April 29, 2020

Automate External Workflow using TeamsHub by Cyclotron

Introduction

Though cloud-based enterprise solutions revolutionized workplace collaboration, there are various challenges that organizations face related to external collaboration. This is so because while collaborating with external partners, incoherent business processes may coincide. In this article, we take a look to automate external workflow using TeamsHub by Cyclotron.

TeamsHub by Cyclotron automates site provisioning, allows to add team requests, and create teams. However, business clients may have different scenarios or processes which TeamsHub by Cyclotron can’t accommodate. For example, some may prefer team requests to go through multiple rounds of approval whereas some may use their own tool to create site requests.

Therefore, to ensure smooth cooperation with clients, TeamsHub by Cyclotron easily integrates with external applications like Microsoft Flow, PowerApps, etc.

Furthermore, let us discuss the technicalities to automate external workflow using TeamsHub by Cyclotron in the next few sections.

Enabling External Workflow

The prerequisite for enabling external workflow in TeamsHub by Cyclotron is –

Site Provision Settings -> Enable External Workflow – Set Yes

Site provisioning

This process allows site provisioning requests and approvals from external systems.

Also, on enabling or disabling external workflow, you can expect the following functionalities in these two cases:

Enable External Workflow – Yes

  • Sending request – user can send request externally or using TeamsHub by Cyclotron
  • Approving request – only external systems can approve request

Enable External Workflow – No

  • Sending request – user can send request externally or using TeamsHub by Cyclotron
  • Approving request – only TeamsHub by Cyclotron can approve request

Connecting with External Systems

TeamsHub by Cyclotron exposes site provision APIs as custom connectors to external partners. To register for custom connectors, administrator generates API Keys. The prerequisite for generating API Key is –

Settings -> General Settings -> API Key Management -> Key Name – External Site Provisioning

Thereafter, administrator passes API Keys on to the external party. Using this key, external party initiates request by calling custom connectors. As the request is provisioned, Team Requests on the left side menu bar starts reflecting it.

External Workflow Requests

Henceforth, under Team Requests, as an administrator, you can view and track all team requests. On clicking Team Requests, you will see the list view of all team requests under Pending Approval. It will display the following columns:

  • Title – It specifies team name
  • Type – It specifies if the request is for a team or site
  • Site Template Type – It specifies if the SharePoint request is for a communication site, team site or classic team site
  • Status – It specifies the current request status message
  • Requested By – It specifies the requester ID
  • Requested Date – It specifies the date when a request is created

Furthermore, on disabling external workflow, you can manage requests by approving, rejecting or updating them. But on enabling external workflow, you can only update them if there occurs an error. To do this, click on the title of the team and modify the request details wherever necessary.

External Workfow Request

In automated approval process, a request undergoes multiple checks in sequence. And therefore, it shows various status change notifications before final approval.

So, when external workflow is enabled or disabled, you can see the following request status change in these two cases:

Enable External Workflow – Yes

Request Status:

  • After sending the request – > Requested
  • On approval of request from external environment -> Pending
  • When flow picks up the request for processing – > In Progress
  • Once the Team /Site is created – > Approved
  • If any error occurs while approving request – > Error (admin can edit invalid value(s) and update error request)

Enable External Workflow – No

Request Status:

  • After sending the request – > Requested
  • On approval of request -> Approved
  • If any error occurs while approving request – > Failed (admin can edit invalid value(s) and approve/reject request again)

Summary

For seamless sharing and collaboration with external teams, organizations need a perfect tool that can synchronize data and systems. Luckily, TeamsHub by Cyclotron automates external workflow to facilitate secured information exchange, as one dedicated collaboration suite.

For more information on TeamsHub by Cyclotron please visit our blog or our main site at https://teamshub.io

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