Flows designed to synchronize projects with your collaboration tool

  • Release version: Australia
  • Updated March 12, 2026
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    Summary of Flows Designed to Synchronize Projects with Your Collaboration Tool

    This document outlines flows created for the PPM Collaboration application, enabling integration with Slack and Microsoft Teams. These flows allow users to synchronize project updates and notifications, enhancing collaboration and communication within project teams.

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    Key Features

    • Action Notifications: Automatically posts messages in Slack or Teams for critical actions, change requests, decisions, issues, and milestones.
    • User Management: Adds users assigned to project tasks to the corresponding project channel or team in Slack or Teams.
    • Archiving: Automates the archiving of project channels or teams after a project is closed.
    • Daily Updates: Sends daily project status updates at a specified time, defaulting to 08:00 AM.
    • Risk Notifications: Alerts team members about newly created or updated risks with high probabilities.

    Key Outcomes

    By enabling these flows, ServiceNow customers can ensure timely communication of critical project updates, enhance team collaboration, and manage project-related notifications efficiently. All flows are inactive by default and can be activated as needed. Customers can edit existing flows to customize notifications, such as changing the time for daily updates.

    Understand the flows designed for the PPM Collaboration application so that you can edit the configurations as required.

    Table 1. PPM Collaboration flows
    Slack Flow [Name] Microsoft Teams Flow [Name] Description
    Action Slack

    [action_slack]

    		 Action Teams

    [action_teams]

    		 Posts a message to the project channel or team whenever an Action is created with priority 1-Critical or 2-High or if the priority of an existing Action is updated to 1-Critical or 2-High.
    Add Assigned Users To Channel

    [add_assigned_users_to_channel]

    		 Add Assigned Users To MS Group

    [add_assigned_users_to_ms_group]

    		 Handles adding the users in the Assigned to or Additional Assignee list fields of the project tasks to the project channel or team.
    Archive Project Channel

    [archive_project_channel]

    		 Archive MS Group

    [archive_group]

    		 Handles archival of the project channel or team based on the count of number of days from which the project is moved to a closed state. This flow is set to run daily at 08:00 AM.
    Change Request Slack

    [cr_updated_slack]

    		 Change Request Teams

    [change_request_teams]

    		 Posts a message to the project channel or team whenever a Change request with priority 1-Critical or 2-High is created or if the priority of an existing Change request record is updated to 1-Critical or 2-High.
    Daily Project Status Slack

    [daily_project_status]

    		 Daily Project Status Teams

    [daily_project_status_teams]

    		 Triggers a message about the overall status of the project to the project channel or team everyday at 08:00 AM.
    Decision Slack

    [decision_updated_slack]

    		 Decision Teams

    [decision_teams]

    		 Posts a message to the project channel or team whenever a Decision with priority 1-Critical or 2-High is created or if the priority of an existing Decision is updated to 1-Critical or 2-High.
    Issue Slack

    [issue_updated_slack]

    		 Issue Teams

    [issue_teams]

    		 Posts a message to the project channel or team whenever an Issue with priority 1-Critical or 2-High is created or if the priority of an existing Issue is updated to 1-Critical or 2-High.
    Milestone/KeyMilestone Slack

    [milestonekeymilestone]

    		 Milestone/KeyMilestone Teams

    [milestonekeymilestone_teams]

    		 Posts a message to the project channel or team whenever a Milestone or a Key Milestone task is moved to the closed state.
    Project Manager Changes Slack

    [project_manager_changes]

    		 Project Manager Changes MS Teams

    [project_manager_changes_ms_teams]

    		 Handles adding the new project manager as a member to the project channel or team. This flow also checks if the user who was the old project manager is assigned to any project tasks and if not assigned to any task, removes the user from the channel.
    Project Status Slack

    [project_status_slack]

    		 Project Status Teams

    [project_status_teams]

    		 Posts a message to the project channel or team in the following three scenarios:
    • State field is updated to Closed Complete, Closed Incomplete, or Close Skipped states
    • Status fields is updated
    • Project manager changes for this project
    Risk Flow Slack

    [risk_created_slack]

    		 Risk Flow Teams

    [risk_created_teams]

    		 Posts a message to the project channel or team whenever a Risk with probability High or Absolute is created or if the probability of an existing risk is updated to High or Absolute.

    All the flows, except the subflows, are inactive by default. Enable the collaboration between PPM and Slack or Microsoft Teams for a specific action by activating these flows. You can view all these flows by navigating to Flow Designer > Designer and filtering the flows by the PPM collaboration application. For more information, see Activate a flow.

    If you want to update the configuration for any of these flows, you can edit them. For example, if you want to update the time of daily status update from 8:00 AM to 9:00 AM, you can edit the Daily Project Status Slack [daily_project_status] or Daily Project Status Teams [daily_project_status_teams] flow. For more information, see Edit a flow.