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Optional, for Microsoft Teams

HRPoint flows for Microsoft Teams

Three optional Power Automate templates bring HRPoint into Teams: approval cards, an approvals digest and a "who is out today" post. They use the standard SharePoint and Microsoft Teams connectors and Power Automate's built-in steps only: no premium connector, no gateway and no Apps 365 service.

Decisions are made in HRPoint, never by a flow

HRPoint keeps every approval decision as its own record in the person's folder, and checks that record before it treats anything as approved. Part of that check is that SharePoint's own record of who added the decision is the approver.

A flow writes to SharePoint as the person who owns its connection, never as the person who pressed a button in Teams. So these flows only read HRPoint's lists and post cards:

  • No card has Approve or Decline buttons. Its one button opens the request in HRPoint, in the HRPoint app in Teams or on the SharePoint page.
  • The approver decides there, in their own account, with one more tap.
  • No flow writes to any SharePoint list, and no flow decides or writes a decision.

What you need

A Microsoft 365 licence that includes Power Automate, a SharePoint connection and a Microsoft Teams connection in the name of the person who owns each flow, and the Workflows app allowed in the Teams admin center.

HRPoint works fully without these flows. Approvals, who is out and every notice stay in the app.

HRPoint - Approval cards

Sends each approver a Teams card when a request waits for them. The card's only button opens the request in HRPoint, where they decide.

When it runs: When HRPoint adds a row to its notification outbox (one row for every request that waits for someone).

What it reads: HRPoint Notifications on the Workspace site: the request kind, who it waits for and the link that opens it. Never the request's dates, reasons or comments.

What it needs

  • A SharePoint connection in the owner's name that can read HRPoint Notifications on the Workspace site: an HR admin or a member of HRPoint HR Team.
  • A Microsoft Teams connection in the owner's name.
  • The Workflows app allowed in the Teams admin center, so the Flow bot can post the cards.
  • In HRPoint, Settings, Notifications: switch on "Write the outbox for the HRPoint Power Automate templates".

Files

The import package and the readable definition are the same flow. The card sample has made-up values, for previewing in the Adaptive Cards designer.

HRPoint - Approvals digest

Each weekday morning, tells each approver in Teams how many requests wait for them, and HR how many wait for the HR team.

When it runs: Each weekday at 08:00 (GMT Standard Time).

What it reads: The request lists on the Workspace site and HRPoint People on the Hub: only who each request waits for.

What it needs

  • A SharePoint connection in the owner's name that can read the request lists on the Workspace site and HRPoint People on the Hub: an HR admin or a member of HRPoint HR Team.
  • A Microsoft Teams connection in the owner's name.
  • The Workflows app allowed in the Teams admin center.

Files

The import package and the readable definition are the same flow. The card sample has made-up values, for previewing in the Adaptive Cards designer.

HRPoint - Who is out today

Each weekday morning, posts in a Teams channel how many people are away today, with the part of the day. Names only if you switch them on in the flow.

When it runs: Each weekday at 08:00 (GMT Standard Time). Nothing is posted when nobody is away.

What it reads: HRPoint Away Calendar on the Hub: dates, part of the day and the name only, never why anyone is away.

What it needs

  • A SharePoint connection in the owner's name that can read HRPoint Away Calendar on the Hub (everyone in HRPoint Staff can).
  • A Microsoft Teams connection in the owner's name with permission to post in the chosen channel.
  • The Workflows app allowed in the Teams admin center.

Names are off by default: the post says how many people are away and for which part of the day ("4 away today: 3 all day, 1 in the afternoon."). To list names, set showNames to true in the flow's first step. The post never says why anyone is away and never names a leave type or an absence kind.

Files

The import package and the readable definition are the same flow. The card sample has made-up values, for previewing in the Adaptive Cards designer.

Who owns a flow

Every flow runs on the connections of the person who owns it, and stops when their account is turned off. Choose an owner who will stay, and record them in HRPoint under Settings, Teams and flows. HRPoint then warns HR admins on Home and in Settings when that owner has left, or leaves within 30 days.

Run history

A flow's run history shows what it read. Only people who may read those HRPoint lists should own or co-own the flows.

Set up a flow

  1. Copy the set-up values. In HRPoint, open Settings, Teams and flows, and copy the "Set-up values for the templates". They are addresses only.
  2. Import the package. In Power Automate, choose My flows, Import, Import Package (Legacy), and choose the flow's .zip file.
  3. Choose the connections. Under "Related resources", choose your SharePoint connection and your Microsoft Teams connection, or create them, then choose Import.
  4. Paste the values. Open the imported flow and paste the set-up values into its first step, "HRPoint settings". For a channel, copy a link to the channel in Teams: the team ID is the groupId in that link and the channel ID is the part after /channel/. Leave them empty to skip those posts. For Approval cards only, set the trigger to the Workspace site and the HRPoint Notifications list: it is a hidden list, so choose "Enter custom value" and paste the list ID HRPoint shows under Settings, Teams and flows.
  5. Turn it on. Save, then turn the flow on.
  6. Record it in HRPoint. In Settings, Teams and flows, switch the flow on there too, choose its owner and save.

If the import is refused

Create the flow by hand from its readable definition: a new automated flow ("When an item is created", SharePoint) for Approval cards, or a scheduled flow (weekdays 08:00, GMT Standard Time) for the other two. Then add the steps the definition lists under definition.actions, in the same order and with the same names. Each step's settings are in its inputs.

Where cards open HRPoint

Settings, Teams and flows, "Approval cards open HRPoint in":

The SharePoint page

The default. The card opens the HRPoint page at the request. Works for everyone.

The HRPoint app in Teams

A Teams link to HRPoint's personal app, once HRPoint is in your organisation's Teams app catalog. Enter the App ID the Teams admin center shows for HRPoint; leave it empty when HRPoint was uploaded as a custom app.

Limits

  • The who is out post reads the away calendar in windows by end date (today to 30 days ahead, then to 3 months, a year and ten years). SharePoint answers each window while fewer than 5,000 rows end inside it.
  • The digest counts the requests waiting for each approver; a request waiting for an approver's delegate is counted for the approver. HRPoint's own Approvals page is the full list.
  • The files are generated from HRPoint's code, and HRPoint's tests run every template against an in-memory copy of the HRPoint lists. Do not edit them by hand: build a changed flow from the readable definition instead.

Questions about the flows: see Support.