Flows designed to synchronize projects with your collaboration tool

Release version: Washingtondc

Updated February 1, 2024

2 minutes to read

Summarize

Summarized using AI

Summary of Flows designed to synchronize projects with your collaboration tool

This guide outlines the flows created for the PPM Collaboration application in ServiceNow, which synchronize project updates with collaboration tools like Slack and Microsoft Teams. These flows help enhance project communication by automating notifications based on critical actions and statuses within your projects.

Show full answer Show less

Key Features

Action Notifications: Automatically posts messages to the project channel when Actions, Change Requests, Issues, or Decisions with high priority are created or updated.
Daily Updates: Sends a daily project status update at 08:00 AM to keep team members informed of progress.
User Management: Automatically adds or removes users in project channels based on their roles, ensuring relevant team members are always included.
Archiving Channels: Archives project channels or teams based on the project's status after a specified number of days.

Key Outcomes

By enabling these flows, you can streamline communication regarding project status, ensure timely updates for critical changes, and manage team memberships effectively. Most flows are inactive by default, allowing you to activate them as per your project needs. You can also customize flow configurations, such as changing the timing of updates, to better fit your team's workflow.

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.