A connection reference is a component in a solution that holds information about a connector. It can be used by both a Canvas app and Power Automate flows. When importing a managed solution to an environment, the user is asked to either select an existing connection or create a new one. However, once a managed solution is imported, it cannot be edited as shown below
The solution to this is to use the Default Solution, which is a special solution that holds all the components within the environment.
Go to the Default Solution as shown below
To change a connection in a connection reference:
Go to Connection references
Select the connection reference you want to edit
Click “Edit” button.
Change the connection and then click Save
This will update the connection to a new user.
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Within Microsoft Teams, private channels create focused spaces for collaboration where only the owners or members of the private channel can access the channel. The Microsoft Teams connector in Power Automate has an action to Post an Adaptive card in a chat or channel, which posts an adaptive card as a flow bot to a specific Teams channel. The following error will appear if this action is used to post the card as a Flow bot in the Private channel
Request to the Bot framework failed with error: ‘{“error”:{“code”:”BotNotInConversationRoster”,”message”:”The bot is not part of the conversation roster.”}}’.
The above action will work if the Post as property in the action is changed to User but the creator of this connection has to be a member of the Private channel. This article shows how you can send an Adaptive card to a Private channel using incoming webhooks without being a member of the private channel
Create the Adaptive Card:
An adaptive card facilitates the exchange of UI content in a unified and consistent manner with a simple JSON without the complexity of customizing HTML or CSS. The adaptive card I have used in this example is created from the designer portal. Find below the JSON card payload
{
"type": "AdaptiveCard",
"body": [
{
"type": "TextBlock",
"size": "Medium",
"weight": "Bolder",
"text": "Adaptive Card in a Private Channel"
},
{
"type": "TextBlock",
"text": "Lorem Ipsum is simply dummy text of the printing and typesetting industry. Lorem Ipsum has been the industry's standard dummy text ever since the 1500s, when an unknown printer took a galley of type and scrambled it to make a type specimen book",
"wrap": true,
"color": "Attention"
}
],
"actions": [
{
"type": "Action.OpenUrl",
"title": "View",
"url": "https://ashiqf.com"
}
],
"$schema": "http://adaptivecards.io/schemas/adaptive-card.json",
"version": "1.4"
}
Create Incoming Webhook on a Private Channel:
Incoming Webhooks allows external applications to share content within Microsoft Teams channels, in this case the cloud will be the external application sending an Adaptive card message to the private teams channel. You can add and configure an incoming webhook on a private channel by following the instructions on this link from Microsoft. Copy the Incoming webhook URL as mentioned in Step 6 from Microsoft documentation as shown below
Cloud Flow to send the Adaptive Card to a Private Teams channel:
The adaptive card JSON and the Incoming webhook is configured, lets create now create a flow with a HTTP action to send the Adaptive card
Step 1:
Form the HTTP request body for the HTTP action. Replace the Text with the JSON payload of the Adaptive card
{
"type": "message",
"attachments": [
{
"contentType": "application/vnd.microsoft.card.adaptive",
"contentUrl": null,
"content":
Replace the ADAPTIVE CARD JSON PAYLOAD from the designer portal
}
]
}
Step 2:
Add the HTTP action to the cloud flow with the following values against each parameter
Method: POST
URL: Incoming Webhook URLBody: from Step 1
Find below the adaptive card in the Private channel
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In the last post, we have seen till the installation of the Teams App with the Bot on a Microsoft Team. Let us now continue to send a proactive message, be it an Adaptive card or a simple Text message on a Teams channel using Bot Framework REST API from a Power Automate Cloud Flow.
A proactive message is any message sent by a bot that isn’t in response to a request from a user. Ex: Welcome messages, Notifications, Scheduled messages, Broadcast message etc
Power Automate Cloud Flow:
For this blog post, I have used a Power Automate Instant cloud flow with manual trigger to send the message to a Teams Channel. To follow along the blog post, be ready with the following information
Team ID & Channel ID
This information is required to send the proactive message to a Microsoft Team Channel. To get this information, in Microsoft Teams Client identify the Team channel in scope > Click the ellipsis of the channel in scope > Get link to channel as shown below
After decoding the channel link, the url will be in the format as shown in the below image from which you can get the channel Id and Team group ID
If you are building a Teams broadcaster or communicator application using Power Apps, these information can be stored in Table or a SharePoint list. There are Graph API endpoints which can used to get the Channel Id’s etc.
The service URL is the base URI for all Bot framework API requests. In Teams the service URL will change based on user’s region [EMEA, America, APAC, India etc]. This example delivers messages only on the Team channel and not to the users directly so you can choose the service URL based on the Microsoft 365 Tenant Location. Find below some URL’s based on region
All the required information is now available to proceed with sending the channel message using REST API.
Generate Access Token – Bot Framework REST API:
There are SDK’s in Bot Framework for programming languages like .NET, JavaScript, Python etc to handle all conversations for you but an alternative to using the SDK is leveraging Bot Framework REST API. The first step in using the different REST API endpoints from Bot Framework is to generate an access token which is then added to the Authorization header of each API request in this format
Authorization: Bearer ACCESS_TOKEN
To request an access, make a HTTP request per the following details
Replace the botId and botSecret with the values stored from the previous steps. The Bot Id and the secret are from the custom Teams app created based on the previous post.
Add a HTTP Action in your Power Automate flow to add the above details for generating the token
The JWT access token is valid for 24 hours, if the token expires make another request.
Send Teams Channel Message:
The Teams Channel conversation post or proactive message on a channel can now be sent using the REST API to Create Conversation with the access token generated in above step.
Simple Text Message:
Find below the HTTP request detail to send a simple proactive message on a Teams Channel. The conversation Id is the Teams Channel Id
Replace teamsChannelId (conversationId) with the actual Team channel Id
Body:
{
"type": "message",
"text": "Simple Text Message"
}
Authorization Header: Bearer access_tokenvalue
The Authentication of the HTTP action should be set to Raw, the value should be in the format
Bearer access_token
You can use Parse JSON Action to extract the access token from the previous HTTP action HTTP-GenerateBOTToken or you can directly get the value using the following expression
body('HTTP-GenerateBOTToken')?['access_token']
The above HTTP request will create a HTTP response with the activity id which can be potentially used to send a reply etc.
Adaptive Card Message:
Adaptive cards are platform-agnostic snippets of UI authored in JSON that different Microsoft apps and services like Teams, Outlook can use. It can be designed using the Adaptive Card designer portal. To send an Adaptive to a Teams Channel, everything else remains the same when comparted with above give HTTP request for the Simple Text message except the Body as below
{
"type": "message",
"attachments": [
{
"contentType": "application/vnd.microsoft.card.adaptive",
"content": {
"msTeams": {
"width": "full"
},
Replace the ADAPTIVE CARD JSON PAYLOAD from the designer portal
}
}
]
}
You can get the complete body of request from this Link. This method can be used to send the message on any standard channel but not on Private Teams channel, Microsoft has not opened the possibility to send a channel message on private channel using a Bot. Find below adaptive card message posted on the Teams Channel from the Power Automate flow
Summary:
There are lot of possibilities with the Bot connector service REST API, what I have shown above is only an endpoint to send a message in a Teams Channel. Look at this documentation on the available conversation operations like Reply, Delete, Update conversation etc. Using this approach you can build a Company broadcaster app with the possibility of reaching out to multiple Teams without the user being the member or owner of the Team. If you are visiting my blog for the first time, please do look at my other blogposts.
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Microsoft Teams helps us bring together content from different Microsoft 365 services for easier collaboration. In Microsoft Teams connected SharePoint site, SharePoint News connector would help receive news updates from the site. In this post let us see how to create Notifications about new News post with deep link to the post from a communication site in an Adaptive card on a Teams channel using
Adaptive card
Stage View
Power Automate cloud flow
The users from a Teams channel would be able to read & engage on the News post by click of a button as shown below
Adaptive card:
Adaptive Cards are a platform-agnostic method of sharing and displaying blocks of information using JSON across various host applications like Teams, Outlook, Bots etc. The above adaptive card has following information from the News Post
Title
Description
Banner Image Url
Author Profile picture
Author Name
Published Date
Deep Link to the post
The card can be designed based on your requirements from the Adaptive Card Designer portal. The JSON content of the above adaptive card can be downloaded from here.
Stage View:
Stage View helps provide a seamless experience of viewing content in Teams. Users can view the content without leaving the context thus leading to have a higher engagement. For this post, I have used stage view through deep link for a SharePoint News post. Find the syntax below to deep link SharePoint News post
The Cloud flow is used to send an adaptive card to a Teams channel with the SharePoint News post deep link whenever there is a new News post published in a Communication site.
Step 1: Let us start with creating the Automated cloud flow with SharePoint trigger When an item is created or modified. In the trigger, the Site Address should be url of the communication site and the List Name as the Site Pages Library GUID as shown below
Step 2: In the trigger settings enter the following trigger condition to fire only on the first major version of the News Post
on another compose action Compose-StageViewURL-Encoded.
Step 4: Add the action Get user photo to display the picture of the author in the adaptive card. The User (UPN) property of the action can be provided from the trigger output Created By Email. The next step is to convert the output of the Get user photo action to Base64 encoded string using the following expression
Published Date: formatDateTime(triggerOutputs()?[‘body/Created’], ‘g’)
Deep Link to the post: outputs(‘Compose-StageViewURL-Encoded’)
The export version of the flow can be downloaded from this GitHub link.
Summary:
The adaptive card with stage view to a SharePoint News post allows the users to open and view the content without leaving the context. The user can also Like or Comment on the News post. Hope you have found this informational & thanks for reading. If you are visiting my blog for the first time, please do look at my other blogposts.
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The deleted sites are retained for 93 days and an Admin can restore them. In this blog post let us see how to get the deleted SharePoint site details using Microsoft Graph API application permission.
Step 1: Register an application in Azure AD and obtain the client id, client secret & tenant id for the registered application. Add Sites.Read.All Microsoft Graph application permission
Step 2: Find the list GUID of the Hidden List DO_NOT_DELETE_SPLIST_TENANTADMIN_ALL_SITES_AGGREGA which has all the deleted site information from the tenant.
Make a GET request to the following Graph API endpoint with the token generated from the above AD app using PostMan or using Graph Explorer if you are an Global or SharePoint administrator
There are activity alerts which you can setup from Security center for Deleted Site but it will send you information on the Site URL and the name of the user deleted the site, as of now it does not provide the Title, Site ID etc. So this API can provide you additional details. Hope you have found this informational & thanks for reading. If you are visiting my blog for the first time, please do look at my other blogposts.
In SharePoint Online sites, Audience targeting feature enables you to target relevant content to specific audiences enabling personalization through Microsoft 365 group, Azure AD Security group, Mail Enabled Security group or any combinations of these. The Membership type of the groups can be both Assigned and Dynamic. Target audience(s) can be defined on modern SharePoint pages, News post, Navigation links and as well as items on document libraries. I have used this feature for my customers on many instances to target News articles to specific audiences, but the challenging part is the content creator or Author of the News post should remember the name of the groups. In this post, let us see how to make the audience targeting for SharePoint online News post easier using
Term Store
Power Automate Cloud Flow
Find below the snapshot from the Page Details section of the News page
Isn’t the above easier than remembering name of the groups to target content?
Pre-requisite:
Access to create Power Automate cloud flow
SharePoint
A SharePoint site with Audience Targeting enabled
Site Owner or Administrator access
Access to Create terms @ tenant level or site collection level
Azure AD Groups
Service account with the permission level Full Control or Contribute on the SharePoint site with the Audience Targeting enabled
Term Set Creation & Group Mapping:
The first step is to create a Term set at tenant level or local (Site Collection) level for storing the group information based on your organizational hierarchy. The term set will be used to target content in SharePoint News post. Find below the term set Audiences I have created at tenant level under the term group People
Based on the hierarchy or needs, you can enable or disable tagging at any term level
After you identify the Azure AD groups to be mapped against each term, have the group object id in the below format
Select the appropriate term which is available for tagging, click Edit to add the group object id in the above format in the description field as shown below
After the mapping of term set & groups are done in the Term Store Management interface, copy the Unique Identifier (GUID) of the Term Group (People) and Term Set (Audiences) and keep it handy which will used in the Power Automate flow later
Settings in SharePoint Online site for Audience Targeting:
In the SharePoint online communication or Teams site
Step 1: Enable the audience targeting feature on the page library as per the instructions in this article. As soon as the feature is Enabled, there will be a column Audience added to the Site Page content type at the Page Library level. There can be a maximum of 50 groups added to the audience field.
Step 2: Create a Managed Metadata site column by the name Audiences with the setting Multiple Value Field mapping to the termset Audiences created above from the Term Store management. The managed metadata column can also be created at a Term level instead of a Term set. Once the site column in created, add the site column to the content typeSite Page as shown below
Step 3: Hide the default Site Column Audience from the Site Page content type at the Pages Library settings as shown below
Click the Audience field and make it hidden as shown below
Step 4: Grant the Service account access to the SharePoint site, either as a Site Administrator or Site Owner. The Service account will used in the Power Automate flow to update the Audience field from the values obtained from the Managed metadata column.
Automated Power Automate Cloud flow:
The Power Automate cloud flow will be used to get the claim information of the group stored in the description field of each Term in the Audiences Term set. This flow will be triggered after the News Post is published by the author.
Step 1: Create an Automated flow with the SharePoint trigger When an item is created or modified. The trigger Created or Modified is to make sure it fires whenever there is a change in the Audiences managed metadata column information. Enter the site address of the SharePoint site in context and the Library Guid of the Site Pages Library.
Step 2: Add the action Initialize variable of type Array as shown below
The Array variable will be used to create an array of group claim values selected from the Term description field.
Step 3: This step is to create the array of group claims based on the users selection from the Managed metadata column.
Add a Compose Action and add the property Audiences TermGuid from the trigger When an item is created or modified. This step will automatically create the Apply to each control, since the Managed metadata column allows multiple selection
Add the action Send an HTTP request to SharePoint with the below parameters
Replace the term group and term set guid on the Uri based on the information copied earlier from the Term Set Management interface. In the Uri, after terms it is the output of the compose action added in Step 2. If your Term Set is at the Site collection level, the site address should be the site URL
For references on the API endpoints, refer to the Graph API documentation for Taxonomy
Add a compose action to store the term description (Group Claim) extracted from the Term set api response. To directly get the description value from the response, the following expression will work
Step 4: The information to update the audience field is available in the array variable targetAudiencesClaims. So the next step is to update the Audience property in SharePoint News post, to do so add the action Check out file, Update file properties and Check in file as shown below
Enter the Site Address and Library Name information, the Id field should be from the dynamic content of the trigger When an item is created or modified. The Audience property in the action Update file properties should be the output of the Array variable targetAudiencesArray
Note: Click the button T on the property Audience to switch to input entire array from the variable.
Trigger Conditions:
There is an issue with the above update, the flow will result in infinite trigger loop due to the trigger type When an item is created or modified. To overcome this problem, the update must be done using a service account and Trigger conditions. Find below the connection setting using a service account for Update file properties action, replicate the same setting for the Check out file and Check in file
Add the following Trigger Conditions from the settings of the trigger When an item is created or modified for
To trigger only when a News post with major version is published
Target audience feature is SharePoint is one of the most useful feature in setting up intranet leveraging Microsoft 365 services and I hope this can complement the rich features Microsoft 365 already has. I will write in future how to deploy this flow automatically to different SharePoint sites. Hope you have found this informational & thanks for reading. If you are visiting my blog for the first time, please do look at my other blogposts.
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SharePoint Online Pages library is a container for different type of pages (News post, Page, Space, News Link) created in a Communication or Team site. There can be various scenarios to have a Power Automate Flow associated to a SharePoint Site pages library to handle additional processes after a Page or a News post is published. In this blog post, let us see how to
Trigger the flow if a News post is published
Trigger the flow only for Major versions
Trigger the flow for a specific Content Type
Avoid infinite trigger loop on an Item Created/Modified trigger if a page/list item is updated by the flow
using Trigger Conditions. Trigger conditions can be used on a trigger to stop your Automated Flow from running if the conditions are not met. Unnecessary flow runs can spend your quota limits based on the license types without providing any value. To begin with, create an automated cloud flow with the SharePoint trigger When an item is created or modified and configurations for the Site Pages Library. Once you provide the Site URL where your Site Pages library exists, you will notice the Site Pages library doesn’t show in the drop-down. In the List Name property, just provide the guid of the library instead.
To get the guid, browse to the Site Pages library on the SharePoint site, go to Library settings and select the value after the List= parameter on the URL after decoding.
Trigger the flow if a News post is published
There can be scenarios to trigger the Flow when a News post is created or modified. A SharePoint property PromotedState can help identify if the SharePoint page is a News post or a normal page since all the different types of pages are stored in the same library.
Label
Value
What it means
NotPromoted
0
Regular Page
PromoteOnPublish
1
News post in draft mode
Promoted
2
Published News post
The trigger condition will make sure the trigger is fired only when ever there is a News Post is published or Saved as draft (All Major and Minor versions).
The following trigger condition will make sure to fire only for Major versions (1.0, 2.0, 3.0 etc) and not for minor versions aka draft version (0.1, 0.2 etc)
@contains(triggerBody()?['{VersionNumber}'],'.0')
Trigger the flow for a specific Content Type
Content types in SharePoint are a set of columns that are grouped together to serve a specific type of content (Crisis News, Marketing News etc). A Page or a News post in a SharePoint site can be associated with content types. The trigger condition for the flow to be triggered only for a specific content type is
@equals(triggerOutputs()?['body/{ContentType}/Name'], 'Name of the Content Type')
Avoid infinite trigger loop on an Item Created/Modified trigger if a page/list item is updated by the flow
In your Automated cloud flow, if you have the Created or Modified trigger with an action to update the same item then there will be an infinite trigger loop.
The Flow checker will provide you a warning Actions in this flow may result in an infinite trigger loop. To overcome the above warning, trigger condition to the rescue.
How it will be done
The update item action on the flow should use a different connection (Service Account) in the flow, other than the user who will be using the site to create or update pages. The trigger condition will make sure the flow run will not happen if the update to the Page or News post is done by the service account using the Update item action. SharePoint Library and List has the out of the box column Modified By which holds the information on who has recently updated the item be it from the SharePoint UI or through program. The trigger condition will be written based on this column Modified By, if the column value has a different value other than the service account then the flow will be triggered.
Step 1: Create a service account with password never set to expire. Licenses are not required for this account if the flow connection is going to be used only on SharePoint connectors. Password setting Never Expires will make sure the connection is not invalidated due to a password change on the account.
Step 2: Grant edit access for the service account to the SharePoint site. This step allows the account to updates to the List or Library item.Step 3: Add a new connection to the service account
Step 4: Add the following trigger condition to the SharePoint trigger if the service account does not have an Exchange Email License
Before adding the condition to the trigger, evaluate the condition on a compose action using expressions and data fields selected from Dynamic content.
After the condition is added on the compose action, click Peek code
Copy the expression from the inputs parameter
The condition to be added on the trigger must be True for the trigger to fire.
Summary:
Trigger conditions are powerful if used wisely to avoid unnecessary runs. I’ve shown some examples from the SharePoint pages library but it can be used on List trigger as well. The trigger can be written based on any data available on the trigger output. Hope you have found this informational & thanks for reading. If you are visiting my blog for the first time, please do look at my other blogposts.
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Postman collections makes the creation of custom connectors in Power Automate easier & quicker. As of time I am writing this article, to create a custom connector using Postman collection in Power Automate the version of Postman collection has to be V1. The current version of collections exported from Postman is V2. There is a NPM package by the name Postman Collection Transformer to rescue which helps converting the collection to V1 and vice versa.
Step 4: V1 Postman collection is ready, you can now proceed with the creation of custom connector in the flow portal.
As pointed out by Richard Wilson, there are third party portals (Requires Registration) available which helps in converting the format of the Postman collection.
Hope you have found this informational & thanks for reading. If you are visiting my blog for the first time, please do look at my other blogposts.
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Content type multipart/form-data is used to send both text and binary data to the server and x-www-form-urlencoded is used more generally used to send text data in a query string in the form of name value pairs separated by ampersand. In this blog post, let us see how to use the content-type
multipart/form-data
x-www-form-urlencoded
in a Power Automate or Logic apps HTTP action to post data with an API which has implemented the content-type. Find below the screenshot from postman with a sample API
multipart/form-data in HTTP Action:
From the above screenshot, the API is called using the content type multipart/form-data. The multipart refers to the data (in the above screenshot it is To, From & Body) which is divided into multiple parts and sent to server. For each key value pair aka part, you will have to construct something like
{
"headers": {
"Content-Disposition": "form-data; name=\"KEY\""
},
"VALUE": "what ever value you would like to send"
}
Backslash is used close the Content-Disposition header value else you will get Invalid-JSON.
To call the API displayed from the above screenshot on the HTTP Action, the body of the HTTP action should have the two attributes $content-type and $multipart as shown below
{
"$content-type": "multipart/form-data",
"$multipart": [
{
"headers": {
"Content-Disposition": "form-data; name=\"To\""
},
"body": "whatsapp:+123456"
},
{
"headers": {
"Content-Disposition": "form-data; name=\"From\""
},
"body": "whatsapp:+178910"
},
{
"headers": {
"Content-Disposition": "form-data; name=\"Body\""
},
"body": "Your appointment is coming up on July 21 at 4PM"
}
]
}
You can upload files using the form-data content type
The file content can be the output of the SharePoint or OneDrive connector.
x-www-form-urlencoded in HTTP Action:
The x-www-form-urlencoded content type has its form data which is encoded and sent in a single block on the HTTP request body. To call the sample API from the screenshot posted at the top of this post in the HTTP Action, the form values must be encoded & the values be separated by ampersand. Expression encodeUriComponent can be used to encode the form values
Headers:
Key: Content-Type
Value: application/x-www-form-urlencoded
Body (Separated by &):
Key=Value&Key=Value
Find below screenshot for your reference
Hope you have found this informational & thanks for reading. If you are visiting my blog for the first time, please do look at my other blogposts.
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SharePoint connector in Power Automate is very rich with various actions that can make the developers or makers life simple when it comes to interacting with SharePoint data. There might be some actions like
Breaking permission to a list item
Creating a site
Adding user to a SharePoint group etc
which is not possible through the SharePoint standard connector or MS Graph API as of the time I am writing this article, SharePoint REST API to rescue. The SharePoint online REST API enables developers to remotely interact with SharePoint data. There is an action Send an HTTP request to SharePoint which could come handy in many scenarios, the point to note here is the action uses the context of user aka flow creator while executing the API. In this blogpost, let us see how to call a SharePoint REST API to create a Modern SharePoint communication site as an application in a Power Automate cloud flow using the HTTP connector with the help of a Self-Signed certificate. Find below the list of steps to enable calling the SharePoint REST API using certificate credentials
Creation of Self-Signed certificate
Application Registration in Azure AD Portal
Creation of Power Automate cloud flow with the HTTP Connector
Method 1: Without using Azure Key Vault
Method 2: Azure Key Vault to store Certificate
Pre-Requisites:
Access to HTTP Premium Connector in Power Automate
Register an application in Azure AD and obtain the client id & tenant id for the registered application. In this example I have added the Sites.Read.All Application permission with Admin Consent to create the SharePoint communication site, this permission is more than enough to create the site as an Application. Grant appropriate permission based on the requirements, for e.g to break permission on list items grant Sites.Manage.All. Find below screenshot for your reference for granting permissions
To add the above created self-signed certificate, click Certificates & secrets under the Manage blade. Click Upload certificate > Select the certificate file MSFlow.cer > Add
Creation of Power Automate cloud flow with the HTTP Connector:
Let us see below how to access the SharePoint REST API to create a SharePoint site with & without using the Azure Key Vault.
Method 1: Without using Azure Key Vault
Method 2: Azure Key Vault to store Certificate
Method 1: Without using Azure Key Vault
In the cloud flow, add a Compose action to store the PfxBase64 value copied during the creation of the certificate. Now add the HTTP action to create a Modern Communication site
Password: Certificate password given during the creation
Find below screenshot for your reference
Run the flow, it should be able to create the Site. Find below screenshot of the flow run
Method 2: Azure Key Vault to store Certificate
Azure Key Vault is a cloud service for storing and accessing secrets enabling your applications accessing it in a secure manner. Follow my blog article which I have written to call a Microsoft Graph API with Certificate using a Azure Key Vault to store the certificate
Custom Connector can be used to call a SharePoint REST api in the context of the user. If you are visiting my blog for the first time, please do look at my other blogposts.
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Mohamed Ashiq Faleel 