Tag Archives: Flow

Improving Communication Across a Multi Academy Trust with Microsoft 365 at PolyMAT

In this podcast episode on Microsoft 365 user adoption, we speak with Mark Guest, Director of Innovation at PolyMAT, a multi academy trust in Thamesmead and the surrounding areas.

Mark discusses how the trust uses SharePoint to improve communication across the schools and created dashboards with Microsoft Power Apps to save teacher time.

PolyMAT is a UK-based MAT made up of Woolwich Polytechnic School for Boys, one of the country’s largest boys’ secondary schools and its sister school Woolwich Polytechnic School for Girls.

Watch the full podcast episode here:



“My job as Director of Innovation has so many facets to it. I focus on how we can make the most of data, systems and technology in our schools to become more efficient and ensure we’re getting value for money,” Mark tells us.

PolyMAT has been working with Cloud Design Box since 2020, and they have created staff collaboration sites in SharePoint for each of the schools, plus the main one for the trust as a whole.

“Each page follows a consistent layout and includes relevant news, a calendar, announcements, Quick Links to things like policies, a class cover manager and information about room changes that are all pulled from SIMS,” Mark explains.

“We’ve also got an area where staff can ask questions and share feedback directly to the trust leadership team.”

The three calendars – one for the boys’ school, the girls’ school and trust are synced using Power Automate so that they always contain the correct, up-to-date information.

Staff can easily send out a quick announcement by filling out a form and selecting a target audience – this allows them to publish the information onto SharePoint and have the option to send an email to the right people.

“We’ve created a Senior Leadership Team (SLT) app that teachers can download to their phones. They’ll receive push notifications if a student is removed from a lesson or SLT is required.”

PolyMAT is also taking advantage of the endless possibilities of Power BI dashboards.

“Our various dashboards can be embedded into SharePoint and save teachers loads of time when they need to access information about their students quickly,” he shows us.

“An example is our Tutor Reports – they show things like attendance and punctuality, as well as the number of students who are off due to self-isolation and therefore need work to be provided while they’re learning from home.”

A specific example of the technology reducing admin time for teachers is gathering information about a particular student:

“A Head of Year may need to know who teachers an individual student. This job would typically take around 10-15 minutes to complete. Now, they simply bring up a student profile and can get the information in a couple of minutes.”

PolyMAT is committed to training and continuous development, always seeking feedback and helping teachers use the tools to save time and get back to teaching.

“Regular training is available, and we’ve got a long term plan to increase efficiency even further. For example, bring all our Power Apps into one place and relocating our resources in centralised document libraries that will get shared across the schools and trust,” he adds.

“As the trust grows and more schools join, we need to make sure that they have the same setup. During the pandemic, we’ve had a massive increase in using Teams and Microsoft 365, but if we don’t have structures in place and a long-term strategy, we won’t be able to sustain that level of usage. So we’re working with Cloud Design Box on a five-year plan to make sure we make the most out of this technology.”

If you would like to learn more about how we can help your school or trust, please contact a member of our team today.

SharePoint Virtual Summit 2017

The 2017 SharePoint virtual summit took place last week. The previous year had seen a brave new bold redesign of SharePoint into a modern experience. This year we had exciting new announcements building on last year’s vision.

New OneDrive and SharePoint Sync Client

The new version of OneDrive sync client will map out the entire contents of SharePoint and OneDrive libraries without syncing them across. Documents will only be synced when requested on-demand or when a document is opened and edited.

OneDrive Files On Demand

This is great news and solves two problems faced by OneDrive users:

  • Large OneDrive/SharePoint libraries consumed large amounts of local storage syncing across
  • Possibility of errors when large numbers of files synced at once

A new unified sharing interface will be rolled out across OneDrive and SharePoint for a simpler experience. This feature will also be available in windows explorer.

SharePoint Virtual Summit

Communication portals

SharePoint released a new experience team site last year. It has now matured with developers creating third party web parts using the SharePoint Framework. Microsoft have now released a new type of site called a communication portal. This site replaces the older publishing sites used for company intranets. Although the new site is responsive out-of-the-box, we can now apply custom branding and functionality extending this into a true intranet experience.

SharePoint Communication Portal

Integration with Flow and PowerApps

These two new Office 365 apps are gaining momentum as modern replacements for SharePoint Designer Workflows and InfoPath Forms Designer.

Microsoft Flow creates workflows that can integrate with almost any product including Google Calendar, Twitter, Slack and a whole host of other services. Flow will have tighter integration with SharePoint and Flows can be created directly from list views.

PowerApps empowers users to create useful mobile friendly apps with no code for SharePoint and OneDrive. This has now been extended to integrate directly into a SharePoint page. PowerApps can now act as the custom form for SharePoint list data. This was a task previously done using InfoPath Designer or custom code.

SharePoint with PowerApps and Microsoft Flow

There was also news of a more powerful personalised search and much more. You can read the Microsoft review from Jeff Teper here.

So, it’s another exciting year ahead for the SharePoint and Office community!

Saving Tweets to Excel using Microsoft Flow

Microsoft Flow is the new tool integrated with Office 365 which allows different services to interact. Such as social media providers like Twitter and Facebook or file sharing platforms like Dropbox, OneDrive and Google Drive, and many more services.

I wrote a blog post earlier this year about integrating machine learning tools and another post about syncing Google calendar data into SharePoint using Flow processes, but I thought I would get back to basics and provide a clear easy tutorial for Microsoft Flow newcomers.

In this example, I’m going to setup a Flow to put all the tweets made from the company (my) twitter account into an excel spreadsheet. This is a simple process but might be useful for keeping track of marketing or even leaving an audit trail of marketing activity by the social media owners within an organisation. The excel spreadsheet will sit in OneDrive for business but you can determine where you would like it stored.

To start, we are going to create a new excel spreadsheet with a table. In OneDrive for business, create a new excel spreadsheet called “tweets”.

Microsoft Excel Online

Add the following column headers:

  • Tweet Text
  • Location
  • Time

Select the column headers and in the insert menu, select “table”. This will make a new table in Excel which Flow can access to add rows.

Open Microsoft Flow. The Flow icon should be available in your Office 365 App Launcher if you have the licence enabled (alternatively you can just go to the website).

Search the templates for “Twitter”, and select the “Save tweets to an Excel file” template.

Microsoft Flow Templates

You will then be required to login to Twitter and Excel. When logging into Excel, make sure that you sign into OneDrive for Business with the correct account (otherwise you will get unauthorised access when trying to add rows). When both services are signed in, press continue.

Twitter trigger

In the twitter trigger, add the twitter account name to the search text box. This will fire off the process when that account tweets.

Excel action

In the insert row action, find the tweets excel spreadsheet in your OneDrive for Business by using the folder icon. The table will appear automatically under the Table name drop down. You can then select each column and add the appropriate tweet field.

Save the Flow and check that it is enabled.

In twitter, send a tweet from your account.

Twitter tweet

The Flow will run every 60 seconds, you can check the runs by clicking on the “i” icon next to the Flow and then filtering by “Checks (no data)”. After a couple of minutes, your spreadsheet should be updated with the tweet data!

Excel populated with tweets from MS Flow