CIAOPS Need to Know Office 365 Webinar–December 2017

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The last Office 365 webinar for 2017, oh where has the year gone, is now scheduled. Not a lot of time this month when you take holidays into consideration but hopefully you can attend. The session will have news plus updates as well as deep dive into Microsoft Flow, which is the automation engine built right into Office 365. I’ll show you how to use Flow to start automating all those repetitive processes.

You can register for free at:

December Webinar Registrations

The details are:

CIAOPS Need to Know Webinar – December 2017
Thursday 21st of December 2017
11am – 12am Sydney Time

All sessions are recorded and posted to the CIAOPS Academy.

There of course will also be open Q and A so make sure you bring your questions for me and I’ll do my best to answer them.

The CIAOPS Need to Know Webinars are free to attend but if you want to receive the recording of the session you need to sign up as a CIAOPS patron which you can do here:

http://www.ciaopspatron.com

or purchase them individually at:

http://www.ciaopsacademy.com/

Also feel free at any stage to email me directly via director@ciaops.com with your webinar topic suggestions.

I’d also appreciate you sharing information about this webinar with anyone you feel may benefit from the session.

When good Flows go rogue

At about 2.15am local time this morning, two Microsoft Flows in my Office 365 tenant went rogue and started blasting select email addresses with continual emails.

The two Flows in question I used to handle registrations for my regular monthly webinars. You can read more about how I created these here:

Using Microsoft Flow for event confirmations

Basically, they are triggered by a submission from Typeform. They then send the registrant a confirmation email as well as writing the details to a SharePoint list. These Flows are linear and incorporate no looping. These Flows had run successfully for over 12 months and had not been edited, changed or even viewed in a few weeks.

However, at approximately 2.15am local time, both of these Flows started to execute repeatedly sending hundreds of emails to a select group of people who had previously registered for the webinars.

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The above shows a very small sample of the the sent items from the mailbox in question.

The mailbox sending out the emails from the rogue Flows was not my production mailbox so when I checked my production inbox just before 6 am local time when I awoke, I was quickly made aware of the issue from various people.

I immediately logged into the tenant with the rogue Flows and disabled the Flows but emails continued to be sent. I then went in and deleted the Flows but email continued to be sent. I therefore went in and created an Exchange transport rule to prevent that mailbox from sending anything further.

At that point the emails stopped being sent. In hindsight, that could have been from exhaustion of emails queued to be sent upon disabling the Flows. Whatever the reason, outbound emails had apparently stopped.

I immediately then logged a support request with Microsoft to confirm that the rogue Flows where not still running in the background, even though I had deleted them.

My request was escalated to the SharePoint Team who look after Flow. All the details of my situation were recorded and verified via a screen sharing session.

With the Exchange transport rule still in place I looked at the Flow Admin and found:

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I then downloaded the CSV file to get more details and found:

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The two rogue Flows had each run almost 5,000 times. Clearly an issue.

At this stage Microsoft is still investigating the issue behind the scenes and I have removed the Exchange transport rule and confirmed emails are not being sent. Thus, it appears the rogue Flows have ceased.

What is interesting here is that the Flows that went rogue were only designed to run once someone completed the online Typeform. However, overnight they decided to run over and over again obviously caught in some sort of loop.

My guess as to the cause is that the Typeform connector used with Microsoft Flow received some type of update causing it to replay previous registrations over and over. The strange part is the fact that it kept repeating even though it was never designed to loop.

I am sorry to those people who received over 600 emails from me due to this issue and if it keeps happening or reoccurs please contact me asap and let me know.

With both Flows now deleted I am going to have to rebuild them but the question is how (can?) I prevent something like this happening again?

My current thinking is that I move the registrations to their own dedicated email box that I can, in the worst situation, completely delete if needed. I also need to work out some sort of rule that prevents constant email being sent if they exceed a threshold (say 10 emails in 10 seconds) and take appropriate action.

I’ll have to have a think about how (or if) I can do this and how I go about creating and monitoring any new Flows I create. I welcome any suggestions people might have on how I can prevent a recurrence.

A painful example of what happens when automation breaks.

Introduction to Microsoft Flow

Microsoft Flow is way to automate your business processes. It is way that you can connect to both cloud and on premises services and trigger actions and results.

The above presentation is one that I recent provided to the SharePoint Users Group in Sydney that I re-recorded to make available publically.

If you want the slides they can be found here:

https://docs.com/d/embed/D25190739-0716-1916-3610-001758080412%7eMd4186d87-61d5-259a-4d26-00a8bd86cfff

 

https://doc.co/6DSLKk

Using Microsoft Flow for event confirmations

One of the handy features that many third party webinar products provide is the ability for people to register on a web page and then receive confirmation of that registration via email. Unfortunately, if you are looking to run a public Skype for Business meeting this feature is currently not really available. However, Office 365 does provides some tools that allows you to build an even more powerful solution than the one provided by third parties

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The tool to do this with is Microsoft Flow, which you can access via:

https://flow.microsoft.com

You can then login with your Office 365 credentials.

If you then select the My Flows option from the menu bar in the top left you should see a screen as shown above. Here select Create from blank.

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Flow allows me to connect to external web services such as Typeform, which is what I have used to create the public registration page. Basically, the Typeform registration will ask for First Name, Last Name and Email address.

I can search for the service I wish to use in the box as shown above. In this case I enter typeform.

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I’ll need to authorise and connect to that third party web service. In the the case of Typeform, I’ll need to locate and insert the API key from my Typeform account into my flow.

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Once the service is connected to my flow I can select the registration form I’m going to use to capture my data. Here, I’m using an existing Typeform form called “Flow demo” which I can select from a drop down list of all the TYpeforms I have set up.

This flow will start when a new response is submitted to this form.

Now select the + New step button below.

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From the items that appear, select Add an action.

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From the search box that appears I enter “Office 365” and select the Send an email option as shown.

You may need to authorise the connection to email but once that is done you will see the fields To:, Subject and Body that you can now fill.

I can now insert dynamic content into these regions. Dynamic content effectively means fields from the connected services. which appear on the right that I can now select.

So, I click in the To: field in the flow and then select the appropriate question from the Typeform form on the right that will yield the register’s email address. Thus, I will be sending a reply email to the registration email address that was collected from Typeform.

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I then complete the rest of the information I want to go out in the confirmation email as shown above.

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Now, here’s where Flow is superior to other third party registration services. I have a custom list in my Team Site that I also want to populate with the registration details so I have a copy. This list is just the name and email address as you see above.

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I go back to my flow and Add an action again.

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Into the search box that appears I enter “SharePoint” and select the option Create item that appears.

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I now enter the Team Site URL and the list within that Team Site I want to populate from Typeform.

You will then see the fields from that list appear (here Email and Name), which again I can now populate with dynamic content from Typeform.

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I could continue on and add more steps if I wanted but I’ll now give this Flow a name and select the Create flow option in the top right to save the changes and activate the automation.

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Now one of things that you may get is an error like the above. From what I understand, this is telling you something about the dynamic content, in my case Typeform, isn’t quite right. I’ll need to do more digging to understand why this happens but if it does you’ll need to debug your flow.

In may case, for some reason, Flow doesn’t like the Typeform First name or Last response, which is weird as the email response is fine. Something I need to investigate further. For the time being I simply deleted these Typeform fields from my flow.

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If all is good you should receive a message like that shown above and you can select the Done link on the right.

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The flow you just created should now appear in My Flows as shown above. You can view, edit, disable and track the flow from here if needed.

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So if I now go and complete the Typeform registration, it should kick off my flow.

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If I look at the status of my flow I indeed see it has executed successfully as shown above.

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If I now check my Team Site list I can see that item has been added as shown above.

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The person registering has also received an email (above),

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and I also have a the sent item in my inbox as seen above.

So there you have it, a pretty quick way to create a registration confirmation process with the added benefit of saving registration information into a Team Site list.

There of course limits to what can be done with Flow at this stage but it is improving rapidly and I am keen to spend more time with the service to improve my knowledge because it provides a great opportunity to automate business processes. The ability for Flow to connect to third party applications like Typeform shown here is where the real power lies I believe.

I look forward to the continued improvement in Flow and suggest that if you have Office 365 you should start looking at it to help automate more of your business.

Answering common questions with Office 365 Part 3

This is the third article in a series of typical customers questions around Office 365. These questions were part of presentation I did with two other resellers at the Australian Microsoft Partner Conference in 2016. You’ll find the first part of the series here:

Answering common questions with Office 365 Part 1

Answering common questions with Office 365 Part 2

The question for this article is:

My team has to manage a lot of documents for a lot of clients and we have trouble working effectively with this information when you also combine it with data from email and other sources. How can Office 365 be used to allow my business to be more effective with the information we are producing?

There are so many ways that this question can be answered with Office 365. Consider the following as simply an overview of what is possible.

The most important thing to appreciate about Office 365 is that all the information you put in there is searchable. The results from any search are ‘security trimmed’. That means you only see results that you have access to view.

For most users Delve provides a single pane of glass across nearly all of your Office 365 services.

How can I find people and information in Office Delve?

I have written articles about the importance of Delve but this one probably sums up things best:

Delve should be the centre of your Office 365 universe

Delve is available across all Office 365 suites and if you haven’t as yet looked at it then start here:

Introducing Office Delve

Powered by Officegraph

What is Office Delve?

How does Office Delve know what is relevant to me?

Also importantly, you can get Delve on your mobile devices:

Introducing Office Delve Mobile Apps

as well as you Windows 10 desktop:

Delve on Windows 10 app

Most Office 365 users also get a personal location called OneDrive for Business in which they can store all their documents.

What is OneDrive for Business?

They will get around 1TB of space into which they can store and share their personal files. This means they can move information stored on their local desktop, PC, USB drives, etc into a secure location that only they have access to and that they can share from with others, inside and outside the organisation if they want. It is important to note that OneDrive for Business is not designed as a file server replacement, it is designed for personal use. SharePoint Team Sites and Office 365 Groups are more the locations for information that needs to be shared with a teams of people.

There are many other products that do personal file sharing but here’s an overview of why OneDrive for Business is a superior technology.

Why OneDrive for Business

Given that Office 365 is much more than just emails and file storage I’d recommend you review my article:

Where to put data in Office 365?

to give you a better idea of what all the options are.

Now I mentioned Office 365 Groups as another location in which you can save your information. Office 365 Groups is great if you simply need an email distribution and single place to store common files. For a better idea of what Office 365 Groups are all about have a look at:

Office 365 groups: A quick tour of new user and admin experiences

If you then needs to add tasks to your collaboration you should have a look at Office 365 Planner:

Get started quickly with Microsoft Planner

However, if your needs exceed the functionality of both Office 365 Groups and Planner then it is time to consider SharePoint Team Sites for a fully blown ‘intranet’ style experience.

What is SharePoint

Getting started with SharePoint

Remember, that everything you put into a SharePoint Team Site is searchable, including the text inside documents. Team Sites allow you to create a hierarchical structure much like a file server but add in collaboration features like calendars, wikis, lists, etc.

You can get more functionality by using ‘metadata’ to tag your information to make it easier for your users to filter and sort.

Create managed metadata column

Set up metadata navigation for a list or library

The great thing is that you can customise your metadata to exactly suit your needs.

Another service available to Enterprise Office 365 Plans is a private video portal called Office 365 Video. In here you can place and share videos with your team. This is a great place for training resources as well as recordings from Skype for Business.

Meet Office 365 video

Manage your Office 365 video portal

You can also embed these videos directly into your SharePoint Team Site quickly and easily.

Another member of the Microsoft Cloud family is CRM. This allows you to manage contacts, sales, etc. but will soon also allow you to manage your financials thanks to the recently announced Dynamics 365.

Dynamics 365

Turning business process into business advantage for organizations everywhere

The big advantage these additional Microsoft Cloud products provide is the fact that access is governed by the same login users have for Office 365. This provides greater integration and management that few other services can match.

Another location that your team can collaborate together is in Yammer. Yammer provides an enterprise social network to share information publically which has so many benefits to the business. I’ve outlined many of these here:

The Business of Yammer

Don’t forget also that many Office 365 suites provide your users with the latest Office desktop software on their PC’s, Macs and mobile devices. They get at least 5 installation on each platform to ensure that everyone has the same version of the software. As an Office 365 subscriber you receive continuing free upgrades to this software automatically so you don’t need to worry whether everyone has the ‘latest’. They will.

Finally, Office 365 is also going to provide you the ability to automate your business process and information via a number of different tools such as:

Microsoft Flow

Microsoft Powerapps

SharePoint Workflows

In summary, Office 365 gives a lot of ways to manage and work more effectively with your information. It also provides you with the opportunity to improve the way you work today, become more effective and save time. It really is a single platform dedicated to better information management, accessed via a single login that is always constantly evolving and improving. In short, Office 365 is more than email and file storage, it is a full suite of productivity services to help your business better manage your information.

Watch out for the answers to more common questions with Office 365 coming soon.