Modern Collaboration and Business Automation 101
Modern Collaboration and Business Automation 101
Your company is looking for a new Brand Manager and Data Analyst to assist. Expecting a high volume of applications, the management has tasked your HR team with streamlining the recruitment process. Your goal is to automate the process of:
- Collecting and organizing the job applications
- Scheduling interviews based on availability of hiring managers
- Sending out timely interview invitations to candidates
- Ensuring that hiring managers are well-prepared for each interview session
Before you continue make sure that you have access to your SKKU M365 account (@o365.skku.edu).
If you don’t have an account yet register here using your @skku.edu e-mail to activate the free M365 A1 account.
The case and the companies
Today, the following groups are working for:
| Group | Company name |
|---|---|
| Group 1 | Bukchon Boats |
| Group 2 | Gangnam Games |
| Group 3 | Hallyu Hub |
| Group 4 | Hangul House |
| Group 5 | Kimchi Komedy Klub |
| Group 6 | Kingo Kitchenware |
| Group 7 | Namsan Noodle Factory |
| Group 8 | Seoul Studios |
| Bonus Group | Daehakro Dishes |
Get your Team(s) ready
In order for your team to securly get access to the same resourced and effeciently work together, let’s make a Team in Microsoft Teams.
Go to https://www.office.com and log in with your @o365.skku.edu account.
If you are already logged into another Microsoft account in your browser, consider to make a seperate browser profile for this class or right-click the office link above and select ‘open in incognito / inPrivate window’
Click on the Teams icon to open Microsoft Teams in the browser
To use Teams in the browser, click ‘cancel’ and ‘use the web app instead’
1.1 Create your Team
- In Teams, go to (all) Teams -> ‘Join or Create a Team’ ->
- Team name:
HR [Company Name] - Description:
Team for managing the new wave of job applicants - Privacy:
Private - Click next
- Team name:
- Invite your group members (@o365.skku.edu) and make them owner
- Add me (
p.i.m@) to the team as a member
1.2 Create your list(s)
To keep track of the applicants and their progress, let’s set up a Microsoft List.
1.2.1 Create the applicants list
- In top of the general channel in Teams, add a tab by clicking the plus (+) sign
- Select (Microsoft) Lists
- Select Save
- Wait for the list tab to appear above the channel and click it
- When you see the ‘Welcome to Lists’ screen, click ‘Create a list’
- Click ‘+ Blank list’ and make a new list
- Name:
Applicants - Description:
Tracker for job applicants - Icon: select the clipboard icon
- Press Create
- Name:
- When the new list opens, add column by clicking ‘+ Add column’ on top of the list and add the following columns:
- Type:
Choice- Name:Status- Description:Applicant status- Choices:New, Inviting, Invited, Dropped, Offer, Error- Default value (standard choice):New- Save - Type:
Choice- Name:Position- Description:Applied role- Choices:Brand Manager, Data Analyst- Save - Type:
Text- Name:Email- Description:Applicant e-mail address- Save - Type:
Text- Name:Phone- Description:Applicant phone number- Save - Type:
Person- Name:Interviewer- Description:Host of the interview session- Show profile photo:yes- Save - Type:
Date- Name:Interview date- Description:Applicant interview- Include Time:Yes- Save - Type:
Date- Name:Invitation- Description:Invitation sent date- Save - Type:
Text- Name:Notes- Description:Applicant notes- Type:Multiple lines of text
- Type:
- Rename the Title column
- Right click little arrow () next to the ‘Title’ column
- Column settings -> Rename ->
Name-> Save
- Move the Status and action colum to the left
- Order now looks like Status -> Name -> …
1.2.2 Add sample data to applicants list
Let’s add an applicant to the applicant list to further develop and test things
- Go to the Applicants list tab on top of the ‘General’ channel
- Press + New
- Now let’s enter our first applicant test data:
- Name:
James Dean - Position:
Brand Manager - Email:
James@dean.com - Address: ‘Seoul’
- Name:
- Press Save
Now click on the name of the participant and see the ‘comments’. Tag (@) one of your team members to ask if they would like to have this applicant in their interview session.
1.2.3 Add an applicants channel
Let’s create a new channel to receive notification cards when a new application comes in
- On the right of the the HR Team, click the more menu () and select ‘Add Channel’
- Create a new channel
- Channel name:
Applicants - Description:
Applicant notifications - Privacy: Standard
- Select ‘Automatically show this channel in everyone’s channel list’
- Click add
- Channel name:
1.3 Spin up your planner
HR Team planning board
- The buckets:
Interviews, Reviews, Hiring, Onboarding
Let’s Automate
Now we have our team up and running and our lists ready, let’s build some no-code automation using power automate. With this site and your Teams site open, now open https://make.powerautomate.com in a new tab.
Flow 1: New applicants notifications
Let’s make a flow that posts a new card in this channel every time a new job application comes in
- On the Power Automate homepage, click ‘+ Create’
- Click on Automated cloud flow
- Flow name:
New applicant notification - Flow trigger:
When an item is created (SharePoint) - Click ‘create’
- Switch to classic designer if possible
- Flow name:
- Select the site (Team’s name site) and List name (Applicants)
- Click new step and search for ‘post card’ and select ‘Post card in a chat or channel (Microsoft Teams)’
- Post as:
Flow bot - Post in:
Channel - Team: Select your HR team
- Channel: Select Applications
- Adaptive card:
{}
- Post as:
- Click the Save button on the top right
- Let me know if you face any errors
If all goes well, paste the code below in the ‘Adaptive Card’ field
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{
"$schema": "http://adaptivecards.io/schemas/adaptive-card.json",
"type": "AdaptiveCard",
"version": "1.3",
"body": [
{
"type": "TextBlock",
"wrap": true,
"style": "heading",
"spacing": "None",
"size": "large",
"weight": "Bolder",
"text": "@{triggerOutputs()?['body/Title']}"
},
{
"type": "FactSet",
"facts": [
{
"title": "Job Position:",
"value": "@{triggerOutputs()?['body/Position/Value']}"
},
{
"title": "E-mail:",
"value": "@{triggerOutputs()?['body/Email']}"
},
{
"title": "Phone:",
"value": "@{triggerOutputs()?['body/Phone']}"
}
]
}
]
}
- Double click on the values (like XXNAME) and replace them with Dynamic Content provided by the trigger ‘When an item is created’
- Click test again, manually, and have a team member add a new applicant in the applicants list. Then, keep an eye on the applicants channel in Teams.
- Share the flow with your team
Flow 2: Trigger on ‘inviting’
- In Power Automate, create a new Automated flow
- Flow name:
TRIGGER inviting - As a trigger select,’When an item is created or modified (SharePoint)’
If a connection shows up, click on ‘change connection’ -> add new -> sign in
- In the parameters select
- Site address: Find the site with by Team’s name
- List name: click the name of the list with applicants
- How often do you want to check for items? -> every 5 seconds
- Open the more menu () and click ‘Settings’
- Split on -> @triggerOutputs()?[‘body/value’]
- Trigger conditions:
@equals(triggerOutputs()?['body/Status/value'], 'Inviting') - Press done (or save)
- Click ‘+ Next step’ (or add action) -> Compose (Data operation) -> inputs -> select ‘body’ from the trigger
- Press save, press test (manually)
- In the applicant list, change an applicant’s status to ‘Inviting’ and see if the flow runs. Make sure that the applicant has an interview date.
- Check if the flow has run
- check the test values in the input/output fields of the compose component
- Edit the flow again and add a new step
- Select ‘Update Item (Sharepoint)
- Select your team’s site address
- Select the applicant list
- In id, select ID from the trigger
- Status value:
Invited - Invitation field: Add expression
utcNow()
- Click test again and change an applicant status to inviting
If this all runs succesful, let’s add some additional steps:
- Click Edit -> + New step (or add an action) -> Compose (Data operation)
- In the inputs, ~select expression~ and paste
@formatDateTime(XXX, 'yyyyMMddTHHmmssZ'). Replace XXX with a dynamic value, the interview date value from the lookup field. - Test again, this time automatically with the last trigger. Check if there is an interview date.
- Share the flow with your team
Flow 3: Send an invitation e-mail
To easily send an automated e-mail, let’s open and edit the ‘TRIGGER inviting’ flow
- Go to my flows -> Shared with me -> Tigger inviting
- Click Edit
- Add a new step after Compose
- Find ‘Send e-mail V2 (Gmail)’
- In the To field, click ‘add dynamic expression’ and find the Email field
- Subject:
Job interview - Paste the following values for the e-mail
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Dear,
Congratulations, you are selected for an interview for the position of XXX at XXX. Please come to our offce at XXX, your interviewer will be XXX
Kind regards,
- Replace the XXX values with dynamic values from the list
Compose a iCalendar variable
- Compose now with expression
formatDateTime(utcNow(), 'yyyyMMddTHHmmssZ') - Compose date with
formatDateTime(triggerBody()['text_2'], 'yyyyMMddTHHmmssZ') - Compose end with expression
addHours(triggerBody()['text_2'], 1, 'yyyyMMddTHHmmssZ') - Compose ICS with the text below
To make it easier for the participants to save this event into their calendar, we will send an ICS (iCalendar) file with the invitation e-mail. This universal file format is widely used by Outlook, Google Calendar, Apple Calendar, and others.
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BEGIN:VCALENDAR
VERSION:2.0
PRODID:-//Your Company//Interviews Calendar//EN
CALSCALE:GREGORIAN
METHOD:PUBLISH
BEGIN:VEVENT
UID:20231015T1500Z-1234@yourdomain.com
DTSTAMP:@{outputs('Compose_now')}
DTSTART:@{outputs('Compose_date')}
DTEND:@{outputs('Compose_end')}
SUMMARY:Job Interview
LOCATION:Sungkyunkwan University
URL;VALUE=URI:https://www.camphouse.me
DESCRIPTION:Your job interview is coming up!
TZID:Asia/Seoul
END:VEVENT
END:VCALENDAR
Let me break down some keys in this file:
- DTSTAMP is the timestamp of when this ICS file is created
- DTSTART holds the starting datetime of the event, DTEND the ending time
- UID should be a unique identifier for the event
The
Zin the timestamp stands for the Zero timezone, because it is offset by 0 from the Coordinated Universal Time (UTC). When you are working with local times (such as KST), make sure to transform them into UTC before using them in code. Seoul to UTC scheme
If you want to know more about the ICS format or want to check if you ICS file is valid, use the iCalendar Validator
- Add the ICS variable as an attachment to the e-mail
- Attachment name:
invite.ics - Attachment contect: Output from ICS
- Content type:
text/calendar
- Attachment name:
Flow 4: Google forms to Applicants list
Let’s connect the Google form via a Webhook to the applicants list
- In Power Automate, create a new Instant Cloud Flow
- Flow name:
WEBHOOK Google Form - Trigger: ‘When an HTTP request is received’
- Click create
- In the ‘When an HTTP request is received’ box click on ‘Show advanced options’ and select ‘POST’ for method.
- Click ‘+ Next step’
- Find and select ‘Parse JSON’ as operation
- Content: Select ‘Body’ from the trigger
- Schema: Enter
{}
- Press Save
- After saving, click the ‘When a HTTP request is received’
- Who can trigger the flow? Select ‘Anyone’
- Copy the HTTP POST URL
- Click Save
- Click test and test the Google form. When the test is successful:
- Click the Parse JSON Bar and copy the value of Output
- Click edit
- Paste the example in Parse JSON in ‘generate from example’
- Add new step -> Create item (Sharepoint)
- Select your Team’s site and applicant list
- Match the JSON fields to your list fields
- Flow name:
The Application form
One of the objectives of today’s course is to connect two unrelated cloud applications via (REST) API’s. Because many internet users are familiar with Google Forms, we will use Google forms to design an application form and use it as the input for our Application tracker.
Go to https://forms.google.com/, Start a new form and use the ‘Contact Information’ template as a base.
- Change the name and title to
Job Application Form - In the form description type
Please apply for one of our exciting jobs using the form down below! - Add a question
- Title it
Position - Change the type to dropdown
- Add the options
Brand ManagerandData Analyst - Make it required
- Title it
- Preview the form by clicking on the eye icon.
Now let’s make sure that the information of the form is send to your Applicants tracker after submission. To achieve this, we are going to send an HTTP POST request (Webhook) to our Power Automate instance.
- In the form editor, click the hamburger menu icon and click ‘Get add-ons’
- Search for ‘Email Notifications for Google Forms’ and install
- After installation, click on the puzzle icon and select ‘Email Notifications for Google Forms’
- Enable notifications
- click on the puzzle icon again, select ‘Email Notifications for Google Forms’ and click ‘Webhooks for Google forms’
- Create webhook
- Webhook name:
Power Automate - Method:
Post - Request URL: Past the Power Automate HTTP request URL
- Request Body:
application/json - Test - It should respond with code 202
- Save
- Webhook name:
Alternatively
Creating webhooks for Google forms is time consuming. Alternatively we could make use of the new and built-in forms experience of Microsoft Lists.
- Open the applicants list in SharePoint
- Add
?env=WebViewListat the end of the url (right after /AllItems.aspx) - Click the ‘forms’ button and make a ‘New form’
- Add the title ‘Job Application Form’ and your team’s name
- Rename ‘Title’ to ‘Name’
- Hide all fields except ‘Name’, ‘Position’, ‘Email’ and ‘Notes’
- Click ‘Send form’ and share the link with Pim
Let’s apply!
- Check and discuss incoming applicants
- Discover the different grouping possibilities
Let’s beautify
Conditional formatting for the Status column:
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{
"$schema": "https://developer.microsoft.com/json-schemas/sp/v2/column-formatting.schema.json",
"elmType": "div",
"style": {
"flex-wrap": "wrap",
"display": "flex"
},
"children": [
{
"elmType": "div",
"style": {
"box-sizing": "border-box",
"padding": "4px 8px 5px 8px",
"overflow": "hidden",
"text-overflow": "ellipsis",
"display": "flex",
"border-radius": "16px",
"height": "24px",
"align-items": "center",
"white-space": "nowrap",
"margin": "4px 4px 4px 4px"
},
"attributes": {
"class": {
"operator": ":",
"operands": [
{
"operator": "==",
"operands": [
"[$Status]",
""
]
},
"",
{
"operator": ":",
"operands": [
{
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]
},
"sp-css-backgroundColor-BgCornflowerBlue",
{
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"operands": [
{
"operator": "==",
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"Inviting"
]
},
"sp-css-backgroundColor-BgLightGray sp-css-borderColor-LightGrayFont",
{
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"operands": [
{
"operator": "==",
"operands": [
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]
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"sp-css-backgroundColor-BgCyan sp-field-borderAllRegular sp-field-borderAllSolid sp-css-borderColor-CyanFont",
{
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]
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"sp-css-backgroundColor-BgGray sp-css-borderColor-WhiteFont",
{
"operator": ":",
"operands": [
{
"operator": "==",
"operands": [
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"Offer"
]
},
"sp-css-backgroundColor-BgGreen sp-css-borderColor-WhiteFont",
{
"operator": ":",
"operands": [
{
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"operands": [
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"Error"
]
},
"sp-css-backgroundColor-BgDarkRed sp-css-borderColor-WhiteFont",
"sp-field-borderAllRegular sp-field-borderAllSolid sp-css-borderColor-neutralSecondary"
]
}
]
}
]
}
]
}
]
}
]
}
]
}
},
"children": [
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]
},
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{
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{
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{
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},
"attributes": {
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]
},
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"operands": [
{
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"operands": [
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]
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{
"operator": ":",
"operands": [
{
"operator": "==",
"operands": [
"[$Status]",
"Invited"
]
},
"Mail",
{
"operator": ":",
"operands": [
{
"operator": "==",
"operands": [
"[$Status]",
"Dropped"
]
},
"Dislike",
{
"operator": ":",
"operands": [
{
"operator": "==",
"operands": [
"[$Status]",
"Offer"
]
},
"Like",
{
"operator": ":",
"operands": [
{
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"operands": [
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]
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]
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]
}
]
}
]
}
]
},
"class": {
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"operands": [
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{
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{
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"operands": [
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"operands": [
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{
"operator": ":",
"operands": [
{
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"operands": [
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]
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{
"operator": ":",
"operands": [
{
"operator": "==",
"operands": [
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]
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]
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]
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]
}
]
}
]
}
]
}
}
},
{
"elmType": "span",
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"text-overflow": "ellipsis",
"padding": "0 3px"
},
"txtContent": "[$Status]",
"attributes": {
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},
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"operands": [
{
"operator": "==",
"operands": [
"[$Status]",
"New"
]
},
"sp-css-color-CornflowerBlueFont",
{
"operator": ":",
"operands": [
{
"operator": "==",
"operands": [
"[$Status]",
"Inviting"
]
},
"sp-css-color-LightGrayFont",
{
"operator": ":",
"operands": [
{
"operator": "==",
"operands": [
"[$Status]",
"Invited"
]
},
"sp-css-color-CyanFont",
{
"operator": ":",
"operands": [
{
"operator": "==",
"operands": [
"[$Status]",
"Dropped"
]
},
"sp-css-color-WhiteFont",
{
"operator": ":",
"operands": [
{
"operator": "==",
"operands": [
"[$Status]",
"Offer"
]
},
"sp-css-color-WhiteFont",
{
"operator": ":",
"operands": [
{
"operator": "==",
"operands": [
"[$Status]",
"Error"
]
},
"sp-css-color-WhiteFont",
""
]
}
]
}
]
}
]
}
]
}
]
}
]
}
}
}
]
}
]
}
Conditional formatting for invitation column:
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{
"$schema": "https://developer.microsoft.com/json-schemas/sp/v2/column-formatting.schema.json",
"elmType": "div",
"attributes": {
"class": "ms-fontColor-themePrimary ms-fontColor-themeDarker--hover"
},
"style": {
"flex-direction": "row",
"justify-content": "left",
"align-items": "center",
"flex-wrap": "nowrap"
},
"children": [
{
"elmType": "span",
"txtContent": "[$Invitation]",
"style": {
"display": "=if([$Invitation] != '', 'block', 'none')"
}
},
{
"elmType": "button",
"customRowAction": {
"action": "setValue",
"actionInput": {
"Status": "Inviting",
"Events": "send invite clicked"
}
},
"attributes": {
"class": "ms-fontColor-themePrimary ms-fontColor-themeDarker--hover"
},
"style": {
"border": "none",
"background-color": "transparent",
"cursor": "pointer",
"display": "=if(([$Status] == 'New' && [$Interviewer] != '' && [$Interviewdate] != '' && [$Invitation] == ''), 'block', 'none')"
},
"children": [
{
"elmType": "span",
"attributes": {
"iconName": "Mail"
},
"style": {
"padding-right": "6px"
}
},
{
"elmType": "span",
"txtContent": "Send invite"
}
]
}
]
}
Conditional formatting for the Position column:
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{
"$schema": "https://developer.microsoft.com/json-schemas/sp/v2/column-formatting.schema.json",
"elmType": "div",
"style": {
"flex-wrap": "wrap",
"display": "flex"
},
"children": [
{
"elmType": "div",
"style": {
"box-sizing": "border-box",
"padding": "4px 8px 5px 8px",
"overflow": "hidden",
"text-overflow": "ellipsis",
"display": "flex",
"border-radius": "16px",
"height": "24px",
"align-items": "center",
"white-space": "nowrap",
"margin": "4px 4px 4px 4px"
},
"attributes": {
"class": {
"operator": ":",
"operands": [
{
"operator": "==",
"operands": [
"[$Position]",
""
]
},
"",
{
"operator": ":",
"operands": [
{
"operator": "==",
"operands": [
"[$Position]",
"Brand Manager"
]
},
"sp-css-backgroundColor-BgLightGray sp-field-borderAllRegular sp-field-borderAllDashed sp-css-borderColor-BlackText sp-css-color-BlackText",
{
"operator": ":",
"operands": [
{
"operator": "==",
"operands": [
"[$Position]",
"Data Analyst"
]
},
"sp-css-backgroundColor-BgLightGray sp-field-borderAllRegular sp-field-borderAllSolid sp-css-borderColor-BlackText sp-css-color-BlackText",
"sp-field-borderAllRegular sp-field-borderAllSolid sp-css-borderColor-neutralSecondary"
]
}
]
}
]
}
},
"txtContent": "[$Position]"
}
]
}
If time allows…
- Create a board view based on status
- Add error handling
This post is licensed under CC BY 4.0 by the author.