Lucy Richards
3 minute read

It’s one of the newest additions to the Microsoft 365 group; Microsoft Flow is a cloud-based software tool that creates and automates workflows to be sent within a team, either via email or text. Flow can be accessed on a desktop or through a mobile app available on Android, iOS and Windows Phone.

Its functionality is very similar to Visio, but Flow has the added benefits of being linked to online applications, such as:

  • Mailchimp
  • Facebook
  • PowerApps
  • Dynamics
  • Office 365
  • Dropbox
  • Twitter
  • SQL Server
  • SharePoint
  • Salesforce
  • OneDrive

There are three main uses for Microsoft Flow:

1. Communication

Once a workflow is created or updated, a trigger notification will occur. An example of this could be when a new client lead has been identified in the business, so once a user updates the Dynamics CRM system, an automated email/text gets sent to the whole team updating everyone with this new information.

2. Data Collection

If a user wants to gather data centered around a certain topic for research purposes, then Flow can help. For example, if a Marketing Manager needs to research a competitor’s brand, they can use Flow to collect all the tweets with a certain keyword in Twitter. This information will then be stored directly into an Excel spreadsheet and analysis can take place.

3. File Copying

Flow allows users to copy files with ease; when a user uploads a file or document to Dropbox, a workflow is created and adds the information to SharePoint. This integration with SharePoint’s lists and libraries allows for group collaboration, data security and improved productivity.

Microsoft Flow is regulated by the administrator, where they have a range of responsibilities, including: managing users, granting permissions, creating roles and ensuring that each employee’s work complies with data loss prevention.

So, what are the benefits for businesses using this service?

  1. Employees can track their work hours through the mobile flow, that is linked to an Excel spreadsheet, where they simply fill out the date, times and location.
  2. You can track and store all your tweets into an Excel spreadsheet, which is then automatically stored in a cloud service. These tweets can be used for analysis, bench-marking and review.
  3. Email attachments can be automatically saved in OneDrive as soon as you receive the communication.
  4. Each of your social media platforms can provide feedback, whether it be positive or negative, through an email in real-time.
  5. You can remain on top of all the HR tasks in your business. For example, if someone accepts a job role, you’ll automatically be notified so you can then send a congratulatory email, along with any materials they need for their new role.
  6. Flow allows you to provide great customer service through notifications; so if you set up the service to notify you of negativity surrounding your business on social media, you can immediately respond to the issue and increase your customer profile.

Microsoft Flow offers services that are free and paid; each level has its own perks. Do you think this could work for your business? We would love to chat to you! Get in touch.

Lucy Richards

Lucy Richards

Marketing Manager
Lucy is the Marketing Manager at Digital First, she focuses on social media management, content creation and branding. She previously worked in the investment banking industry for over two years, but decided to pursue her dreams of travel and marketing; and emigrated to Melbourne, Australia. She graduated from the Glasgow Caledonian University in 2014 with a Bachelors degree in Entertainment and Events Management.