Duration field in Dynamics 365 converts Hours value to Days in Dynamics 365 | [Flow Workaround to convert in Hours and Mins]

This must be one of the most common scenarios Dynamics 365 Users must’ve come across. The Whole Number’s Duration field shows Duration in Days once it crosses 24 hours, it shows the Duration in Days. Like below –

And once you leave the control, it’ll be converted to it’s equivalent Days conversion

But if you click on it, you can in fact see the Hours

However, It’s not ideal to click on the field and check the Hours on the form. Also, this doesn’t work in case the field is seem from a View on the entity. Unfortunately, we can’t change this behavior. So, to have a workaround, I created a new field to store the translated value.

Hope this implementation is useful to you. In case of any better ideas, kindly suggest in the comments and I’ll be happy to update this post in order to serve full purpose. 😊
To understand the core conversion using long division, refer this post – https://www.calculatorsoup.com/calculators/conversions/minutes-to-hours.php

New Single Line of Text Field and a Flow

Let’s look at how the implementation is –

We’ll need to also review the following Logic Apps’ Math Functions to understand how to apply them – https://docs.microsoft.com/en-us/azure/logic-apps/workflow-definition-language-functions-reference#math-functions?WT.mc_id=DX-MVP-5003911

Also, to understand how to read data from triggerOutputs(), check this post – Using triggerBody() / triggerOutput() to read CDS trigger metadata attributes in a Flow | Power Automate

  1. I’ve created a new Single Line of Text field called as Time In Hours (cf_timeinhours) which will hold the translated Hours & Minutes. Making the field as Read-Only is recommended so that no one changes it on the form post update.


  2. Now, here’s a Flow (You can configure it either on demand for existing records of on Create/Update of the Duration field which itself to calculate once the value is changed field). Just for example’s sake, my field is on Contact and hence, I’m triggering the Flow on Update of the contact on the change of the Avg Turnaround Time (Whole Number of format Duration) field.


    See, that the Body of the step will have the Avg Turnaround Time field storing the duration in minutes.


  3. First actions is to use Divide to get the Hours. I’m creating a variable called as Divide To Get Hours of type Float.


    Here’s how the div function included above looks like –



    Formula is: div(triggerOutputs()?['body/cf_avgturnaroundtime'],60)
    Explanation: Duration field in Dynamics 365 stores Minutes. First, we divide these minutes by 60 to get the Hours value.
    If you divide 3375/60, you get 56.25. But the Div will give you the Integer value. (The right way to divide to get exact float is to also store the 60 in a variable and then work with variables. See this post https://powerusers.microsoft.com/t5/General-Power-Automate/How-to-receive-decimal-number-result-after-dividing/td-p/195399) However, in this case, we anyway need to 56 part, so this is fine for now.

  4. Next, we’ll multiply the result of the Hours we got from the step above i.e. Divide to Get Hours.


    Here’s how the Mul function looks –


    Formula is: mul(60,int(variables('Divide to Get Hours')))
    Explanation: Now, we multiple the result of the Divide to Get Hours. This will be used to subtract from the actual value of Avg Turnaround Time field.
    Here, we multiple 60 x 56 = 3360 and get 3360

  5. Finally, to get Minutes, we use the third variable that uses a Sub function


    The Sub function looks like below –


    Formula is: sub(triggerOutputs()?['body/cf_avgturnaroundtime'], variables('Number to Subtract From'))
    Explanation: Now, we subtract the result of the Number To Subtract step from the value of the Duration field i.e. Avg Turnaround Time field itself. These will be the minutes.
    Now, to get the minutes we subtract the result of the Number to Subtract from the actual minutes value of the duration field i.e. 3375 – 3360 = 15. These are your minutes!


  6. Final step is to simply arrange it in a String (you can also form the string elsewhere directly and skip the below)

  7. And to make sense of this conversion, I’ll update the field on the record to show what the converted Hours and Minutes is.

  8. Here’s the final result once the Flow runs successfully.

Hope this helps! You might always want to check more Power Automate / Dynamics 365 posts –

  1. Office 365 Outlook connector in Cloud Flows showing Invalid Connection error | Power Automate
  2. FormatDateTime function in a Flow | Power Automate
  3. Formatting Approvals’ Details in Cloud Flows | Power Automate
  4. Trigger Conditions not working in a Cloud Flow? Here’s Why | Power Automate Quick Tip
  5. Read OptionSet Labels from CDS/Dataverse Triggers or Action Steps in a Flow | Power Automate
  6. InvalidWorkflowTriggerName or InvalidWorkflowRunActionName error in saving Cloud Flows | Power Automate Quick Tip
  7. Store ‘Today’s Date’ in a field to use in workflow conditions in D365 CE
  8. Create a Team, add Members in Microsoft Teams upon Project and Team Members creation in PSA / Project Operations | Power Automate
  9. Setting Lookup in a Flow CDS Connector: Classic vs. Current Environment connector | Power Automate Quick Tip
  10. Using outputs() function and JSON Parse to read data from missing dynamic value in a Flow | Power Automate
  11. Run As context in CDS (Current Environment) Flow Trigger | Power Automate
  12. Adaptive Cards for Teams to collect data from users using Power Automate | SharePoint Lists

Thank you!

Office 365 Outlook connector in Cloud Flows showing Invalid Connection error | Power Automate

Office 365 Outlook connector is one of the most required connectors for Cloud Flows since it involves Exchange Online / Outlook services.

At times, all the Connection References work fine elsewhere but in causes issues with Office 365 Outlook and shows error which says ‘Connection not found. Please create a new connection and change your application to use the new connection‘ even when you were able to authentication successfully with/without MFA being enabled.

What could be wrong? See below.

Error for Office 365 Outlook

In Power Automate / Cloud Flow, if you may face this error especially in the Office 365 Outlook connector and using Actions for the same.

  1. For example, I want to use Send Email (V2) Action from the Office 365 Outlook connector, but I see the below error.

  2. If you check for the Connection Reference it is using, even though the credentials are correct and you’ve correctly re-authenticated it several times, it shows as an Invalid Connection

Resolution

Here’s why this issue occurred –

  1. Go to the User who you are using as a Connection Reference in your Cloud Flow. Look if a Mailbox exists for the user.


  2. Now, assign the User a license which will create a Mailbox / re-assign a license which has Mailbox/Exchange Online service present in it.


    Here’s Microsoft Documentation on which all licenses provide Exchange Online which must be assigned to a User: https://docs.microsoft.com/en-us/office365/servicedescriptions/exchange-online-service-description/exchange-online-service-description?WT.mc_id=DX-MVP-5003911
    In my example: I use E3, so I’ll assign the same. Depending on your scenario, you must assign a license which has Exchange Online plan on it


  3. Check for Exchange Online service and it should be enabled/selected.

  4. Once a license is assigned, it takes a few minutes for provisioning to complete.

  5. Now, if you try to correct the Invalid connection, it will be accepted and you’ll see this

Hope this helps!

Here are some more Power Automate / Cloud Flows posts you might want to check –

  1. Formatting Approvals’ Details in Cloud Flows | Power Automate
  2. Visualize Adaptive Card for Teams user action within a Cloud Flow | Experimental Feature
  3. FormatDateTime function in a Flow | Power Automate
  4. Send a Power App Push Notification using Flow to open a record in Canvas App | Power Automate
  5. Trigger Conditions not working in a Cloud Flow? Here’s Why | Power Automate Quick Tip
  6. InvalidWorkflowTriggerName or InvalidWorkflowRunActionName error in saving Cloud Flows | Power Automate Quick Tip
  7. Parallel Branching in Cloud Flows – Isolate Response dependent Step Actions in parallel branches | Quick Tip
  8. Read OptionSet Labels from CDS/Dataverse Triggers or Action Steps in a Flow | Power Automate
  9. Setting Lookup in a Flow CDS Connector: Classic vs. Current Environment connector | Power Automate Quick Tip
  10. Make On-Demand Flow to show up in Dynamics 365 | Power Automate

Thank you!!

Visualize Adaptive Card for Teams user action within a Cloud Flow | Experimental Feature

Microsoft Teams’ connector for Cloud Flows (Power Automate), and if you are looking to use Adaptive Cards for Microsoft Teams from the connector. There are chances that you’ll see some options to post an Adaptive Cards to Teams.

I’m exclusively covering a Teams’ connector’s Action called as Post an Adaptive Card to a Teams user and wait for a response.

But, you also have an improved Adaptive Cards Action in the Microsoft Teams’ connector that let’s you save the progress of the Card in the Flow itself!

Also, I found this effective for only 1 Action from the Microsoft Team’s Adaptive Card related actions. Not others.

Adaptive Card to Teams User – Regular

So, if you see the below –

With the above Adaptive Card, you’ll need to work in https://adaptivecards.io/ and paste the Card payload here and then save it. Also, you can’t visualize it within the Flow step itself.

Turn on Experimental Features for Flow

  1. Look for the Gear icon in Settings and look for All Power Automate Settings


  2. If the Experimental Features show below is turned Off, please turn it on.

Adaptive Card with Experimental Features On

  1. Now, if you select the same Action from the Power Automate step

  2. You’ll see the Step Action having the below details.


  3. Once you click on Create Adaptive Card, you’ll see the Designer itself in the Flow Steps which you can create the Card on the fly within the Flow and save the same as well.


    Hope this helps!!

Here are some more Power Automate posts you might want to look at –

  1. FormatDateTime function in a Flow | Power Automate
  2. Formatting Approvals’ Details in Cloud Flows | Power Automate
  3. Trigger Conditions not working in a Cloud Flow? Here’s Why | Power Automate Quick Tip
  4. Read OptionSet Labels from CDS/Dataverse Triggers or Action Steps in a Flow | Power Automate
  5. Save Adaptive Cards work using VS Code Extension – Adaptive Cards Studio | Quick Tip
  6. Adaptive Cards for Outlook Actionable Messages using Power Automate | Power Platform
  7. Parallel Branching in Cloud Flows – Isolate Response dependent Step Actions in parallel branches | Quick Tip
  8. Using outputs() function and JSON Parse to read data from missing dynamic value in a Flow | Power Automate
  9. Using triggerBody() / triggerOutput() to read CDS trigger metadata attributes in a Flow | Power Automate
  10. Call HTTP Request from a Canvas Power App using Flow and get back Response | Power Automate

Thank you!!

FormatDateTime function in a Flow | Power Automate

DateTime fields from Dataverse / Common Data Service (Current Environment) are retrieved in full Date and Time format. And in common applications, you are required to only retrieve the Date and not the Time. Or even Format the Date Time in a certain way.

Let’s look at how to format DateTime in a Flow which appears as below

Let’s look at a simple example by trying to format a Created On date field.

FormatDateTime function

  1. Let’s a take a variable of type String to store our formatted Date. Now, in the variable, go for Functions and look for FormatDateTime function.


  2. Now, it asks for 2 parameters – TimeStamp and Format.

  3. Since I’m picking the field from the trigger itself, I’ll use the below formula to pick from triggerBody().

    In case you want to also learn how to use triggerBody(), triggerOutputs() or outputs(), you can refer below posts –
    1. Using triggerBody() / triggerOutput() to read CDS trigger metadata attributes in a Flow | Power Automate
    2. Using outputs() function and JSON Parse to read data from missing dynamic value in a Flow | Power Automate

  4. In the second parameter, put the format of the date in single quotations as shown below –


    You can follow this official Microsoft documentation – https://docs.microsoft.com/en-gb/dotnet/standard/base-types/custom-date-and-time-format-strings?WT.mc_id=DX-MVP-5003911

  5. And your Date Format is set. When you run the Flow, you’ll get the formatted date.


    Hope this was quick and helpful!

Here are some more Power Automate / Flow posts you might like to check –

  1. Formatting Approvals’ Details in Cloud Flows | Power Automate
  2. Number Formatting in a Flow | Power Automate
  3. Parallel Branching in Cloud Flows – Isolate Response dependent Step Actions in parallel branches | Quick Tip
  4. Trigger Conditions not working in a Cloud Flow? Here’s Why | Power Automate Quick Tip
  5. InvalidWorkflowTriggerName or InvalidWorkflowRunActionName error in saving Cloud Flows | Power Automate Quick Tip
  6. Read OptionSet Labels from CDS/Dataverse Triggers or Action Steps in a Flow | Power Automate
  7. Run As context in CDS (Current Environment) Flow Trigger | Power Automate
  8. Setting Lookup in a Flow CDS Connector: Classic vs. Current Environment connector | Power Automate Quick Tip
  9. Make On-Demand Flow to show up in Dynamics 365 | Power Automate
  10. Task Completion reminder using Flow Bot in Microsoft Teams | Power Automate

Thank you!!

Formatting Approvals’ Details in Cloud Flows | Power Automate

Now, not always Approvals details/description should appear as plain text. In order to enrich the Details of an Approval Adaptive Cards (which you can send as part of standard Approvals provided by Cloud Flows / Power Automate)
In this post, I’ll be looking at an example to format Details for a “Start and wait for an approval” Action step in Power Automate / Cloud Flow


You can enrich the Details so that they appear easy to read and are more meaningful.

Scenario

Let’s say I receive the below Approval with the Details mentioned as below.

And the Details section as you see appears bland without formatting. Let’s format the same using some Markdown examples.

Markdown Support for Details in Approvals in Cloud Flows

  1. If you select Approvals and notice the Details field, you’ll see a watermark saying that Markdown is supported.

  2. Markdown is a light-weight markup language for formatted text. MS Docs Official Link for all Markdown usage: https://docs.microsoft.com/en-us/power-automate/approvals-markdown-support?WT.mc_id=DX-MVP-5003911
  3. Let’s look at how the below plain text can be enriched using Markdown

  4. Now, understanding how Markdown is used from the documentation provided above, you can format the details as below –

  5. And the formatted Details section looks more meaningful and appealing.

Hope this helps!

Here are some more Power Automate / Cloud Flows posts you might want to look at –

  1. Trigger Conditions not working in a Cloud Flow? Here’s Why | Power Automate Quick Tip
  2. Read OptionSet Labels from CDS/Dataverse Triggers or Action Steps in a Flow | Power Automate
  3. Parallel Branching in Cloud Flows – Isolate Response dependent Step Actions in parallel branches | Quick Tip
  4. InvalidWorkflowTriggerName or InvalidWorkflowRunActionName error in saving Cloud Flows | Power Automate Quick Tip
  5. Using outputs() function and JSON Parse to read data from missing dynamic value in a Flow | Power Automate
  6. Create a Team, add Members in Microsoft Teams upon Project and Team Members creation in PSA / Project Operations | Power Automate
  7. Adaptive Cards for Outlook Actionable Messages using Power Automate | Power Platform
  8. Make On-Demand Flow to show up in Dynamics 365 | Power Automate
  9. Run As context in CDS (Current Environment) Flow Trigger | Power Automate
  10. Call HTTP Request from a Canvas Power App using Flow and get back Response | Power Automate

Thank you !!

Trigger Conditions not working in a Cloud Flow? Here’s Why | Power Automate Quick Tip

At times, you’re pretty sure that the trigger condition you’ve put in a Cloud Flow is correct but it still doesn’t trigger.

Scenario

Here’s a scenario which I came across where the Trigger Conditions weren’t triggering. The trigger was Common Data Service (Current Environment) connector and the Trigger Conditions were supposed to check for a specific value to fire.

However, even upon fulfilling the criteria, the Flow was not firing.

Here’s why

Let’s look at what happened here –

  1. Now, as expected the Flow should have triggered when my field Account Type has Option Set value of 3 i.e. “Partner”(on the label)

  2. The reason was that the Filtering Attribute too was added in the Trigger which clashed.

  3. And this was a clash between the two. Hence, the Condition Trigger was not fired.
  4. On the other hand, if the field which is in the Filtering Attributes was changed, the Flow was triggered.

Takeaway

So here are the takeaways –

  1. Trigger Conditions won’t fire even if the condition is matched because there’s a Filtering Attribute added to an Update trigger on the Common Data Service (Current Environment) connector.
  2. Even if Trigger Condition exists, the Filtering Attributes takes higher precedence and hence, an update on the Filtering Attributes will trigger rather than Trigger Conditions.

Hope this helps!

Here are some more Power Automate / Cloud Flows posts you might want to check –

  1. Read OptionSet Labels from CDS/Dataverse Triggers or Action Steps in a Flow | Power Automate
  2. InvalidWorkflowTriggerName or InvalidWorkflowRunActionName error in saving Cloud Flows | Power Automate Quick Tip
  3. Create a Team, add Members in Microsoft Teams upon Project and Team Members creation in PSA / Project Operations | Power Automate
  4. Using outputs() function and JSON Parse to read data from missing dynamic value in a Flow | Power Automate
  5. Make On-Demand Flow to show up in Dynamics 365 | Power Automate
  6. Run As context in CDS (Current Environment) Flow Trigger | Power Automate
  7. Adaptive Cards for Outlook Actionable Messages using Power Automate | Power Platform
  8. Task Completion reminder using Flow Bot in Microsoft Teams | Power Automate
  9. Using triggerBody() / triggerOutput() to read CDS trigger metadata attributes in a Flow | Power Automate
  10. Terminate a Flow with Failed/Cancelled status | Power Automate

Thank you!!

Parallel Branching in Cloud Flows – Isolate Response dependent Step Actions in parallel branches | Quick Tip

As 2020 comes to a close, here’s a Power Automate / Cloud Flows quick tip that might benefit newbies to Power Automate.

Scenario

Some Flows need you to include Approvals or Adaptive Cards that halt the execution of the Flow until the Response from the target is sent back to the Flow.

If there are some steps to be taken after the Response is received.

Parallel Branching

You can use Parallel Branching

  1. Select Parallel Branching instead of a normal Step.

  2. Now, all the Response dependent Actions should be in one of the Branches – (Denoted by Red Box and arrow). And the other part where the execution is expected to be carried forward should be in the other branch – (Denoted by Green Box and arrow)




  3. The execution will then wait where the parallel branches merge finally. Else, each branch can choose to end independently if there are no inter-dependent actions to be take, like taking Response from the Parallel Branch as well. The Waiting state will look like this –


  4. Now, when the Response is submitted back, the Flow execution will continue from the point of convergence of the two parallelly separated branches.

With this, you can separate dependent activities by using Parallel Branching.

Hope this was useful!

Here are some more Power Automate / Cloud Flows posts that you might like to go through –

  1. Read OptionSet Labels from CDS/Dataverse Triggers or Action Steps in a Flow | Power Automate
  2. InvalidWorkflowTriggerName or InvalidWorkflowRunActionName error in saving Cloud Flows | Power Automate Quick Tip
  3. Create a Team, add Members in Microsoft Teams upon Project and Team Members creation in PSA / Project Operations | Power Automate
  4. Setting Lookup in a Flow CDS Connector: Classic vs. Current Environment connector | Power Automate Quick Tip
  5. Using outputs() function and JSON Parse to read data from missing dynamic value in a Flow | Power Automate
  6. Adaptive Cards for Outlook Actionable Messages using Power Automate | Power Platform
  7. Task Completion reminder using Flow Bot in Microsoft Teams | Power Automate
  8. Make On-Demand Flow to show up in Dynamics 365 | Power Automate
  9. Using triggerBody() / triggerOutput() to read CDS trigger metadata attributes in a Flow | Power Automate
  10. Adaptive Cards for Teams to collect data from users using Power Automate | SharePoint Lists

Thank you!!

Read OptionSet Labels from CDS/Dataverse Triggers or Action Steps in a Flow | Power Automate

Retrieving OptionSet Labels from CDS data in a Cloud Flow / Power Automate / Flow is an extra step than just picking from the Dynamic Values. Check this post!!

Scenario

While working with data that is either a result of a Dataverse Trigger (on Create/Update) or Action like (Get record, list record), the OptionSet fields from CDS/Dataverse return the Values of the OptionSet instead of the Text Labels –

  1. Let’s say this is the OptionSet in Dynamics

  2. And when you pick the OptionSet field from CDS either from an Action or a Trigger like this
    Let’s say I’m capturing this in a variable to show you


    I’m storing this in a variable for this example to show you

  3. I’ll capture the Value of the OptionSet i.e. the Value part


    Result –

  4. What needs to be displayed is the Label of the OptionSet! Let’s see how we can do this –
    1. Triggers
    2. Actions – List records (Inside Loops)
    3. Actions – Get record (Single record)

triggerOutputs() / triggerBody() to read the OptionSet values from Triggers

Let’s see how to read the OptionSet values from CDS Triggers, Create or Update –

  1. When a Flow is triggered using CDS/Dataverse Triggers (I’m using Common Data Service Environment(Current Environment) trigger), you can read the OptionSet value by using triggerOutputs() / triggerBody() function –
    Here’s a triggerBody() example

    Now, notice that the name of the field is cf_accounttype. So, the label in Triggers can be retrieved as _cf_accounttype_label and NOT cf_accounttype.

    Same way, you can also use triggerBody() function instead as well to yield the same result


    Here’s a post on triggerBody() / triggerOutputs() for your reference – Using triggerBody() / triggerOutput() to read CDS trigger metadata attributes in a Flow | Power Automate

items() to read the OptionSet values from Action Step – List Records (Multiple Records)

Let’s look at this example where you are retrieving multiple records using List Records and now, you apply a loop on each of those to read individual records.

  1. Assuming you are using List Records and you loop through the outputs of each of these records


  2. Now, the value is represented by items() function on the Loop that you are in i.e. Apply to each.
    Hence, the function is
    items('Apply_to_each')?['cf_accounttype@OData.Community.Display.V1.FormattedValue']


    This will show the label of the OptionSet in the results


outputs() to read the OptionSet values from Action Step – Get a record (Single Record)

Similar to items() function, we can use outputs() function to read from the Output’s of the Get a Record Action from Common Data Service (Current Environment)

  1. Get an Account is a ‘Get a record’ Action in CDS/Dataverse Current Environment connector. It’ll only fetch a single record.

  2. Now, let’s look at how outputs() function, similar to items() function used in case of Loops is used.
    Formula is –
    outputs('Get_an_Account')?['body/cf_accounttype@OData.Community.Display.V1.FormattedValue']

    In the above scenario, I’m reading under body hierarchy for cf_accounttype@OData.Community.Display.V1.FormattedValue

Using JSON Parse to get the values

Finally, there’s also a method in which you can create a Parsed JSON from the Outputs

  1. Pick JSON from the Actions, it is under Data Operations connector and is a very popular one.

  2. Now, you’ll need to pass Outputs of the CDS Step to the Inputs of the Parse JSON step. Now, since you don’t already have a schema yet, Just put {} and save (else, you won’t be able to save)

  3. Now, Run the Flow once where the CDS step was successful and copy the Outputs from the Body

  4. Now, go to the same Parse JSON Step and click on Generate from Sample

  5. Now, paste the copied Body to generate the schema.

  6. Once you click OK, the schema will be generated.


  7. Finally, you can select the Parsed schema and use it as Outputs.


    And it will appear as below –


    Again, this will also show the same results as the above approaches.

Hope this helps!

Here are some Power Automate / Cloud Flow posts you might find helpful –

  1. InvalidWorkflowTriggerName or InvalidWorkflowRunActionName error in saving Cloud Flows | Power Automate Quick Tip
  2. Create a Team, add Members in Microsoft Teams upon Project and Team Members creation in PSA / Project Operations | Power Automate
  3. Setting Lookup in a Flow CDS Connector: Classic vs. Current Environment connector | Power Automate Quick Tip
  4. Adaptive Cards for Outlook Actionable Messages using Power Automate | Power Platform
  5. ChildFlowUnsupportedForInvokerConnections error while using Child Flows [SOLVED] | Power Automate
  6. Run As context in CDS (Current Environment) Flow Trigger | Power Automate
  7. Using outputs() function and JSON Parse to read data from missing dynamic value in a Flow | Power Automate
  8. Setting Retry Policy for an HTTP request in a Flow | Power Automate
  9. Make On-Demand Flow to show up in Dynamics 365 | Power Automate
  10. Task Completion reminder using Flow Bot in Microsoft Teams | Power Automate
  11. BPF Flow Step as a Trigger in CDS (Current Environment) connector | Power Automate
  12. Pause a Flow using Delay and Delay Until | Power Automate

Thank you!!

InvalidWorkflowTriggerName or InvalidWorkflowRunActionName error in saving Cloud Flows | Power Automate Quick Tip

If you are lately started creating Flows, you’ll come across some errors which are not precisely directing to what might be the issue but throw an error that says as below –

For Triggers (InvalidWorkflowTriggerName) –

Run Action (InvalidWorkflowRunActionName) –

Reasoning

The reason you see these errors are because of Invalid Characters which are in your Flow Trigger Step Names or on the Flow Action Step Names.

Invalid Characters in Trigger Names


Invalid Characters in Action Step Name.

Hence, the Step Names shouldn’t contain the below special characters –
< > % & ? / \

Note: Trigger/Step Names can’t end with a Full Stop (.). However, if there’s a Full Stop in between, it’ll work

Hope this was helpful!

Here are some more Power Automate posts you might want to check out –

  1. Create a Team, add Members in Microsoft Teams upon Project and Team Members creation in PSA / Project Operations | Power Automate
  2. ChildFlowUnsupportedForInvokerConnections error while using Child Flows [SOLVED] | Power Automate
  3. Using outputs() function and JSON Parse to read data from missing dynamic value in a Flow | Power Automate
  4. Setting Lookup in a Flow CDS Connector: Classic vs. Current Environment connector | Power Automate Quick Tip
  5. Make On-Demand Flow to show up in Dynamics 365 | Power Automate
  6. Setting Correct Default Mode for Forms in a Canvas App | [Quick Tip]
  7. Pause a Flow using Delay and Delay Until | Power Automate
  8. Call HTTP Request from a Canvas Power App using Flow and get back Response | Power Automate

Thank you!

Create a Team, add Members in Microsoft Teams upon Project and Team Members creation in PSA / Project Operations | Power Automate

Let’s take a simple use case where you need to have a Microsoft Team created in Teams and have the Project Members added to the Microsoft Teams’ Project Team.

You can simply do this using 2 simple Flows in Power Automate

Scenario & Setup

If you are a PSA Customer, you would want to create a Team in Microsoft Teams based on what Project it is and then add Team Members of the Project as Team Members in the Microsoft Teams’ Team you created.

Let’s look at a Simple example of how you can do this. And further, you can enhance the implementation yourselves based on whether a Project becomes Inactive, or someone is to be removed from the Project Team.

I’ll be creating 2 Flows for this purpose –

  1. One that will create a Team in Microsoft Teams upon Project Creation and
  2. Other, will add Member to the Project’s MS Team upon addition of the Team Member in Project in PSA/Project Operations.

Create a Team for the Project

Let’s look at the first scenario where you can create a Team in Microsoft Teams once create a Project in PSA.

  1. Flow to trigger off of a creation of a Project.
    |
  2. Now, search for create a team in the next step to find a Microsoft Teams connector’s Action to create a Team in Microsoft Teams.


  3. Assign the Name of the Project and Description of the Project for easy understanding. You can make the team Private which is ideal to keep users’ Teams cleaner and also keeps Project discussions isolated if that’s the need.


  4. Once a Team is created, I’ve created a field on Project record to hold the MS Teams’ ID for other references.

    Add a step to update the Project back with the created MS Teams’ ID like this

    And in that, I’ll update the Created Team’s ID

  5. Now, fetch the Project Manager’s User record in CDS (PSA, basically) so that the User’s ID can be used to make the Owner of the Team you are creating.

  6. Next, you need to add Members to the Team. Look for add a member to the team and you’ll find Microsoft Teams’ action which you can use.

  7. Here’s how the Add a team member looks like.

  8. Now, this is a little tricky. Since you don’t get the Dynamic Values right away in this Action, click on Add a custom item.

  9. In Add a custom item, you can add the Team ID of the MS Team you just created for the Project in step #3 above.

    Once you add it, it’ll look like below

  10. And for the User’s AAD ID step, set the System User’s (fetched in #5)

    Add Azure AD Object ID

  11. Now, the last step looks set.

Add Members to the Project Team

Let’s work on the other scenario with other Flow. This will be on trigger of a creation of a project Team Member.

  1. This second will fire off on creation of a Project Team Member. Hence, the trigger on Create of a Project Team Member.

  2. I’ll get the Project record since I need the MS Teams ID which is a custom field we created to store the MS Team’s ID on the Project.

    Again, you can do this easily if you know how to get related records. I’ve done an extra step for simplicity.


  3. Now, the next step is to retrieve the Bookable Resource‘s Record. In turn, we’ll retrieve the System User record associated with the Bookable Resource record on the Project Team so that the System User’s ID can be used.
    Just because I need the Azure AD Object ID (User) entity, I’ve written a fetch XML on the Bookable Resource entity to go and get the User record’s Azure AD Object ID. I’ll need this to map it in the step where we’ll add the Member to the Project’s created Team.


    My step to retrieve Bookable Resource + System User’s Azure AD ID looks as below. Make sure you select the Bookable Resource GUID reference from the trigger i.e. the Creation of the Project Team Member record to ensure we only get 1 record.

  4. Then, I’ll simply generate a Parsed JSON after the above Step so that I can get to select the required attribute to select in the Team’s Add a Team Member step (Because the related field is not available for Dynamic Values) (In case you know how to directly write using outputs() function, that should be good enough too!!)


  5. Now, add the Team Member to the Project’s Team in MS team. Again, as mentioned above in the previous Flow, use the Add a member to a team Action from Microsoft Teams connector to do so.
    Now, add the Team’s ID in the Team field.

    On the Team field, you’ll need to Add a custom Value like we did in the previous Flow.



  6. And for the final step, in the User AAD ID for the user to add to a team step, you can pick the parsed Azure ID field from #4 above.

  7. As soon as you select from Parse, the Flow step will be converted to Apply to each. But that’s because we used List records which returns multiple values. Even though Apply to each is applied, this will logically run only once anyway!!

  8. Now in the user AAD

Working

Now’s let’s see all this in action.

  1. Let’s create a Project in PSA. Notice I’ll enter the name and the Description since we are creating a Team in MS Teams and that’s what we are filling out. Notice that MS Teams Project ID is blank. Our Flow will populate that once a Team is created in Microsoft Teams.
    Notice that Joe Danny is the Project Manager on the Project, he will be the Owner of the Team we are creating in MS Teams as per our first Flow.


  2. A Team like this will be created in Microsoft Teams.

  3. Also, notice that in the Project in PSA, a MS Teams Project ID will be populated too.

  4. Also, notice that Joe Danny is the Owner of the Team since Joe is the PM on the Project.

  5. Now, let’s add 1 more Team Members to the Project in PSA. Now, I’ve added a new Team Member Priyesh in the Project’s Team.


  6. That team member also get added as Members in Microsoft Teams in the Project’s Team. This is from out second Flow we created to add the Team Members to the created Teams for a PSA Project.


Here are some more enrichments you’ll need to do to handle some scenarios –

  1. Separately handle if a Project is Canceled/Deactivated for some reason.
  2. Remove Members from an MS Teams if they are removed from the Project.

Hope this was useful.

Here are some more posts about Project Service Automation (PSA) in Dynamics 365 / Microsoft Teams that might be helpful –

  1. Cancelled Bookings Imported in Time Entries in Dynamics 365 PSA issue | [Quick Tip]
  2. Task Completion reminder using Flow Bot in Microsoft Teams | Power Automate
  3. Change Booking Status colors on Schedule Board for Field Service/PSA [Quick Tip]
  4. Additional columns in PSA v3 Schedule view
  5. Check Managed Solution failures in Solution History in Dynamics 365 CRM
  6. Modify Project tab’s view in Schedule Board in PSA v3 | Quick Tip
  7. Update Price feature in D365 PSA v3
  8. A manager is required for non-project time entries, absence, and vacation error in D365 PSA v3
  9. Time/Expense Entry Rejection comments in D365 PSA v3
  10. PSA v3 View Custom Controls used on Project form

Thank you!!