Flows designed to synchronize projects with your collaboration tool

  • Release version: Xanadu
  • Updated August 1, 2024
  • 2 minutes to read
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    Summary of Flows designed to synchronize projects with your collaboration tool

    This content describes the predefined flows available in the PPM Collaboration application that enable synchronization between ServiceNow project management and collaboration tools such as Slack and Microsoft Teams. These flows automate communication and team management by posting updates and managing project-related channels or groups based on project activities and statuses.

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    Key Features

    • Action Notifications: Posts messages to project channels or teams when high-priority actions (1-Critical or 2-High) are created or updated.
    • User Management: Automatically adds users assigned to project tasks to the corresponding Slack channel or MS Teams group.
    • Channel Archival: Archives project channels or teams after a specified number of days once a project is closed, running daily at 8:00 AM.
    • Change Request Alerts: Sends notifications for high-priority change requests created or updated.
    • Daily Project Status Updates: Sends daily messages summarizing the overall project status to the collaboration channel or team at 8:00 AM.
    • Decision, Issue, Milestone Updates: Posts updates for high-priority decisions, issues, and milestone closures.
    • Project Manager Changes: Manages membership of project managers in channels or teams by adding new managers and removing old ones if they have no assigned tasks.
    • Project Status Notifications: Posts messages when project states change to closed or when status fields or project managers are updated.
    • Risk Notifications: Alerts the team when risks with high or absolute probability are created or updated.

    Usage and Configuration

    All flows, except subflows, are inactive by default. To enable synchronization for specific actions, customers need to activate the relevant flows within the Flow Designer by filtering for the PPM Collaboration application.

    Customers can customize these flows according to their needs. For example, the scheduled time for daily status updates can be changed by editing the corresponding flow (e.g., changing 8:00 AM to 9:00 AM).

    These flows provide a structured and automated way to keep project teams informed and maintain collaboration channels aligned with project activities, improving communication and project management efficiency.

    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.