Flows designed to synchronize projects with your collaboration tool

Release version: Yokohama

Updated January 30, 2025

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Summary of Flows designed to synchronize projects with your collaboration tool

This content describes predefined flows in the PPM Collaboration application that integrate ServiceNow projects with collaboration tools like Slack and Microsoft Teams. These flows automate notifications and user management within project channels or teams, enhancing real-time communication and project visibility.

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Key Features

Action Notifications: Posts messages when project actions with critical or high priority are created or updated.
User Management: Automatically adds users assigned to project tasks to the corresponding project channel or team, ensuring relevant team members stay connected.
Project Channel Archival: Archives project channels or teams after a specified number of days once the project is closed, maintaining workspace hygiene.
Change Request Alerts: Notifies the project channel or team of high-priority change requests created or updated.
Daily Project Status Updates: Sends daily messages at a scheduled time (default 8:00 AM) summarizing the overall project status.
Decision and Issue Notifications: Posts alerts when critical or high priority decisions or issues occur within the project.
Milestone Closures: Sends notifications when milestones or key milestones are closed.
Project Manager Updates: Manages membership of project managers in channels or teams, adding new managers and removing old ones if they no longer have task assignments.
Project Status Changes: Notifies the team when project state or status fields change, including project closure scenarios.
Risk Notifications: Alerts the team when risks with high or absolute probability are created or updated.

Practical Use and Configuration

All flows (except subflows) are inactive by default. To enable collaboration integration, customers must activate the relevant flows in Flow Designer by filtering for the PPM Collaboration application. Flows can be customized to fit specific needs, such as changing the timing of daily status updates or modifying message content.

These flows support seamless synchronization between ServiceNow PPM projects and collaboration platforms, ensuring teams are promptly informed and appropriately connected across project milestones, risks, actions, and changes.

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.