In today’s fast-paced business environment, staying informed about the latest updates and changes to critical data is crucial for organizations. SharePoint lists are a popular way to manage data and collaborate on projects, but monitoring them manually can be time-consuming.
Power Automate, formerly Microsoft Flow, is a powerful tool that allows you to automate workflows and streamline processes, including monitoring SharePoint lists. By combining Power Automate with Microsoft Teams, you can receive real-time notifications and stay up-to-date on any changes to your SharePoint lists.
In this blog, we will explore how to set up Power Automate SharePoint list monitoring with Teams notification.
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- A Microsoft 365 user with SharePoint Online, Microsoft Teams, and Power Automate (Free) licenses.
- A SharePoint Online list to monitor with a Power Automate Flow.
- A Teams channel for the notifications.
Create the Power Automate Flow
- On a new browser, open the Power Automate Sign In page, and sign in.
- Once logged in, click Create → Automated cloud flow.
- As the Build an automated cloud flow page pops up:
- Type the Flow name. In this example, the name is Monitor Articles Submission.
- Choose the When an item is created trigger.
- Click Create.
- Select the SharePoint site address and list. You can also paste the SharePoint site URL. In this example, I’m choosing the Sales and Marketing site and the Articles list. Click New step.
- On the Choose an operation, click Microsoft Teams.
- Under Actions, click Post message in a chat or channel.
- Next, choose who the flow will post the message as. The options are a Flow bot, a User (you), or a custom value. In this example, we’ll select Flow bot.
- In the Post in, select where to post the notification. The options are Channel, Group chat, and Chat with Flow bot. In this example, I’ll send the notification to a Channel.
- Select the Team from the drop-down list. I’ll choose the Sales and Marketing team in this case.
- Select the Channel from the down-down list. In this case, I’ll choose the Article Submission channel.
- Type the message you want to post in the Message box to the Teams channel. See the example below.
- Click Save.
Test the Power Automate Teams Notification Flow
Once you save the flow, the next step is to test whether the flow is working as expected.
- Click the Test button.
- On the Test Flow fly-out, select the Manually option, and click Test.
You’ll see a banner like the one below, saying you can now test the flow.
- Now, open the SharePoint Online list and add a new item like so.
- Switch to the Power Automate page and confirm that the flow ran successfully.
- Check your Microsoft Teams messages and confirm that the message was posted in the channel.
In conclusion, using Power Automate to monitor changes to SharePoint lists and send notifications to Teams can significantly improve team communication and collaboration. This blog post has provided a step-by-step guide on creating a flow that monitors a SharePoint list and sends notifications to Teams when there are changes.
By implementing this solution, teams can stay informed about updates to important information, such as new tasks, completed projects, or deadline changes. This can lead to increased productivity, better organization, and improved communication within the team.
As a call to action, we encourage readers to experiment with creating their own flows to monitor changes to existing list items or explore other ways that Power Automate can automate and streamline their workflows. With Power Automate, there are endless possibilities for optimizing processes and improving productivity.