## Intro [(00:00:00)](https://www.youtube.com/watch?v=zbwG6wILL4Q&t=0s) - One of the most powerful features of computer systems is the ability to perform repetitive tasks consistently and quickly. [(00:00:02)](https://www.youtube.com/watch?v=zbwG6wILL4Q&t=2s) - Automating processes, from simple tasks to complete business processes, creates huge efficiency gains for organizations. [(00:00:10)](https://www.youtube.com/watch?v=zbwG6wILL4Q&t=10s) - This video will demonstrate how to build an automated [[Workflow | workflow]] in [[Microsoft Teams]]. [(00:00:34)](https://www.youtube.com/watch?v=zbwG6wILL4Q&t=34s) ## Overview [(00:00:38)](https://www.youtube.com/watch?v=zbwG6wILL4Q&t=38s) - [[Microsoft]] Teams automation can range from simple to complex, encompassing individual tasks or entire business processes. [(00:00:44)](https://www.youtube.com/watch?v=zbwG6wILL4Q&t=44s) - Workflows, an application within Microsoft Teams, enables the automation of various actions using pre-built templates or custom modifications. [(00:01:22)](https://www.youtube.com/watch?v=zbwG6wILL4Q&t=82s) - Microsoft provides a variety of workflow templates, such as message follow-ups and new team member onboarding, which can be used as-is or customized. [(00:01:49)](https://www.youtube.com/watch?v=zbwG6wILL4Q&t=109s) ## Top Picks [(00:02:25)](https://www.youtube.com/watch?v=zbwG6wILL4Q&t=145s) - Workflows require access to specific services, such as Project or Planner, for them to function properly. [(00:02:31)](https://www.youtube.com/watch?v=zbwG6wILL4Q&t=151s) - Users must be signed into the necessary services, like Teams and [[Microsoft 365 | Office 365]], for workflows to operate with those services. [(00:02:55)](https://www.youtube.com/watch?v=zbwG6wILL4Q&t=175s) - Additional accounts can be added to a [[Workflow | workflow]] if needed. [(00:03:27)](https://www.youtube.com/watch?v=zbwG6wILL4Q&t=207s) ## Add Workflow [(00:03:35)](https://www.youtube.com/watch?v=zbwG6wILL4Q&t=215s) - A workflow can be added to [[Microsoft Teams]] to increase functionality. [(00:03:36)](https://www.youtube.com/watch?v=zbwG6wILL4Q&t=216s) - When a workflow is added, [[Microsoft Power Automate | Power Automate]] will send a card with instructions on how to use it. [(00:03:40)](https://www.youtube.com/watch?v=zbwG6wILL4Q&t=220s) - The workflow allows users to set follow-up reminders for messages by clicking on "more options" and selecting "follow-up". [(00:03:47)](https://www.youtube.com/watch?v=zbwG6wILL4Q&t=227s) ## Chat [(00:04:00)](https://www.youtube.com/watch?v=zbwG6wILL4Q&t=240s) - The speaker navigates to a chat interface and points out a card from Power Automate that confirms the creation of a [[Workflow | workflow]]. [(00:04:01)](https://www.youtube.com/watch?v=zbwG6wILL4Q&t=241s) - The speaker initiates a chat conversation with a contact named Diane Prince. [(00:04:08)](https://www.youtube.com/watch?v=zbwG6wILL4Q&t=248s) - The speaker shares a [[YouTube]] video link with Diane Prince. [(00:04:18)](https://www.youtube.com/watch?v=zbwG6wILL4Q&t=258s) ## Follow Up [(00:04:24)](https://www.youtube.com/watch?v=zbwG6wILL4Q&t=264s) - A follow-up reminder can be set for a specific date and time to discuss a message, such as a training video. [(00:04:40)](https://www.youtube.com/watch?v=zbwG6wILL4Q&t=280s) - Once set, the reminder will appear in the user's [[Microsoft 365 | Office 365]] account at the specified time. [(00:05:09)](https://www.youtube.com/watch?v=zbwG6wILL4Q&t=309s) - This feature allows for simple [[Workflow | workflow]] automation within [[Microsoft Teams]]. [(00:05:18)](https://www.youtube.com/watch?v=zbwG6wILL4Q&t=318s) ## Save Message to OneNote [(00:05:32)](https://www.youtube.com/watch?v=zbwG6wILL4Q&t=332s) - The user wants to use a feature that saves a message to [[Microsoft OneNote | OneNote.]] [(00:05:38)](https://www.youtube.com/watch?v=zbwG6wILL4Q&t=338s) - The connections required for this feature are [[Microsoft]] Teams, Microsoft OneNote Business, and Office 365. [(00:05:44)](https://www.youtube.com/watch?v=zbwG6wILL4Q&t=344s) - The user has all of the required services and is able to connect to them. [(00:05:51)](https://www.youtube.com/watch?v=zbwG6wILL4Q&t=351s) ## Run Workflow [(00:06:05)](https://www.youtube.com/watch?v=zbwG6wILL4Q&t=365s) - The [[Workflow | workflow]] will prompt for the specific notebook and section where a message should be added. [(00:06:11)](https://www.youtube.com/watch?v=zbwG6wILL4Q&t=371s) - Upon successful execution, [[Microsoft Power Automate | Power Automate]] will confirm the completion of the task. [(00:06:38)](https://www.youtube.com/watch?v=zbwG6wILL4Q&t=398s) - Power Automate functions as an add-on. [(00:06:41)](https://www.youtube.com/watch?v=zbwG6wILL4Q&t=401s) ## Save Action [(00:06:43)](https://www.youtube.com/watch?v=zbwG6wILL4Q&t=403s) - A user can save [[Microsoft Teams]] chat content to [[Microsoft OneNote | OneNote.]] [(00:06:53)](https://www.youtube.com/watch?v=zbwG6wILL4Q&t=413s) - When a user chooses to save to OneNote, an automated action will begin, prompting the user to name the note. [(00:06:57)](https://www.youtube.com/watch?v=zbwG6wILL4Q&t=417s) - Once submitted, the content will be saved to the user's OneNote, creating a card that links back to the original message in Teams. [(00:07:18)](https://www.youtube.com/watch?v=zbwG6wILL4Q&t=438s) ## Power Automate [(00:07:50)](https://www.youtube.com/watch?v=zbwG6wILL4Q&t=470s) - [[Microsoft Power Automate | Power Automate]] is accessible through the user's apps. [(00:07:53)](https://www.youtube.com/watch?v=zbwG6wILL4Q&t=473s) - Workflows can be managed within the Power Automate application. [(00:07:58)](https://www.youtube.com/watch?v=zbwG6wILL4Q&t=478s) - A list of created workflows, including those in testing, can be found under the "Manage workflows" section. [(00:08:05)](https://www.youtube.com/watch?v=zbwG6wILL4Q&t=485s) ## Disable Workflows [(00:08:11)](https://www.youtube.com/watch?v=zbwG6wILL4Q&t=491s) - It is possible to turn off workflows. [(00:08:19)](https://www.youtube.com/watch?v=zbwG6wILL4Q&t=499s) - Workflows can be temporarily disabled. [(00:08:22)](https://www.youtube.com/watch?v=zbwG6wILL4Q&t=502s) - Workflows can be categorized by owner, type, and whether they are instant or automated. [(00:08:25)](https://www.youtube.com/watch?v=zbwG6wILL4Q&t=505s) ## Sharing Workflows [(00:08:43)](https://www.youtube.com/watch?v=zbwG6wILL4Q&t=523s) - It is possible to edit, share, and view the run history of a [[Workflow | workflow]]. [(00:08:47)](https://www.youtube.com/watch?v=zbwG6wILL4Q&t=527s) - The run history of a workflow can provide insights into its usage frequency and specific execution times. [(00:08:52)](https://www.youtube.com/watch?v=zbwG6wILL4Q&t=532s) - A workflow's run history can be particularly useful for tasks like adding member bios to a team, allowing for tracking of completion frequency. [(00:09:02)](https://www.youtube.com/watch?v=zbwG6wILL4Q&t=542s) ## Managing Workflows [(00:09:13)](https://www.youtube.com/watch?v=zbwG6wILL4Q&t=553s) - Workflows can be managed. [(00:09:14)](https://www.youtube.com/watch?v=zbwG6wILL4Q&t=554s) - Workflows can be saved; the example given is saving a message to [[Microsoft OneNote | OneNote.]] [(00:09:17)](https://www.youtube.com/watch?v=zbwG6wILL4Q&t=557s) - Details about a [[Workflow | workflow]], such as modifications, how it works, the last time it ran, and connection information, are provided. [(00:09:22)](https://www.youtube.com/watch?v=zbwG6wILL4Q&t=562s) ## Editing Workflows [(00:09:33)](https://www.youtube.com/watch?v=zbwG6wILL4Q&t=573s) - The workflow editor provides a step-by-step, dialog box-driven interface for understanding and modifying workflow actions. [(00:09:37)](https://www.youtube.com/watch?v=zbwG6wILL4Q&t=577s) - Pre-built workflow templates from [[Microsoft]] can serve as a starting point for customization. [(00:09:48)](https://www.youtube.com/watch?v=zbwG6wILL4Q&t=588s) - The example workflow interacts with [[Microsoft Teams]], [[Microsoft OneNote | OneNote]], user profiles, and channel posts. [(00:09:53)](https://www.youtube.com/watch?v=zbwG6wILL4Q&t=593s) - Users can add or modify steps within the [[Workflow | workflow]] to achieve desired outcomes. [(00:10:07)](https://www.youtube.com/watch?v=zbwG6wILL4Q&t=607s) ## Building Custom Workflows [(00:10:09)](https://www.youtube.com/watch?v=zbwG6wILL4Q&t=609s) - It is possible to modify steps within a workflow, including renaming them and adding notes for documentation or clarification. [(00:10:10)](https://www.youtube.com/watch?v=zbwG6wILL4Q&t=610s) - Complex business processes can be mapped out and used as a foundation for building workflows, with notes serving as documentation within the workflow itself. [(00:10:20)](https://www.youtube.com/watch?v=zbwG6wILL4Q&t=620s) - Users have the ability to view the underlying code of a workflow and add new connections for specific steps within the workflow. [(00:10:29)](https://www.youtube.com/watch?v=zbwG6wILL4Q&t=629s) ## Editing Custom Workflows [(00:10:44)](https://www.youtube.com/watch?v=zbwG6wILL4Q&t=644s) - It is possible to edit custom workflows. [(00:10:44)](https://www.youtube.com/watch?v=zbwG6wILL4Q&t=644s) - Not every step within a [[Workflow | workflow]] is editable. [(00:10:51)](https://www.youtube.com/watch?v=zbwG6wILL4Q&t=651s) - Information about the fields within a workflow step is provided. [(00:10:57)](https://www.youtube.com/watch?v=zbwG6wILL4Q&t=657s) ## Custom Workflow Settings [(00:11:03)](https://www.youtube.com/watch?v=zbwG6wILL4Q&t=663s) - The settings of a workflow step can be modified. [(00:11:07)](https://www.youtube.com/watch?v=zbwG6wILL4Q&t=667s) - Modifying workflow settings can be complex. [(00:11:16)](https://www.youtube.com/watch?v=zbwG6wILL4Q&t=676s) - More advanced [[Workflow | workflow]] building information is available upon request. [(00:11:18)](https://www.youtube.com/watch?v=zbwG6wILL4Q&t=678s) ## Testing Workflow [(00:11:24)](https://www.youtube.com/watch?v=zbwG6wILL4Q&t=684s) - It is possible to save changes made, check for errors or warnings, and run tests on workflows. [(00:11:25)](https://www.youtube.com/watch?v=zbwG6wILL4Q&t=685s) - Tests can be rerun using recently used triggers. [(00:11:33)](https://www.youtube.com/watch?v=zbwG6wILL4Q&t=693s) - When testing, green dots will appear to indicate a successful workflow run. [(00:11:48)](https://www.youtube.com/watch?v=zbwG6wILL4Q&t=708s) ## Workflow Templates [(00:11:55)](https://www.youtube.com/watch?v=zbwG6wILL4Q&t=715s) - Initially, it is not necessary to create complex workflows when starting to work with them. [(00:11:56)](https://www.youtube.com/watch?v=zbwG6wILL4Q&t=716s) - It is recommended to start by using some of the built-in templates to get used to how these workflows function. [(00:12:00)](https://www.youtube.com/watch?v=zbwG6wILL4Q&t=720s) - Some of the more valuable templates include data collection ones. [(00:12:09)](https://www.youtube.com/watch?v=zbwG6wILL4Q&t=729s) ## Approvals [(00:12:18)](https://www.youtube.com/watch?v=zbwG6wILL4Q&t=738s) - The approvals feature in [[Microsoft Teams]] requires access to multiple services, including [[Microsoft]] Approvals, Teams, [[Microsoft Outlook | Outlook]], and [[SharePoint | SharePoint.]] [(00:12:24)](https://www.youtube.com/watch?v=zbwG6wILL4Q&t=744s) - Depending on the specific setup, users may need to configure access to services like SharePoint and potentially utilize an on-premises gateway for connectivity. [(00:12:52)](https://www.youtube.com/watch?v=zbwG6wILL4Q&t=772s) - The complexity of workflows can vary, with some requiring more intricate setups and integrations compared to simpler ones. [(00:13:18)](https://www.youtube.com/watch?v=zbwG6wILL4Q&t=798s) ## Sources - [website](https://www.youtube.com/watch?v=zbwG6wILL4Q)