Article published on the 20th of April 2020.
Please be aware that Microsoft has chosen to re-brand Microsoft Flow as Microsoft Power Automate. The concept of flows in relation to this feature is still applicable.
Microsoft PowerApps is a formula tool for can be used for creating formulas and small applications. PowerApps has a series of connectors which can be used to interface to a wide range of systems.
Microsoft Flow is a workflow product which replaces the standard SharePoint workflows. Microsoft Flow workflows are independent of SharePoint and have, like PowerApps, a series of connectors for a wide range of other systems.
A typical use case for the integration and use of Microsoft PowerApps and Microsoft Flow is in relation to approval processes for documents, e.g. when sending a document for approval by another person. Before this integration, this scenario would require a registered flow on all document libraries where this process is needed. A problem with this method is that in WorkPoint, one can easily have several thousands of document libraries, and thus, it is not advisable or technically possible to replicate the same flow onto every document library.
Integration with PowerApps and Flow makes it possible to have one central flow which can be called from each document. In addition, a PowerApps formula can be used to start a flow, thereby opening for users to fill in different parameters. This would allow the user to set up individual approval processes for individual documents or for a group of documents or templates.
2. End User Guide
Once a Flow or PowerApp has been set up, they can be used in combination with e.g. documents in a documents library:
- In a documents library, the user selects a document.
- The “Send to”-button enables the user to use a Flow or PowerApp with the document.
The “Send to”-button opens the dialogue above, which lets the user choose either a Flow or a PowerApp to use with the selected document. The list shows all available configured Flows and PowerApps.
An important difference between Microsoft Flow and Microsoft PowerApps is the way they handle parameters. Flows handle parameters as separate items, Microsoft PowerApps handles parameters as URL parameters. This means that the URL of PowerApps may become so long that it exceeds the limit of how many characters a URL may be, which breaks the functionality of the PowerApp. Therefore, if sending a lot of parameters along with the document, it is preferable to use Microsoft Flow over Microsoft PowerApps.
Please note that a parameter called “Document_ListRelativeUrl” is always sent to the Flow or PowerApp being run. This is a relative URL to the location of the file being copied. An example of this URL could be “/sites/myworkpoint/Company3/Documents”.
3.1. Feature Support White List
WorkPoint supports integration with various aspects of the Microsoft Power platform. There may, however, also be certain aspects of this platform which are not yet supported by WorkPoint.
The purpose of this white list is to provide information about which aspects of the Microsoft Power platform are supported by WorkPoint - "supported" meaning that these a tested and verified to work with WorkPoint.
3.1.1. Power Automate
The following aspects of Power Automate are supported by WorkPoint:
- Triggering a Power Automate flow from WorkPoint
- Using WorkPoint data in Power Automate flows
- Sending data to WorkPoint from a Power Automate flow
3.1.2. Power Apps
The following aspects of Power Apps are supported by WorkPoint:
- Using Microsoft Power Apps from WorkPoint
- Using WorkPoint data in Power Apps
- Sending WorkPoint document- and entity Data to Power Automate flows through Power Apps
If there are any aspects of the integration between WorkPoint and the Power platform which are not currently supported by WorkPoint but which you believe should be supported, please contact WorkPoint support at firstname.lastname@example.org, and relay your suggestion. Thank you!