Microsoft Power Automate is a cloud-based automation platform that allows users to create workflows to streamline tasks and processes across various applications and services. Think of it as a digital assistant that can automate repetitive, time-consuming tasks, freeing up your time to focus on more strategic work.
How does it work? Power Automate uses a visual interface with drag-and-drop components to build workflows. These workflows are triggered by specific events, such as a new email arriving, a file being added to a folder, or a button being clicked. Once triggered, the workflow performs a series of actions, which can include sending emails, creating documents, updating records, and more.
Key benefits of using Power Automate include:
- Increased productivity: Automate repetitive tasks to save time and effort.
- Improved efficiency: Streamline processes and reduce errors.
- Enhanced collaboration: Connect different applications and teams to foster better communication and workflow.
- Data-driven insights: Track and analyze workflow performance to identify areas for improvement.
Whether you’re a business professional looking to automate manual tasks or a developer seeking to create custom integrations, Power Automate offers a powerful and flexible solution to streamline your workflows.
Let’s take a look at creating a simple workflow for Printvis and Business Central that sends a Shipment Notification Email when a Printvis Shipment is posted.
To start the process of creating the power automate flow, navigate to the Printvis Shipment List and open a PrintVis shipment.
On the Menu bar click the three dots and select Actions -> Power Automate -> Create Automated Flow (this is also where you can manage flows to view previously created flows)
On the new screen, click on +Create from Blank to create a new flow
Then click on Add a trigger
In the search field, search for Record Changed and select the When a Record Is Changed (V3) under Dynamics 365 Business Central
You will need to create a connection by signing in to your business central instance
Once signed in you need to set the parameters for the record change:
- Environment (your production environment)
- Company
- API Category – For this we are selecting the printvis/PrintVisAPI/v1.0
- Table Name – pvsshipments
Once that is complete click on Add an Action again and search for Get Record select the Get Record (V3) option under Dynamics 365 Business Central
Just like with the trigger above, the parameters need to be set:
- Environment – Your production environment
- Company
- API Category – PrintVis/PrintVisAPI/v1.0
- Table Name – PVS Shipments
- RowID – To set the rowID click on the line and then the little button for fx (formula).
From there click on Dynamic Content and under “When Record is Changed” select the body/Row ID and click Add
Once that is completed, click on Add Action and Control then click on Condition to add a conditional statement (if true do x)
In the Parameters click in Choose a value for the first box and click on the fx for the formula. Under the Get Record responses, select Shipped and set the second box to true
Under the branch for true (nothing will be added under false) click add an action and search for Send an Email. Select Send an Email under Office 365 Outlook (This assumes your organization is using office365 for email, other options are available)
And create the connection for email
The parameters need to be set up for sending the email. On the top of the parameter box, click on Switch to Advanced mode.
On the To: line click on the fx for the formula and under the dynamic content search for email. Select Email and click add. This will add the ship to email to the To Line. For the subject and the body, you can use a combination of text and dynamic content to create the email (see attached image)
**By Default, the email will send as the person who set up the flow**
There are additional options under the advanced parameters that will allow setting a Reply To address, a send as Address and several other options.
The finished flow should look similar to:
As you can see, you also have the ability to post a message to a Microsoft teams Chat or Channel as well.
The final step is making sure to save the flow. Once it is saved the flow will be enabled. You will also have the option to test it manually by triggering the event in Business Central.
If you have any questions or want to learn more about automating work with Power Automate in Printvis or Business Central, please contact support@wye.com