Want to automate tasks in Microsoft Teams using SharePoint workflows? Here’s what you need to know:

SharePoint workflows let you automate repetitive tasks in Teams like:

• Document approvals
• Task assignments
• File management
• Status updates
• Team notifications

Key Changes in 2024:

• SharePoint 2010 workflows are discontinued
• SharePoint 2013 workflows end April 2, 2024 for new tenants
• Power Automate is now the main workflow tool

Quick Setup Requirements:

• Microsoft 365 account with Teams/SharePoint access
• Contribute permissions on SharePoint site
• Power Automate license
• Latest Teams app
• Modern web browser

Here’s a breakdown of the main workflow types and their benefits:

Workflow Type	What It Does	Key Benefit
Document Approval	Routes documents for review/sign-off	Cuts approval time by 80%
Task Assignment	Automatically assigns work items	Saves 30% management time
File Management	Moves/organizes files automatically	Reduces filing errors by 50%
Status Updates	Tracks document/project progress	Keeps everyone informed
Team Notifications	Sends automated alerts	No missed updates

Bottom Line: SharePoint workflows in Teams can save your team hours of manual work. With SharePoint 2013 workflows being phased out, now’s the time to switch to Power Automate for creating your automated processes.

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Before You Start

Let’s get you ready to set up SharePoint workflows in Microsoft Teams.

What You Need

1. Account and Permissions

You’ll need:

• A Microsoft 365 account with Teams and SharePoint access
• Contribute (Edit) permission on the SharePoint site for workflows
• Power Automate license (often included in Microsoft 365 plans)

For approvers: They need view access, but also Contribute permission on the workflow’s task list to approve items.

2. Tech Setup

Make sure you have:

• Latest Microsoft Teams app (desktop or web)
• Modern web browser
• Stable internet connection

Getting Ready

1. Connect SharePoint to Teams

• Open Teams
• Go to your channel
• Click "+" for a new tab
• Pick "SharePoint" and choose your document library

2. Prep for Workflows

• Get to know Power Automate (it replaces older SharePoint workflows)
• Check out the 100+ SharePoint templates in Power Automate

3. Set Permissions

• Update SharePoint site permissions
• Give team members the right access

4. Plan Your Workflows

• Spot tasks you can automate
• Outline each workflow’s steps

Now you’re set to start creating SharePoint workflows in Teams!

Getting Started

Let’s jump into creating SharePoint workflows in Microsoft Teams. We’ll cover three main steps:

1. Opening SharePoint in Teams
2. Setting up workflow links
3. Managing user access

Opening SharePoint in Teams

Here’s how to access SharePoint right inside Teams:

1. Open Teams and go to your channel
2. Click "+" at the top to add a tab
3. Pick "SharePoint"
4. Choose your content (pages, lists, or document libraries)
5. Hit "Save"

Now you can work with SharePoint without leaving Teams. Pretty neat, right?

Setting Up Workflow Links

Time to set up those workflow links:

1. Go to your new SharePoint tab in Teams
2. Find the document library or list for your workflow
3. Click "Integrate" > "Power Automate"
4. Pick a template or make a custom flow
5. Set up your workflow steps, triggers, and actions
6. Save and turn it on

Pro tip: Use Power Automate for new workflows. SharePoint 2013 workflows are on their way out.

Setting Up User Access

Getting user access right is key. Here’s what to do:

1. Figure out who needs workflow access
2. Give them at least "Contribute" permissions on the SharePoint site
3. For approval workflows, grant "Contribute" permissions on the workflow’s task list

Need to set special permissions for an approver? Here’s how:

1. Use SharePoint Designer to find the workflow’s task list
2. In SharePoint, go to the task list settings
3. Click "Permissions for this list" > "Stop Inheriting Permissions"
4. Set up the right permissions for your approvers

And there you have it! You’re all set to create and manage SharePoint workflows in Teams.

Building Workflows in Teams

Let’s dive into creating workflows that’ll make your team’s life easier in Teams. We’ll cover three types: document approval, task assignment, and file management.

Document Approval Workflows

Want to speed up your approval process? Here’s how:

1. Open SharePoint in Teams
2. Go to your document library
3. Hit "Integrate" > "Power Automate"
4. Pick "Create an approval when a new item is added"
5. Set up your approval steps and who’s in charge
6. Save and turn it on

Here’s a real-world example:

Contoso’s marketing team used this for their social media posts. Result? They slashed approval time from 24 hours to just 2. Talk about a game-changer!

Task Assignment Workflows

Let’s make task assignments a breeze:

1. In SharePoint, find your task list
2. Click "Integrate" > "Power Automate"
3. Choose "Assign a task when a new item is created"
4. Set your assignment rules
5. Add notifications and deadlines
6. Save and activate

Check this out:

Fabrikam’s project team automated their task assignments. They freed up 30% of their time previously spent on manual allocation. More time for the big picture stuff!

File Management Workflows

Tired of playing file detective? Try this:

1. In your document library, hit "Integrate" > "Power Automate"
2. Pick "Move selected file"
3. Set up your file-moving rules
4. Choose where files should go
5. Add any needed approvals or notifications
6. Save and activate

Here’s a success story:

An accounting firm used this to sort their docs automatically. They cut filing errors in half and saved 5 hours a week. That’s a lot of coffee breaks!

These workflows aren’t just cool tech – they’re real time-savers. Give them a shot and watch your team’s productivity soar!

Advanced Setup Options

Let’s dive into some advanced SharePoint workflow setups in Teams. These will help you create workflows that are more efficient, reusable, and flexible.

Making Workflow Templates

Want to save time and keep things consistent? Create reusable workflow templates:

1. Open SharePoint in Teams
2. Find your list or library
3. Click "Integrate" > "Power Automate"
4. Build your workflow
5. Save as a template

Now you can apply these templates to new projects or teams in a snap.

Using Power Automate

Power Automate takes your workflows up a notch. It connects SharePoint with other Microsoft 365 apps and even third-party services. Here’s a quick example:

1. Open Power Automate in Teams
2. Pick "Create from blank"
3. Choose SharePoint as your trigger
4. Add actions from other apps (Teams, Outlook, etc.)
5. Set up your flow logic
6. Save and test

Power Automate offers tons of SharePoint templates to kickstart your automation journey.

Multi-Device Workflows

In our mobile world, your workflows need to work everywhere. Make them multi-device friendly:

• Use responsive design in SharePoint forms
• Test on different devices (desktop, tablet, mobile)
• Create custom mobile-friendly interfaces with Power Apps
• Ensure all notifications work on mobile

This way, your team stays productive whether they’re at a desk or on the move.

Fix Common Problems

SharePoint workflows in Teams can be tricky. Here’s how to tackle common issues:

Workflow Won’t Start

Stuck at "Not Started"? Try these:

1. Check your permissions
2. Re-publish the workflow
3. Create a simple test workflow

If these don’t work, it might be a back-end issue. Microsoft fixed a similar problem (SP147057) in March 2023.

Wrong Triggers

Workflows firing for the wrong reasons? Here’s a fix:

1. Add a variable for the new field value
2. Set a condition to wait for the right value

This stops unwanted triggers from other field changes.

Works for Some, Not Others

When workflows are picky about users:

1. Rewrite parts and re-attach to the custom action button
2. Test live with affected users
3. Copy a problem record and insert yourself as approver to test

Speed Up Your Workflows

Slow workflows? Try these:

Use Power Automate

It’s faster and connects SharePoint with other apps.

Optimize Your Logic

1. Keep actions under 30 seconds for SharePoint Online
2. Use clear local variables (e.g., "strName", "numCount")
3. Add log commands to track performance

Maintain Regularly

1. Check workflow health in library settings
2. Use PowerShell to kill stuck workflows
3. Keep SharePoint and Teams updated

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Keep Your Data Safe

When you mix SharePoint workflows with Microsoft Teams, keeping your data safe is key. Here’s how to protect your workflow data, follow company rules, and control who gets in.

Data Safety Tips

Want to lock down your workflow data? Try these:

1. Turn on encryption: Use Microsoft’s built-in tools to scramble your data.
2. Use Multi-Factor Authentication: Make everyone prove it’s really them when they log in.
3. Set up Data Loss Prevention: Stop sensitive info from leaking out.

Here’s what DLP can do:

Policy	What it does
Credit Card Shield	Blocks sharing docs with card numbers
Project Lockdown	Limits access to "Confidential" files
Personal Info Guard	Warns admins if personal data might leak

Following Company Rules

Keep your workflows in line with company policies:

• Check sharing settings: Tweak who can share what in SharePoint Admin.
• Use Information Rights Management: Control what people can do with sensitive docs.
• Turn on audit logging: Keep tabs on who’s doing what with your files.

Managing Who Has Access

Control your workflow’s guest list:

1. Use role-based permissions: Give access based on job needs.
2. Audit permissions regularly: Check who has access every few months.
3. Set up Conditional Access: Control logins based on location, device, and risk.

Ready-to-Use Workflow Examples

SharePoint workflows in Teams can make your work easier. Here are some templates you can use now:

Project Management Workflows

Project managers, check these out:

Workflow	What it does	Why it’s useful
Task Assignment	Gives tasks to team members automatically	No more manual task handouts
Project Approval	Sends project plans to managers for review	Gets projects started faster
Milestone Tracking	Tells stakeholders when milestones are done	Keeps everyone in the loop

Document Handling Workflows

Make document work simpler:

1. Document Approval: Gets documents reviewed and signed off
2. Version Control: Keeps track of changes and document versions
3. File Mover: Moves approved files to specific folders automatically

Team Communication Workflows

Work better as a team:

• Meeting Scheduler: Sets up regular team meetings and reminds everyone
• Team Update Notifier: Sends a weekly summary of important updates
• New Member Onboarding: Makes adding new team members easier

Want to set these up? Here’s how:

1. Open Teams
2. Click Apps and look for Workflows
3. Pick a template you like
4. Follow the steps to make it work for your team

Keep Workflows Running Well

Maintaining SharePoint workflows in Teams isn’t a set-it-and-forget-it task. Here’s how to keep things humming:

Regular Checks

Do these weekly:

1. Check the Workflow Status page
2. Look at task assignments and completion rates
3. Spot any errors or failed workflows
4. Double-check workflow permissions

Installing Updates

Updates are crucial, but handle with care:

• Schedule them for off-hours
• Test in a sandbox first
• Update servers one by one

"Always test updates in a pre-production environment before going live."

Saving Backup Copies

Don’t let a crash wipe out your work:

Practice	What to Do
3-2-1 Rule	3 copies, 2 media types, 1 off-site
Encryption	Lock down that backup data
Testing	Make sure you can actually restore
Automation	Set it and (mostly) forget it

Pro tip: Use off-site backups that can’t be changed. They’re your lifeline if disaster strikes.

Extra Tools and Features

Want to supercharge your SharePoint workflows in Teams? Let’s look at some tools to check how they’re doing and add more power.

Checking Workflow Performance

You need to know if your workflows are actually working. Here’s how:

1. Nintex Hawkeye: Uses Beacons to track how long each step takes. Gives you fancy dashboards to see what’s going on.
2. Page Diagnostics for SharePoint: A browser add-on that checks SharePoint pages for slow spots.
3. F12 Developer Tools: Already in your browser. Open them while loading a SharePoint page, click an .aspx file in the network tab, and look for SPRequestDuration in the headers. This tells you how long the server took to respond.

Adding More Features

Want to do more with your workflows? Try these:

1. Power Automate: Works great with SharePoint. Has tons of templates for things like:
   • Approving SharePoint pages
   • Getting documents approved
   • Sending finished docs to teams
   • Managing who can see what
2. DocRead for SharePoint: Makes sure your team actually reads important stuff.
3. Datapolis Process System: Lets you draw out complex workflows without coding.
4. FlowForma: For making workflows without any code. Great if you’re not super techy.
5. Virto SharePoint Workflow Status Monitor: Shows you how your workflows are doing at a glance.
6. HarePoint Workflow Extensions: Adds a bunch of new things you can do in your workflows.

Before you go all in, try these tools on a small scale first. See what works best for your team.

Summary

SharePoint workflows in Microsoft Teams can supercharge your productivity. Here’s the scoop:

Why They’re Awesome:

• Automate boring tasks
• Keep everyone on the same page
• Make teamwork smoother

Popular Workflow Types:

1. Approval Workflows: Get documents reviewed faster
2. Status Workflows: Update document stages automatically
3. Notification Workflows: Get alerts when stuff happens
4. Automation Workflows: Move files around based on their status
5. Custom Workflows: Mix and match for your specific needs

How to Start:

1. Use the Flow app in Teams for basic stuff
2. Check out pre-made templates
3. Need something fancy? Try Power Automate

Real-Life Example:

Here’s how one user handles new product requests:

"I pick an Excel template for a New SKU Request, fill in the fields, and submit it. Then I get notifications about its approval status. It’s that simple!"

Things to Remember:

• Make sure you’ve got the right permissions
• Keep an eye on how your workflows are doing
• Plan for when things go wrong
• Stay up-to-date with new features

Heads Up:

Microsoft’s phasing out old SharePoint workflows. By April 2, 2024, SharePoint 2013 workflows will be gone for new tenants. Time to start thinking about moving to Power Automate or other options!

FAQs

How to set up workflows in Microsoft Teams?

Setting up workflows in Teams is straightforward:

1. Sign in to Teams
2. Click "Apps" on the left
3. Find "Workflows" at the bottom
4. Pick a template
5. Connect and hit "Next"

It’s that simple. Now you can automate tasks using ready-made templates. For example, you could set up automatic team notifications when someone adds a file to a SharePoint folder.

How to automate using Teams?

You can create automations right from Teams messages:

1. Click (…) on any message
2. Choose "More actions" > "Create new action"
3. Select a template and connect
4. Hit "Next" to set it up

This turns chats into actions. Imagine creating a task in your project tool whenever someone says "follow up" in Teams.

How do I create an automated flow in SharePoint?

Here’s how to automate in SharePoint:

1. Open your SharePoint list or library
2. Click "Automate" in the command bar
3. Choose a template or start fresh
4. Set up your trigger and actions

Your flow can kick off automatically or manually. For instance, you could set up an email alert to your team when someone adds an item to a SharePoint list.

Related posts

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• Send Custom Microsoft Teams Notifications with Power Automate
• 10 Microsoft Teams Workflows for IT Support Automation
• Microsoft Teams & SharePoint Integration Guide 2024