Forum Discussion
Integration of SharePoint/Lists, To Do/Planner, and Forms with Power Automate
Background: I'm an attorney with two legal assistants. I've found Teams is a great way to work with my assistants when I'm in court, etc. to get things done. But I want to take it to the "next level" because there are still a lot of gaps between what we are doing on Teams (tasks, approvals, communicating) and what we still do outside of Teams. Essentially, I want to bring a lot of those things outside of Teams into it so that we work smarter and not harder. Although I'm tech savvy, I'm by no means an expert or developer.
Overview: Ultimately, I'd like to integrate SharePoint/Lists, To Do/Planner and Forms. My thought is that I could have one of my assistants do data entry through Forms (create/update) and then use Power Automate to create/update SharePoint/Lists and also create/update To Do/Planner tasks. I'd also like to keep a "Master Lists" in one Team where the Forms reside, and then present that information into different Teams by service so that I have one Team for one type of service, and another for a different type of service.
"Master Lists" itself will have Lookup columns to relate data (client contact information, client matters, client tasks, etc.).
After a lot of research, I find I can create Forms, create/update SharePoint/Lists based on Form entries and create/update To Do/Planner using Power Automate. One of the issues I'm encountering is taking that information and putting it into different Teams in a way that filters the services (so that Service A is in Team A, and Service B is in Team B, etc.).
One of the reasons I want to have separate Teams for different services and not perform this in the "Master Lists" (which is in it's own Team) is because my assistants work on different services; additionally, I am relying on one assistant to do the main data entry of creating a client and populating information (the "Master Lists"), while the other one is just completing assigned tasks and updating information accordingly.
I'm wondering whether I am on the right track for what I wish to accomplish. I'd like to be able to show client information in different Teams filtered on the service type so that I can keep things somewhat separate, and it'd be great that either of my assistants could update in those Teams accordingly rather than going back to the "Master Lists" I have. I don't want to keep creating new lists in each Team per my requirements if I can avoid it.
Any advice or links to resources is greatly appreciated.
3 Replies
We have done something similar (am a physician with numerous clinics and non physician based businesses). Interesting thing about power automate (obvious now that I think about it) is that a single form can trigger numerous power automate flows. If you have someone complete a form or some other method to trigger a flow, you can essentially launch numerous flows with that form. one can update your lists and do waht you need there, while can be localized to your specific team and the work there. i have separted my flows instead of combining them to allow for failures to be easily identified and localized to a team rather than entire organization. Good luck and let us konw how it went.
Upon further investigation, it looks like I might be able to accomplish this with SharePoint Embed Widgets. Just not sure if that's the best way to do it. Still looking for advice. Thanks.
- I'm looking at doing something similar now, and wondering how you made out in the end?
Looking to create some automation based on forms responses creating items in planner (currently working) and then have this also on a sharepoint site where files are sorted, tasks displayed
