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As promised, today I will provide the first step-by-step Flow. I must confess, this is so easy, it’s almost embarrassing – but the point is to show how Microsoft is democratizing technology. And I love it!
Requirements:
- Create an automated email workflow
- Send weekly, on the same day and time each week
- Send to multiple email addresses
Assumptions:
- You have have access to O365 including Flow and Outlook
- You have never created a Flow before
Steps:
- Access Flow
- There are two ways to do this:
- 1 – Login to o365 account and select the Apps icon in the upper left, then select the Flow app
- 2 – Type flow.microsoft.com in a browser
- There are two ways to do this:
- Create a New Flow
- Click on the “Create from blank” link to start from scratch
- Give your Flow a Title
- Begin building the Flow
- Search for “Recurrence”
- Select the “Schedule Recurrence” service
- Click to “Show Advanced Options”
- Set Frequency to “Day”
- Set Interval to 7 (so it will send weekly on the same day)
- Set Time Zone
- Set Start Time
- Note: the start time must be in the this format example below:
- 2017-05-02T12:00:00Z (This is today’s date, but you will need to set it to start on the day and time of the week you want it to send every week.)
- Select “New Step” > “Add an Action”
- Select “Office 365 Outlook” from the services
- Note: you may have to authenticate your email if this is your first Flow
- Note: you may have to authenticate your email if this is your first Flow
- You will see several options, select “Send an Email”
- Fill out the details of the email, but selecting “Show advanced options”
- You will see a box where you can add Dynamic Content, but since we are not working with other applications like SharePoint, etc. – there will be no options for Dynamic Content – just close the box.
- Now that you have created the reminder email, click Create Flow to save
- Next Test the flow:
- Go back to your Flow by clicking on My Flows
- Open and edit
- Change the frequency to “minute”
- Change the time and day to today, with the time within 2 minutes of the current time
- Change the interval to “2” (2 minutes from now)
- Save by clicking Create Flow again
- Change the email To line to include your email (so you can get the test)
- Update Flow
- Wait to receive the email
- Evaluate email, make changes to the body
- You can also select to make the email HTML for more formatting options
- Based on the test interval, you should receive this same email every two minutes until you change the logic back to reflect the actual time, day and frequency you prefer.
- Success! As you can see from the time stamps in the email list, the email is sending every two minutes.
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