GigJam a first hand review and and how it works #Office365 #GigJam

GigJam is build on the philosophy of “Who sees what”, basically as Microsoft says “It’s your Gig”. You can share documents , information, calendar etc. with set of people, it’s different in the aspect that you can decide what part of a document you want to share with whom.

You can decide how much information, part of a document needs to be shared and also for how long. This is quite powerful if you want to take an opinion about something but you don’t want to share all the information yet or you want to share some part of a documentation with customer but not the whole document.

Let’s dive in to find out how it works, first of all to have GigJam it should have been enabled by your Office 365 Admin. Strangely in Microsoft documentation on this page Enable GigJam it says you need to go to Settings –> Services & Add.ins but in Office 365 Admin that is not the way it is.

You have to go to Settings –> Apps as shown below

enablegigjam

Once done you need to download GigJam, you can download it on Windows 8 or later, MAC and iOS devices from here Download GigJam.

Once download you can install and login via your Office 365 account, you will see blank canvas like screen as below

gigjamhomescreen

It has an add symbol on right bottom, speak button as you can also instruct GigJam to work for you and also hamburger menu on top left.

By default date is selected as GigJam title, plus symbol is used to add content (card) and you have variety of selection available viz Gmail, OneDrive etc. the list is extensive which is quite good.

plusgigjam In this case I am selecting OneDrive for Business and I will add some document from there, you will have to login as in when you select a Card or you can also predefined Sources.

carddetailsgigjam sourcesgigjam

Select a document which you would like to share as Gig and then use the G symbol at top to mark what you want to share. The document has multiple pages but I am gonna share only some part of it. You can send to any valid email address of Microsoft or Gmail, the user just needs to have GigJam installed. Here I am sending to Gmail addresses.

sharegigjam
Share GigJam with users and mark what you want to share

Once you click send button you can select if you would like to share for 24 hours or only view or work with you on this.

ShareOptions.PNG

Once sent user will get an email like below

gigjamemail When you Jump In the Gig will open, you will have option to put in comments which other user can see, it also shows that it will expire in 24 hours.

So this is how it works, it can very useful for business as we always get questions like this from business to share information from outside organization and also limited information. User Interface is intuitive and easy to use. Since it works with Google account as it’s a great plus.

 

 

How to submit a Flow in template Gallery ?

You can also submit a Flow as a template to template Gallery. Once approved it will be visible for everybody to use. What you need is a descriptive name and good description about it.

You can submit Flow created from Blank or a modified one created from template. Note that Microsoft may modify your template before it gets published.

To submit first you need to create a Flow first, you can learn how to do it from this post Microsoft Flow – Create from blank . Once done select “Done” and then you will see option to Submit to gallery.

submiastemplate

submittogallery

Once clicked you need enter good description and submit it. If Microsoft think it’s worthy enough they will make it available.

descriptiontemplate

PowerApps first look! Create a simple PowerApp

PowerApps is a new feature to create Apps quickly and with limited efforts. In this simple example I am going to create an App based on a custom list of SharePoint. List is as below

claimlist

Idea is to create an App for users to approve or reject claims logged by users, so we have a simple list which stores description and amount. In the App Approver has option to reject or approve claims.

Now in new version of SharePoint Online User Interface you have the option to create an PowerApp from the list so we will use that. Click on PowerApps and Create an app. Pick a name for the App, we have chosen ClaimApp.

createpowerapp powerappname

Once you click create, App creation will start a new window of browser will open. Note that now PowerApps can be created using browser based studio. Widows studio is still available which we will look later in other blog post.

This will create the basic App and show you in the web studio of PowerApp as below.

powerappstudio

The studio has different elements on top, right and left. First you will see the Browsescreen1 in which elements can be selected. As you can see I have selected an element which is visible on right side.

browsescreen

You can take away elements as we have taken away all except Claims title, there are other screens for Edit as well which can be selected from left side. Here is a screen shot for Detail Screen and Edit Screen

detailscreen editscreen

As you can see all the useful screens are already created. This can be published as is to work for end users. The other options of the studio will be discussed in another post. Now let’s see it in action.

You can do a preview by using F5 or play button at top right. You can save the App from File menu and then run it from List view option

runpowerappopenpowerapp

Click open and the App will open in a new tab.

appscreen viewappscreen EditScreenPowerApp.PNG

PowerApps can be downloaded to mobiles and Windows 10 laptops. Once downloaded it works as a mobile App. The main PowerApps mobile App will show all available Apps for your organization and you can download to run required ones

appspowerapp

Once downloaded it will work the same way as it was working the same way on web.

So this was a glimpse of PowerApps and how easy it is to create an App. Next we will explore studio more and perform customization.

 

 

 

 

 

 

Microsoft Flow – Advanced mode options #SharePoint #MicrosoftFlow

Microsoft Flow User Interface is quite simple and intutive but it still gives you an advanced mode to write scripts, we are going to have a glimpse of it.

Advanced mode is available when you have applied condition.

msflowconditioneditconditionmsflow

One example is below, lessorequals is the conidion, Budget is the column name and 100000 is the compare value

@lessOrEquals(triggerBody()?[‘Budget’], 100000)

More complex conditions can be written using Workflow Defintion Language.

More examples

@contains(triggerBody()?[‘Budget’], 100000)

Bascially advanced mode needs to be used when you want to satisfy multiple conditions as User Interface only allows Single condition

One example is below, here we are matching Tweet text with multiple hashtags which uses an OR condition

@or(contains(triggerBody()[‘TweetText’], ‘SharePoint’), contains(triggerBody()[‘TweetText’], ‘Office 365’), contains(triggerBody()[‘TweetText’], ‘OneDrive’))

In case you need more help on this or other SharePoint issues please contact us via our Contact Us page or via our Facebook page or via Twitter

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Microsoft Flow – Create from blank

Microsoft Flow is a powerful visual workflow creator which helps to create processes and tasks. User Interface is simple and intuitive, let’s see an example

In this example I am going to create Flow from Scratch and not use any template. Template usage has already been shown in another Post.

Example we are going to implement is quite simple, user will add a item with Budget and Description. Based on the budget we will send email to different set of users for approval.

First step is to create a simple list with column Title, Budget (Currency), and Description (Multiline text). To create flow from scratch click menu “See your flows” and not Create a flow as it will ask you to select a template.

budget

Here you can see all your flows and also create from blank, click on it and you will get to flow creation page, next step is to select a trigger for the Flow. You have ample trigger points available but in this case we will select List item creation

craeateflowfromblankbudgetemail

Now you need to enter your SharePoint site URL and select the list for which you want to create flow and add next step which will be a condition in case but for yourself you can select any step as per your needs.

flowaddcondition

Here we added a condition that if Budget is greater 100000 Kr then send email to another person and if less than to send another person. There are mutiple things happening here, you add condition and you also look for actions based on that. You can also Dynamic content like column values from List like Budget

dynamiccontent

Since we are trying to keep it simple our flow is done and we will Create flow on top to publish it and then we can see it in action

You also have some options of Advance edit and also add further conditions, apply to each , do until and a new scope which we will explore in another post.dynamiccontent

Once create click Done and your will flow is ready to use.

Now let’s see this in action!

Add a new item which has budget more than 100000 Kr. Once added I should get email on my Gmail as described in Flow.

newitembudgetbudgetemailsent

Wallah! I got an email and also unsubscribe option is already added which is kind of cool!

You can also how your flow in doing my going to My Flows and see details if it has succedeed. If you clock information icon on right you will see more details, also click on any flow which has run and it will show which steps has been a success or failure.

So that’s it for now, you can see how easy and intutive is to create Flow.

 

 

My tryst with Microsoft Flow!

Microsoft Flow is a new feature available in Office 365 and very soon it will be on-prem version as well

Microsoft Flow seems to be powerful and simple to use worklfow (Processes , Tasks) creator.  It has ability to integrate with different systems like Twitter, Another list, Outlook, Office 365, OneDrive etc.

Currently it has seevral templates available for to be used or you can create a own one also from scratch

https://flow.microsoft.com/en-us/templates/

In this example I will create a flow which will integrate simple SharePoint list with Twitter. We will store each tweet which has keyword “SharePoint” in it.

  1. Create a custom SharePoint list called Store Tweets and rename the Title column to Twitter details
  2. Once created use the Flow menu to create the flowStoreTweets.png
  3. Select the highlighted template                                      TweetApp.PNG
  4. Once selected you will be asked to connect / sign in to your SharePoint and Twitter account. You also have the possiblity to connect a on-premise SharePoint via Gateaway which needs to have Gateway Installation and also connection with Azure for authentication, more details in another post                                                                                    FlowAppInte.PNGgateway
  5. Once done continue and select the hashtag which you want to look for , I have selected SharePoint, you have the ability to extend this template to add more steps. flowtweet
  6. Click Create Flow on the top and now when a tweet is made which has word SharePoint will be stored in List data. Flow is always running and from manage flow menu in list you have the ability to stop it, modify or delete it
  7. Now you can see Tweet has started to come in listtweetstore

The real power of Flow lies in the template it has and different templates you can create. Above example is a very simple one but if you can understand this it’s application are huge like you can use this for data capturing for analysis later etc.

Next step will be to create a Flow from Scratch which is for another Rag 🙂

 

 

 

 

Excel Survey in Office 365

As lot of you might have seen already that look and feel of Library has been changed in Office 365, have a look below

doclibnewlook

But I am writing today about Excel Survey which I think is quite useful and simple to use. Click the new button at top and you will find a option called Excel Survey. It will ask you to enter questions and options which is quite intuitive. Just add questions as per you wish and select differnt column types to make a real good survey.

excelsurveyoption addquestion

I just added one question as example, good part is that you can Share Survey and it can be accessed by Guest Contributors as well.

Click Share Survey at bottom and link will take you to a nice User Interface to take the survey. All data gets stored in excel automatically

sharesruveysurveyuisurveydata

The only issue I found out was that when you share first time you get a link which takes you to the survey but next time if you want to open excel and share you will get link to normal online excel. Probably it will be sorted out later