With Microsoft Power Automate, you can automate repetitive process steps between different tools and Meisterplan. This minimizes data maintenance and allows you to focus on more important tasks.

• What Is Microsoft Power Automate?
• Prerequisites
• Get Started
• Possibilities with Meisterplan and Power Automate
  • Notify Project Managers of Project Changes
  • Notify Project Managers of Project Approval
• How do Triggers Work?
• Templates for Meisterplan Flows

What Is Microsoft Power Automate?

Microsoft Power Automate is a service that allows you to create automated workflows between different tools. Meisterplan’s Power Automate Connector makes it easy to integrate with the tools your teams use.

If you haven't used MS Power Automate yet, you can learn more here.

Prerequisites

Meisterplan:

You need to have the Access Meisterplan APIs and Connect External Applications right to use this feature. When setting up a flow, you have to give Power Automate one time access to your Meisterplan account. You can find this i nthe left sidebar under Connections:

The flow responds to the rights you have in Meisterplan. For example, if you don't have the Access Financial Data user right, you cannot create a flow that is related to this right.

You can access an overview of which tools have access to your Meisterplan under My Profile > Manage Apps > App Access. You can revoke this access at any time. 

MS Power Automate:

You can access Power Automate with a Microsoft Office Subscription (for example, through your organization). You also need the license for Premium Connectors to use the Meisterplan Connector.

Otherwise, you can register and set up your first flow at https://powerautomate.microsoft.com/en-us/.

Sharing and Transferring Flows to Other Users
You can share Power Automate Flows with other users (thus also making them owners). All owners can delete other users and change log-in information. This is especially helpful when the creator of the flow leaves your organization. Learn more in the Power Automate documentation.

Get Started

Open Power Automate and click +Create in the left sidebar. Then, click Build your own. Select a trigger in Meisterplan and at least one triggerable action in your external tool, or vice versa.

How Triggers Work

A trigger is an action that starts (or triggers) a workflow. It is the start of each Power Automate flow. Triggers can be a multitude of actions. For example, a trigger can be activated when a project in Meisterplan is moved. Essentially, a trigger is a condition that, when fulfilled, starts the execution of a process. You can decide which actions will be triggered in other tools in your Power Automate flows.

Below, you can find an overview of available triggers.

How Actions Work

An action is what happens once a Power Automate flow has been started. Actions are specific tasks that your flow automatically performs, like adding a resource or updating the duration of a project. You can set up multiple actions in one flow. This can work, for example, when an action is trigged by a change in a project in a different tool; the change can update the project in Meisterplan, and then send a notification to a Microsoft Teams channel.

Examples for Power Automate Flows with Meisterplan

In the following examples, you'll find ways you can automate your processes between Meisterplan and external tools.

Notify Project Managers of Project Changes

When a project changes, project managers can receive an automatic notification with the relevant details in an external tool, like a Microsoft Teams channel.

1. Open Power Automate and select Create > Automated cloud flow:
   
2. Enter a name for the workflow and select Meisterplan > Create Webhook as the trigger: 
   
3. Click Create Webhook to configure the parameters in the left sidebar: 
   
4. Select PROJECT_UPDATE as the event type, and enter the relevant scenario beneath that: 
   
5. Select the plus symbol and then Add an action to add a new action:
   
6. Enter Meisterplan in the top and select Get Projects by ID as the action. If necessary, click See more to view all actions:
   
7. Click the fields Scenario ID and ProjectID and type either a slash or click the lightning bolt at the end of the field:
   
8. Select Entity ID in the dropdown, and select Scenario ID as the ScenarioID:
   
9. Click on the plus icon, like in step 5, and then Add an action. Type Teams post in, and select Post message in a chat or channel as the action:
   
10. Enter all of the relevant details (channel, team, message, etc.) and add, if needed, dynamic content (like a project name in part of the message) as described in step 7:
    
11. Click on Save in the toolbar to save your flow:
    

Notify Project Managers of Project Approval

When an initiative has been approved, project managers can receive an automatic notification with the relevant details in an external tool, like in a Microsoft Teams channel or Outlook.

1. Follows steps 1-8 from above.
2. Add an additional action by clicking on the plus sign and then Add an action. Type in Control and select Condition as the action:
   
3. Click on the first field and enter either a slash or click the lightning symbol to select dynamic content:
   
4. Enter "notification" into the search field and select Notification Change Type:
   
5. Enter the changeType "PROJECT_FIELDS_CHANGED" (REST API webhook) as condition (not as dynamic content, but as direct input):
   
6. Add a new row by selecting New item > Add Row:
   
7. Type either a slash or click the lightning bolt at the end of the field to enter dynamic content. Select Field Name:
   
8. As condition, select is equal to and enter Stage Gate as the second value (not as dynamic content, but as direct input):
   
9. Add a new row by selecting New item > Add Row. Select Stage Gate as dynamic content (the second of the two stage gate options), select the condition as is equal to and enter Approved (or whatever the relevant field name is) as the second value:
   
10. Click on the plus icon under the green button True and select Add an action.
    
11. Enter in Outlook, and under Outlook 365 or Outlook.com, click See more and select Send email with options. Click Advanced Parameters to select the details that you would like to specify in the email. Enter the preferred data there, such as recipient, subject line or the email content:
    
12. Click Save in the toolbar to save your flow.
    

Available Triggers and Actions

Triggers

In Meisterplan, the trigger Create Webhook has the following possible event types:

• Any Project Activity
• Project Created
• Project Updated
  • all updates or
  • updates about specific project information, like changes to allocations, milestones or project fields (all or specific project fields)
• Project Deleted

Each notification that is sent out because of a trigger includes specific information. In the following table, you can see an overview of which information is available in each message:

Actions

Possible actions in Meisterplan that can be trigged by external tools include the creation or editing of the following data:

• Projects
• Resources
• Roles
• Milestones
• Milestone Dependencies
• Calendar
• Business Goals
• Allocations
• Financials
• Actuals Data (ex., Actual Time Worked)
• Absences
• OBS
• Program
• Role Capacities

Templates for Meisterplan Flows

Our Power Automate templates help you automate your workflows even more quickly and easily. The following templates support common actions between Meisterplan and other apps. You can also find these templates in Meisterplan in the left sidebar under Integrations > Power Automate.

Please note: Microsoft Power Automate is a third-party application, and its use is subject to Microsoft's privacy policy. If you encounter any problems with Power Automate, please contact the Microsoft support.