We’re all busy at work, and staying up-to-date on new posts in our favorite Yammer groups isn’t easy. Fortunately, Microsoft Flow can help! I previously shared a blog post on using Flow to monitor Yammer and send email notifications when a specific “watch word” was used. Now let’s take look at another common scenario: setting up Flow to send you an email each time your manager posts in Yammer.
Here’s an overview of what the flow looks like:
And here are the steps to re-create the flow:
- Create a new flow from blank (aka not from a template).
- Add the trigger When there is a new message in a group.
- In the Group Id field, select the name of the Yammer group you want to monitor.
Note: This flow doesn’t monitor multiple Yammer groups at once; it triggers to run when a new message is posted in a single Yammer group. If you’d like to run this flow across multiple Yammer groups, you’ll need to copy your completed flow and create a new flow for each group you want to monitor. The process for copying your finished flow is provided in step 22.
- In the Network Id field, select the name of your Yammer network.
- Add the Get user details action. In the User ID field, add the Message List Message Sender field. (This action pulls the email address for the user who posted the Yammer message.)
- Add the Get my profile action. (This action obtains your email address and identifying information. You’ll need this to pull your manager’s information and configure your email notification later in the flow.)
- Add the Get manager action. In the User field, insert the dynamic content User Principal Name. (This action obtains your manager’s email address.)
- Add the Compose action. You’ll be using this action to translate your manager’s email address into all lowercase letters. Odd I know, but this ensure you don’t have any capitalization-based mismatches in your flow.
- Place your cursor in the Compose action Inputs field.
- Click the Expression option in the config box.
- Under the String functions header, choose toLower(text). If you don’t see the toLower option, click the See more link in the String functions header bar.
- Click the Add dynamic content option in the config box.
- Under the Get manager header, choose Mail.
- Click the blue OK button to save your expression.
- Add a Condition action.
- In the Value box, add the Yammer User Email field.
- In the Choose a value box, add Output.
- Add a Send an email action in the If yes box.
- In the To field of your email, insert the Get My Profile Mail dynamic content. You may need to select “See more” under the Get my profile header to see the Mail content.
- Add additional details for your notification (e.g. subject line, email verbiage, etc.).
- Save and test your flow.
- Optional. If you’d like to set up this flow for a second Yammer group, follow these additional steps:
- Go to the information page for your flow.
- Click on the More dropdown and select Save As.
- Specify a name for your copied flow and click Save.
- Return to your My Flows page and edit your newly-copied flow. Update the Yammer group identified in your trigger, save the flow, and turn on the flow.
- Repeat step 22 for each Yammer group you want to monitor.
That’s it! I’ll now receive an email each time my manager creates a Yammer post in my Microsoft Flow Yammer group.
Sharing your new flow:
Now that you’ve created your flow, it’s time to think about sharing it with others in your organization.
- Check out my post on the new Send a copy feature in Microsoft Flow. With Send a copy, you can quickly share a copy of your flow with users and security groups in your Office 365 tenant.
- Support Microsoft Flow adoption with the creation of an internal organization-level template gallery. The gallery will enable users to share and re-use flows internally.