used or it could be a service account as an example but now that i've done that if i logged in as mike he would also have that option within teams to do that for any message obviously what i've done here is very very basic but you should be able to see the concept and what you can do with it there's a lot of powerful integrations that you can create so that you can take action on something that you've maybe been chatting about for a period of time and want to turn into something or integrate with another system to give you guys uh maybe a more realistic example that you might be able to be to think about uh if you look at all the content that we produce we're producing content on a regular basis that all comes from a lot of chat messages so if somebody comes up with an idea they'll just post in a channel about what they what they think would be a cool piece of content but then we need to get it into a process to review it and talk about it and who's going to do it this is something that easily could be used for that to go and execute a message that would go start workflow that would go um put it into a list or maybe a planner board or something else that could start that process off for us so that's just one example of a real world example of how this could be used as i mentioned earlier the flows that will show up in teams are based on your access but not only your access but only flows that exist within the default environment if you're not familiar with what the default environment is we do have another video that talks about environments and talks about the difference between them most people won't have to worry about it too much because they'll only have one environment up here that'll be the only one they're able to see but do be aware that it only looks at the default environment and the flows that exist in the default environment that have this trigger hopefully this video has helped you understand how you might be able to use the more actions feature of teams obviously it's very generic it allows you to do many things and kind of anything you could do with power automate you can trigger from a message within teams if this video has been useful to you we produce more content just like this all the time make sure to subscribe to our channel and you can get updated every time there's a new video from us if you were aware we also have a learning center on our website where we try to curate a lot of this content and include blog articles that we may not have made into videos be sure to check it out to see all the content we're producing we're also producing a podcast regularly where mike myself and the rest of the team talk about office 365 microsoft technology and all things modern workplace lastly i want you to know that we've also started doing open office hours through a teams meeting and also live on youtube this is a really good medium for us to be able to answer questions in person in real time from people who might have asked something on youtube but the response would take much more than we can do in just a youtube response we'll leave a link to all these things in the description below feel free to check it out thanks for checking out my video and i'll catch you next time [Music] you

Channel: Bulb Digital

Views: 20,807

Keywords: microsoft teams, automation, power automate, message actions, teams integration, adaptive cards, flow trigger, sharepoint, office 365, productivity tools, message automation, microsoft space, technology empowerment, workplace happiness, internal communication, m365 tips

Id: VUjsdlkJebg

Length: 11min 6sec (666 seconds)

Published: Fri Oct 01 2021