How to use Microsoft Lists with Power Automate – TechRepublic

Methods to use Microsoft Lists with Energy Automate
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If you happen to’re at the moment passing IT assist requests manually, think about using Energy Automate with Microsoft Lists to go data routinely.
Somedays, it looks as if our whole workday is crammed with handbook duties like passing data forwards and backwards between individuals or departments. For a lot of IT assist specialists, for instance, their days are crammed with compiling IT points from emails, texts and voicemail after which coming into that data right into a monitoring database.
Usually, somebody should be referred to as to get extra details about their request, and by then, you will have extra assist calls coming in. It’s tedious work that’s open to issues comparable to dropping a request or not having the entire obligatory data to shortly resolve points. To handle these issues in assist workflows, take into account making a submission kind that routinely passes updates through a Energy Automate stream.
SEE: Hiring kit: Microsoft Power BI developer (TechRepublic Premium)
On this tutorial, I’ll present you easy methods to create a easy answer for this state of affairs that includes Microsoft Lists, Microsoft Varieties and Microsoft Energy Automate. You’ll additionally have to be a part of your group’s SharePoint atmosphere. You probably have these apps, then you definitely’re on SharePoint even when you don’t understand it, however you would possibly want to speak to your administrator about your present consumer permissions.
For this tutorial, I’m utilizing a Windows 10 64-bit system. All three apps we’re speaking about are free with some Microsoft 365 licenses.
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As an alternative of dropping IT subject requests via an archaic system of cellphone calls, texts and e-mail, we wish a system that collects and shops IT subject requests routinely. To that finish, we’ll create a web-based kind that enables customers to submit an issue utilizing Microsoft Varieties. When a consumer sends information utilizing the shape, Energy Automate will replace an inventory created in Microsoft Lists. IT will use this checklist to trace points.
SEE: IT management software: The ultimate buyer’s guide (TechRepublic)
The checklist may appear pointless as a result of Microsoft Varieties collects information utilizing a Microsoft Excel workbook; you can merely use the underlying .xlsx file and skip this step. Nevertheless, that gained’t all the time be a very good answer, so we’re going to make use of these apps to be secure.
The primary piece of this answer is the checklist that IT will use to trace points.
The best approach to get an inventory up and operating in Microsoft Lists is to import content material from an present supply or to make use of one of many app’s templates. Be at liberty to work with your personal information, however for this demonstration, we’ll use a template to cut back the quantity of preparation:
Determine A
Determine B
Determine C
Determine D
Earlier than you permit the checklist, right here’s a tip that can serve you properly when utilizing Energy Automate with SharePoint recordsdata. I like to recommend you copy the SharePoint URL to the Clipboard or right into a textual content doc — you would possibly want it later.
SEE: How to use Microsoft Lists with Power BI (TechRepublic)
In Microsoft Lists, click on the Settings gear within the top-right nook, after which, click on the Record Settings hyperlink. Then, copy the Internet Handle proven in Determine E. Copy solely the SharePoint handle, as much as however not together with the /Record part within the path.
Determine E
At this level, it’s positive that the checklist is empty. We’ll use Energy Automate to replace the checklist, however first, we’d like information.
We’ll be utilizing Energy Automate to replace the checklist you simply created, however we’d like information to make this work. There are lots of methods to collect information right into a Microsoft Lists checklist, however Microsoft Varieties is likely one of the best to make use of.
If you happen to’re not conversant in it, don’t fear. When you’ve labored via this straightforward instance, Microsoft Varieties would possibly turn into one in all your favourite apps.
Along with your checklist in place, let’s create a kind to gather information for 2 columns:
Determine F
Determine G
In step six, it is best to have enabled the Required setting. Due to this choice, the shape gained’t ship collected information till the consumer enters a price. This forces the consumer to ship all the knowledge you want within the first request, limiting the variety of callbacks per ticket.
For our functions, passing two textual content values is sufficient to get the gist of how Energy Automate and Microsoft Lists can work collectively. The following step is to construct a Energy Automate stream that transfers the knowledge from the shape to the checklist.
We at the moment have a kind to gather data and an inventory to retailer that data. Now, let’s create a Energy Automate stream to maneuver collected kind information to the checklist.
If you happen to’re not conversant in Energy Automate, it’s highly effective and versatile but additionally simple to implement. If you wish to discover ways to use Energy Automate, spend a bit time discovering the totally different connectors, triggers and actions which might be obtainable.
We want a stream {that a} consumer triggers when submitting information. Listed below are the steps to create that stream:
Determine H
Determine I
Determine J
Determine Okay
At this level, we have now three parts, and we’re prepared to make use of them to routinely transfer collected kind information to an inventory.
Now, we’re going to make use of a Microsoft Varieties kind to replace an inventory in Microsoft Lists. We’ll do that by triggering a Energy Automate stream when the shape submits new information. To see how all of them work collectively, open the difficulty monitoring kind in preview mode, add the values comparable to these proven in Determine L and click on Submit. If the tab remains to be open, click on the tab, after which, click on Preview.
Determine L
Utilizing the App Launcher, open the difficulty monitoring checklist. In case your tab remains to be open, simply click on the tab to view the checklist proven in Determine M. As you’ll be able to see, the stream copied the info you entered into the shape to retailer within the checklist.
Determine M
Utilizing three parts to go IT points would possibly look like overkill, however when you’re in a busy group, it doesn’t take lengthy for calls, texts and emails to begin falling via cracks.
SEE: Hiring kit: Platform engineer (TechRepublic Premium)
Many organizations have a ticket-type monitoring file. And that’s basically what we’ve created right here; though, there’s no ticket quantity alternate, which is one thing you would possibly need to embrace. As an illustration, you would possibly need to ship an e-mail to somebody on the IT crew each time a report is added to the checklist. These are belongings you’ll need to take into account including when customizing a stream to your personal work.
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Methods to use Microsoft Lists with Energy Automate
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