Microsoft Flow


Use automation with caution!

Any loss of data resulting from misuse is the responsibility of the Flow owner, we cannot offer troubleshooting advice on individual Flow instances nor offer recovery on data lost as a result of bulk Flow operations.  If your Flow deals with bulk records, make sure you test it on a smaller or less critical subset of information before publishing something that could delete or remove content permanently!


Microsoft Flow, now rebranded as Microsoft Power Automate, is a powerful automation system built to work across the suite of Nexus365 programs such as OneDrive for Business, Teams, email and SharePoint Online.  The System is still commonly known as Flow and is referred to as this below.

Flow allows you to set up triggers, actions and connectors to automate various processes in Nexus365 in a similar way to Workflows in the current on-premises Sharepoint service, using a simple cross-browser-compatible design package that's intuitive and easy to use, with full error checking and Flow runtime history.

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    Key features
    Triggers Start a flow manually or automatically, for example when something new arrives in an email inbox or is added to a Teams files area.
    Actions The building blocks of flow, thousands of service-wide actions and several pre-built Flow "Recipes" that cover essential aspects of service automation.
    Connectors Pull in information from sources you have access to across Nexus365.  Retrieve data from file areas, lists or libraries and bring them into your Flow to strongarm Nexus365's interconnectivity.
    Lazy approvals Approvals can be actioned from within an email (Outlook on the Web or Office 2016 onwards) or from the Flow Hub itself.

    Flow allows you automate processes that previously you would have handled manually.  Flows can be built by a Flow owner, but used or triggered by any users that have access to the content where a Flow is designed to take action, negating the need for permissions changes but allowing safe automated manipulation and sharing of data.

    Flow can be used to populate Nexus365 lists and libraries, change entries, and will eventually be a powerful addition to Sharepoint Online, offering a new set of opportunities to make non-code development more robust and seamless.

    Flow licensing is applied following the submission of a Microsoft Flow Licensing service request.

    At present, Flow will only be made available for request by ITSS or UAS Staff, who may also request activation on someone else's behalf if a good use case can be made and that person is willing to act as sponsor for the person requesting the license.

    Due to the nature of how connections work in Flow, we cannot individually license all of the possible products that require connectors, nor cater for large volumes of projects accounts in the current license pool for Flow itself.  There are also information security concerns around the access to data that Flow owners have, so please do not request Flow for a non-primary or project account.

    Flow will not be enabled for Project Accounts, whether single-user-owned or with multiple owners.

    Once activated, log into your Nexus365 account and access Microsoft Flow / Power Automate through your apps list, or directly through the service's hub site.

    For discussions and community collaboration on Flow, consider joining the Nexus User Group (NUG) Team on Teams. 

    If you are having Microsoft Flow authentication issues after migration to using multi-factor authentication, you will need to re-authenticate. Normally when you log into the flow hub, you will be prompted to ‘fix’ any connections that require reauthentication, but if not you can always do the following: 

    1. Login to your Flow hub at 
    2. Look on the left-hand menu for the 'Data' menu item. Click on it and then click on 'Connections'. This will show all the connections used in your Flows and their current status (any ‘errors’ can be fixed by clicking on the ‘fix connection’ link next to each).
    3. Flow activity now appears in a new “Monitor” menu on the left-hand side of your main Flow hub page. Click on “Monitor” and select “Cloud Flow Activity” to check the status of your flows. You will also see tabs that let you view successful flow runs, any outstanding Flow notifications and Flow failures.
    4. Any Flows that have failed because of MFA can be resubmitted again, just click on each item in the 'failures' page and 'resubmit' to run them again once you've fixed the broken connections.

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