SOFTWARE - OFFICE - 15.03.2019

Flow: automation in Office 365

Automation

We previously reviewed IFTTT ( http://www.ifttt.com ), a tool that allows you to have an action performed automatically by a website or app if a specific event occurs on another website or app - e.g. if you are tagged on a photo on Facebook, you could have this photo saved automatically in your Dropbox.

Microsoft Flow ( https://flow.microsoft.com/en-us ) is a comparable service that lets you create automated flows (short for workflows), especially in combination with Office 365 applications. For instance, you could configure that if a specific event occurs, you will receive a notification, data will be collected or files will be synchronised automatically.

What kinds of “flow” are there?

You can create three types of flow. An automatic flow is triggered by a preset event, e.g. an incoming e-mail or a file that is being modified. A scheduled flow is activated at a predetermined time, for example every Friday morning, while a flow button is only activated after you press a button in the Flow app (for iOS and Android, see https://emea.flow.microsoft.com/en-us/mobile/download ). Tip. More information about using Flow can be found at https://docs.microsoft.com/en-us/flow , and there is a community where you can share experiences with others.

Which flows are useful?

After registering on the Flow website, you will have access to a working environment in which you can create your own flows. There are more than 300 templates with links to popular web services, from Google and Microsoft to Facebook, Twitter or Dropbox. Note. Some of these templates are paid for. On the basis of such a sample template you can create a new flow, e.g. one that shows you a message in the Flow app on your smartphone every time an e-mail from your boss arrives in Outlook. There are flows for your sales team that connect to your Dynamics 365 or Salesforce CRM system, or flows to increase your productivity, e.g. syncing your Google calendar.

How much does it cost?

If you already have a (free) Microsoft account, you are entitled to 750 flows per month for free; you can create an unlimited number of flows and have them checked every 15 minutes. If you have an Office 365 subscription, you are entitled to 2,000 flows per month, while flows are checked every five minutes. An overview of other, paid for subscriptions can be found at https://flow.microsoft.com/en-us/pricing . Note. There’s a free 90-day trial.

Is Flow better than IFTTT?

That depends on what you want to achieve. Flow is more for business use and is better at controlling software applications. IFTTT focuses on personal use and is better at controlling smart devices. So if you want your Philips Hue smart lamp to flicker every time someone likes one of your Instagram posts, it’s better to use IFTTT. Conversely, if you want to have a SharePoint list updated every time someone fills out a Google survey form, Flow is the best option. Needless to say you can use both of them at the same time.