Microsoft Flow mobile buttons are magical. One touch on your mobile device, and gears start turning to retrieve and deliver the data you need when and how you need it. Recently, I set out to deliver all Microsoft Forms responses to a recipient on-demand as an excel file using a Microsoft Flow mobile button they could press whenever they wanted the results. I also created a button someone could use to be sent all the birthdays coming up in the next week for our organization whenever they need it. You can adjust the following steps to fit your situation and tools, but the following outlines two ideas:
Sending someone all responses to a Microsoft Forms survey whenever they press the button (Take a snapshot in time of responses, or pull up-to-the-minute feedback into your meeting)
Sending someone SharePoint list items in an excel sheet that match a certain criteria (Projects ending in the next two weeks)
Even if your SharePoint site’s regional settings are correct (or whichever data source you’re pulling from), Power BI could convert it to the wrong time zone upon import. It’s a quick fix, luckily. Instead of using your “modified,” “created” or other date field in your report, we’ll create a new calculated column in Power BI to use with an accurate time zone.
If you’ve seen a similar notification, I empathize with your pain. I don’t know that there is one solution to this problem, either, so I’m going to share a number of them we’ve used and hope that one (or all) of them will help you.
Basically a file is added through file explorer (a cloud library in OneDrive or SharePoint being synced locally to your computer) but then after a moment a notification appears which says “You now have two copies of a file; we couldn’t merge the changes in [filename]” and then the filename is appended with your computer name again and again until eventually the filename is too long and is harder to delete. Let’s not get to that point.
I hope to see some of you this Saturday at SPS Kansas City, where I’ll be sharing an overview and demos on using workflows to improve business processes. Here’s what you can expect from me:
Let Microsoft Flow and SharePoint Designer Workflows Do the Work
Your team members would appreciate getting some time back. Give it to them in ten minute increments here, thirty minutes there by using Microsoft Flow and SharePoint Designer to build them thoughtful workflows that range from simple one-steppers to more complex and conditional multi-stagers, even across site collections. We’ll cover specific HR and Accounting scenarios in this session based on real-case experience at KU Libraries, including automation of some onboarding and off-boarding processes, simple automated management of otherwise complex item-level permissions, travel plan submission and approval, receipt submission and reimbursement tracking and more all through utilizing workflows to save you and your colleagues time.
One of the greatest business value features of a site newsfeed webpart would obviously be to know when people are participating, asking questions, etc. This way moderators or other interested parties could go in and respond in a timely manner. And while there’s no straightforward way to get these notifications from the webpart itself, there’s a workaround. Follow these steps once you have a newsfeed webpart on your site (by default, most team sites have them already). Continue reading “Alerts/notifications for SharePoint site newsfeed webpart posts & replies”
Note: This, like many O365 things, is rapidly evolving. If you’re aware of better practices or new updates to licensing, feel free to mention it in comments.
I’m currently at SharePoint Fest Seattle where Chris McNulty, Sr. Product Manager for Office 365 and SharePoint at Microsoft, mentioned (as I understand) there could be changes coming to licensing that would allow more people to consume Power BI reports in a friendlier (more affordable) licensing structure. This would be amazing because currently:
I can create reports. People can’t view data in those reports in a secure way because the entire organization isn’t licensed for Power BI per person above the “free” license.
Specifically I, with a Power BI Pro license, can create reports and place those in SharePoint’s new page experience Power BI web parts (in Preview) but other people (with free or without Pro licenses) cannot view them. They see the following:
Of course, to me as the creator and properly-licensed individual, I see the report perfectly embedded as it should be. And not every organization can afford to license every single user appropriately to be able to simply view embedded reports. Especially if consuming reports (not sharing or building) is the only function they need in the Power BI realm.
In this post, I’ll cover:
How to embed Power BI reports the normal, easy (but license-exclusive) way
Why the webpart (normal, easy way) is cooler than embedding a script
How to embed the report in a (less secure) way so that non-licensed or free-license individuals can actually view and manipulate the data
If you’ve found this post by search, you’ve likely already gone into the workflow settings for a particular list or document library item and have clicked the info icon () next to “Internal status” and found that your workflow is “in progress”, but has an error: “Access Denied. You do not have permission to perform this action or access this resource.” Peering into the bulk of the message, you see a helpful tidbit that includes sp.utilities.utility.SendEmail. This could be from a number of causes, but here are the summaries of three possible solutions. Note that the first solution is still required even if you try B or C below. I’ve only included the second and third solutions as additional possibilities if the first doesn’t solve your problem.
A common question, before we begin, is what level of permissions any individual needs to be able to send an email or start a workflow generally. It doesn’t matter so much if you’re using Impersonation or App Steps, but the quick answer is a minimum of Contribute level permissions is good.
Sometimes you’ll into situations where a SharePoint Designer (SPD) 2010 workflow is the only way to go in order to make something work. In May 2017, I gave a presentation at SharePoint Saturday Baltimore and shared the following slide of functions only possible by using a SharePoint Designer 2010 format workflow.
Unfortunately, you may have loads of conditions and stages already built in a SPD 2013 workflow by the time you realize you need some of this 2010-exclusive functionality. No need to fret, however, because we can start that necessary 2010 workflow from wherever we need to within our 2013 workflow, as if it were just another ordinary step.
Lookup columns aren’t friendly to a lot of things. Power BI reports, calculated columns, creating new items via workflow when both lists have lookup columns, if/then statements, etc. Especially when your lookup column is looking up to a list from another site, not the same subsite in which you’re working.
A previous scenario required that I create a new item in a different site’s list when conditions were met in the origin site’s list item. Both lists used the same lookup column, and I received the “lookup is in another web” error when trying to do a direct copy via workflow, from lookup column to lookup column. The solution ended up being creating a new item in a temporary, lookup-free list that received the lookup values just as text. Then SharePoint Designer copied those over to the final list, which received the text and happily converted it back to the appropriate lookup values. See the full solution here.
This post will focus on the same error message, but this time is triggered by a SharePoint Designer workflow in a different scenario where we just want to convert our lookup values to text so we can use them for various purposes.
To save you time, I also tried (and failed) at these potential solutions before finding success:
Setting workflow variables to the lookup values and trying to set the variables to text values, or use the variables in my if/then statements to create new text values (this defeats the purpose of using lookup columns, of course)
Using a number of combinations of Microsoft Flow and SharePoint Designer to get the data from the lookup column extracted then “pasted” back in as text
So let’s get to the solution. Feel free to comment with your scenario specifics – I’ve had a lot of experience with this error, and would be happy to help.
Item-level permissions come in handy for a number of situations. Here are some examples and food for thought:
Travel plans are submitted to a list, but only those in people columns (supervisor, director, traveler) are allowed to see or find the plan by search.
Allow “content owners” to edit documents, and everyone else to view only.
Allow non-admin individuals to set editing permissions for documents or list items by populating a people column
Using a SharePoint Designer 2010 Workflow and an impersonation step, we can:
Add list item permissions
Inherit list item parent permissions
Remove list item permissions
Replace list item permissions
This tutorial will use the “replace list item permissions” action. Whenever you’re replacing permissions, you must remember to INCLUDE YOURSELF or admin individuals in the replacement permissions or you won’t be able to access the content or help with troubleshooting. Let’s begin!