Trackmaster Power Automate flows

TrackMaster Power Automate Flows

 

Update People list with info from Teams when UniqName is from MM and Teams Account column is empty

This flow needs to find all People list items that are missing a Teams Account, and that have a U-M or MM UniqName (not an external email address), and then try to find the corresponding Teams Account for each. If a Teams Account is found, the flow should set the Teams Account field, and also update the Name, Department and Job Title fields using the information from Teams.

Status: Completed

Power Automate: TrackMaster - Update People list with info from Teams when uniqname is from MM and Teams Account column is empty

GitHub: https://github.com/DepressionCenter/TrackMaster/commit/9d06d4f676fa11aa38d768128029bcfe5f6ab379

 

 

Update “Center Member” checkbox in People List

This flow should update the “Center Member” checkbox in the People list based on a person’s group membership. Membership in a group marked as “determines center membership” means that person is a center member. If a person was previously a center member, but are no longer part of a group marked as “determines center membership,” then the Center Member checkbox should be unchecked.

Status: Completed

Power Automate: https://make.powerautomate.com/environments/Default-1f41d613-d3a1-4ead-918d-2a25b10de330/flows/shared/1d682806-0e54-4426-94a6-0fbf16bfed8a/details

GitHub: https://github.com/DepressionCenter/TrackMaster/blob/0f181082706b7c9468421551dc204c6da08f19c3/Update“CenterMember”checkboxinPeopleList_20230803172052.zip

 

Update “Group Membership” in People List

This flow should update the “Group Membership” column in the People list based on a person’s membership in specific MCommunity groups.

Each Group list item has an MCommunity group name, which matches the file name under Document Library -> Shared Documents -> data -> MCommunityGroupMembership. For example, the MCommunity group “trackmaster@umich.edu” will have a file called “trackmaster.csv” containing a list of uniqnames of its members. (The file is refreshed via Python with an outside process). The flow should go through each file, find its corresponding group based on the file name, and then add that group to the “Group Membership” field for every member found in the file. If a uniqname in the file does not exist in the People list, then it should be added.

Likewise, every person in the People list who has a Group Membership, should be checked against the corresponding files to ensure they are listed as a member in MCommunity per the CSV file. If not listed, then the corresponding group should be removed from the Group Membership field.

 

Status: Completed

Power Automate: https://make.powerautomate.com/environments/Default-1f41d613-d3a1-4ead-918d-2a25b10de330/flows/shared/c2107fd7-dbcf-4f6a-b4f7-a0d399276459/details

GitHub: https://github.com/DepressionCenter/TrackMaster/commit/55911dd01144c567f2c86c242ec2a9de3b4b7c69

 

Email Members Using the Specified Email Template

We should have a list of email templates (either in a document library or a custom list) that an be selected so that a flow can use the selected template to generate an email to all center members. The templates should be easy to edit – either in a Word doc or in an HTML text area field – and should recognize the most common fields from the People list, such as: [FULLNAME], [FIRSTNAME], [LASTNAME], [HONORIFIC], etc.

As the email gets sent to each member (in a loop), a copy of the email should be saved either as an attachment in the corresponding People item, or under Engagement History, whichever one makes more sense.

 

 

 

 

Status: Completed

Power Automate: https://make.powerautomate.com/environments/Default-1f41d613-d3a1-4ead-918d-2a25b10de330/flows/shared/a29ceed3-477e-4e13-b6ec-584c19a8573c/details

GitHub: https://github.com/DepressionCenter/TrackMaster/commit/66aacdc91ac3de1a145d5e4e27df7ef940058277

 

 

Complete List of Power Automate Flows

Flow Name Flow Id Flow Description Sub-Flows Used
Duplicate Publicity EC1B34DF-0D72-EF11-A670-000D3A59B81C Creates a duplicate entry in the Publicity (Promotions) for each researcher that is passed in the input parameters. This flow can be run by selecting the source item in the list, then clicking Automation and the flow name.  
TrackMaster Flow - Cleanup Tasks When Adding New People DDE0838F-8C58-EE11-BE6F-000D3A3AF012 Tasks to run immediately after a new entry to the People list, including adding missing Teams account. TrackMaster Sub Flow - Update People item using Teams, TrackMaster Sub Flow - Get Group Members from MCommunity CSV File, TrackMaster Sub Flow - Add Group to Person
TrackMaster Flow - Get MCommunity Groups from RSS and Save to CSV ADADA884-E984-EE11-8179-000D3A3AF012 Uses the RSS feed for MCommunity to get group memberships, and saves values to a file for later use.  
TrackMaster Flow - Send Referral Notifications 18081672-AD4D-EE11-BE6E-000D3A3AF012 This flow sends an email notification to the "Referred to" team, or if available, to the "Assignee" directly. TrackMaster Sub Flow - Get Team Email, TrackMaster Sub Flow - Get Team Lead Email
TrackMaster Flow - Update Group Membership Daily E00F569D-D55B-EE11-BE6F-000D3A3AF012 Daily task to ensure group membership reflects changes made in Mcommunity. TrackMaster Sub Flow - Update Group Membership Using CSV File
TrackMaster Flow - Update Last Engagement Date FA374180-874E-EE11-BE6E-000D3A3AF012 Updates the last date when a person was engaged with the center, using engagement activities and event attendance.  
TrackMaster Flow - Update People list with info from Teams account 06895E97-9031-EE11-BDF3-000D3A3AF012 Update People list with info from Teams when uniqname is from MM and Teams Account column is empty. TrackMaster Sub Flow - Update People item using Teams
Trackmaster flow: Email Center Members E19F85B0-D832-EE11-BDF3-000D3A3AF012 Email all Center Members using the selected email template.  
TrackMaster Sub Flow - Add Group to Person 99553E8E-2853-EE11-BE6F-000D3A3AF012 Adds a specific group (by Group ID) to a person (People ID). If the group is the Center Membership group, it also adds membership info. TrackMaster Sub Flow - Get Group and Team Info from MCommunity Email
TrackMaster Sub Flow - Get Group and Team Info from MCommunity Email 03A32F37-B358-EE11-BE6F-000D3A3AF012 This sub flow returns the Group Id and Name, or Team Id and Name, for a given MCommunity Group email address.  
TrackMaster Sub Flow - Get Group Lead Email 144A8594-8958-EE11-BE6F-000D3A3AF012 Returns an email address for a specific Group lead (based on Group ID), or a blank value if not found.  
TrackMaster Sub Flow - Get Group Members from MCommunity CSV File 8B78C81C-4D32-EE11-BDF3-000D3A3AF012 Sub flow that can be called by other flows to get a list of members of a single group, using the raw data export from MCommunity. Pass the MCommunity group email. Get back one CSV string containing UniqNames for members of the requested group only, which can be converted to an array using the split() function. TrackMaster Sub Flow - Get Group and Team Info from MCommunity Email
TrackMaster Sub Flow - Get Group Members from People List A2E38D58-1832-EE11-BDF3-000D3A3AF012 Sub flow that can be called by other flows to get a list of members of a single group. Pass either the MCommunity group email, or the group name, or the group ID. Get back two arrays, one containing IDs from the People list, and one containing UniqNames, both for members of the requested group only.  
TrackMaster Sub Flow - Get Team Email 5274A46B-A54D-EE11-BE6E-000D3A3AF012 Returns an email address for a specific Team (based on Team ID), using the first of the following: MCommunity group associated with the Team; if empty, email of the Team Leader; if empty, a default value.  
TrackMaster Sub Flow - Get Team Lead Email 7D672C3C-D24D-EE11-BE6E-000D3A3AF012 Returns an email address for a specific Team lead (based on Team ID), or a blank value if not found.  
TrackMaster Sub Flow - Remove Group from Person 523B921A-E658-EE11-BE6F-000D3A3AF012 Removes a specific group (by Group ID) from a person (People ID). If the group is the Center Membership group, it also updates membership info accordingly. TrackMaster Sub Flow - Get Group and Team Info from MCommunity Email
TrackMaster Sub Flow - Update Group Membership Using CSV File CF9972E9-5D59-EE11-BE6F-000D3A3AF012 Updates group membership in the People list using the CSV file (from MCommunity) that corresponds to the given MCommunity group address. The address must be tied to a group in the Groups List, and a CSV file with uniqnames only must exist in the /data/MCommunityGroups folder. TrackMaster Sub Flow - Remove Group from Person, TrackMaster Sub Flow - Get Group Members from MCommunity CSV File, TrackMaster Sub Flow - Add Group to Person, TrackMaster Sub Flow - Get Group Members from People List
TrackMaster Sub Flow - Update People item using Teams 6D9EAFD3-9258-EE11-BE6F-000D3A3AF012 Updates the information in the People list for the specified numeric ID using information from Teams. It only makes updates if the UniqName is not an email, and the account for that UniqName exists in the Michigan Medicine O365 environment, and either the Full Name = UniqName (temporary value) or the Teams account column is empty.  
 
 
 
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