#Microsoft365 #Office365 Recently I published a blog on “Capture leads and contacts with Forms, Flow and SharePoint”. I knew I would want to update it and I got an overwhelming response on social media with some really cool suggestions, questions AND help. So here goes. In this iteration I’ve added a vCard to be sent to the person completing their details as well as a task that gets created in Planner to remind me to follow up with them. A message is also posted in the relevant Teams channel to notify the team of the new contact.

 

For previous posts in my #Microsoft365Challenge go to the index page.

DISCLAIMER:  I WRITE ARTICLES ABOUT OFFICE / MICROSOFT 365. CONTENT IS ACCURATE AT TIME OF PUBLICATION, HOWEVER UPDATES AND NEW ADDITIONS HAPPEN DAILY WHICH COULD CHANGE THE ACCURACY OR RELEVANCE. PLEASE KEEP THIS IN MIND WHEN USING MY BLOGS AS GUIDELINES.

The motivation behind creating this app was my recent attendance at the #MSTechSummit in Cape Town. So many people asked my business card – and I’m adamant, I’m not carrying those little white paper elephants around with me anymore.

I then created an app which included a Microsoft Form that is filled in with the person’s details who is asking my contact details. It then logs it in a SharePoint list for me, after which it mails them with my ‘text’ contact details in a mail. I brought all this together with Flow and then created a screen lock image (with QR code) for my iPhone which people could scan to fill the form in. Voila!

To see more details on first edition, read Capture leads and contacts with Forms, Flow and SharePoint

Updates & thanks:

Joanne Klein – @JoanneCKlein inspired me to change the app to send a .vcf outlook contact card back. In her own words:  “Yes. I guess in that way it’s automated for me, not so much for them. 🙂” That made me think about how I could make it better for the receiver to also capture my contact details.

So in round two I wanted the email to attach a .vcf contact card, log a task in Planner for me to follow up with them and post a message in the relevant Microsoft Team channel. Now the posting in the Teams channel isn’t really important to me, cause let’s face it, it’s just me and #Braam the #InternSheep – but I thought it could be a cool addition if you used this for your Marketing team?

So WOW, did I struggle with that attachement?!?!? For some odd reason the Office 365 mail connector stripped the .vcf card and sent it as text. After hours and hours of rebuilding I asked for help on Twitter and I want to thank Jon LIU – @johnnliu, Fausto Capellan Jr – @fcapellanjr & Jon Levesque – @PNWAdventureGuy for coming to my rescue, giving advice and even testing the templates with me. Also thanks to Sandy Ussia – @SandyU for always being there to answer my crazy Flow questions.  You guys & gals rock!! 🙂

25/02/2018 Update to blog:  So with Joanne Klein – @JoanneCKlein ‘s help, I tried the Office 365 mail connector again. with this connector you can also specify the sender of the email’s address – so it doesn’t send from Microsoft Flow account. And it worked!!!! Yay, sucess!! Thanks Joanne – much appreciated 🙂

30/10/2019 Update to blog:  I reckon it’s a good idea to also add the URL of a Sway that you’ve built with your portfolio to the email that is sent to the new contact? Business Case for using #Microsoft #Office365 #Sway

So let’s take a look at the new process:

Yes, the blocks in between aren’t really yes/no conditions, but it helps to show you how the steps flow. If the workflow fails at any of these steps it will not proceed.

Let’s recap the steps:

Forms

I create a form that could be filled in by the person asking my contact details:

I then downloaded the QR code to the form by going to Share > QR Code:

SharePoint

I created a Custom List in SharePoint with the same columns as on the Form:

Flow

In Flow I created a Flow from a blank template. Below you can see an overview of the steps I added. It’s important to give your Flow (1) a good name as well as the different actions (2, 3 etc.) should be renamed. For example, Step 4’s Action name is “Get file Content”, I’ve renamed this to Get vCard. This helps when you troubleshoot and to clearly identify your process.

Step 1 & 2:

Step 3 & 4:

Step 5:

(take note of update to blog above, rather use the Office 365 Outlook Send mail connector.)

Step 6 & 7:

PowerPoint

The image I created in PowerPoint included the QR code and looks like this. Keep in mind that the latest iOS camera can scan QR codes 🙂

Don’t be boring, do something cool – after all you’re gonna look at it every day on your phone at least 100 times. Remember to leave spaces for the widgets your phone has on the lockscreen – like the time / date 🙂

 

Testing and Outcome:

Person scans QR code, Form opens and they fill it in. When a form is filled in it logs the detail in my SharePoint list, then sends an email to the person with my .vcf card attached. After that, it logs a task in Planner for me and then posts to a channel on Teams about it:

Here’s the list item it created in SharePoint:

See the email with .vcf card as attachment:

Post in the Microsoft Team Channel:

Task created in Planner:

Voila!!

Hope you have as much fun with your project as I did building and figuring things out.

Purpose of this blog challenge:  I will write 365 blogs in 365 days around Microsoft 365. I did a similar challenge with Office 365, blogs can be found here. I won’t just be talking about the new Microsoft 365 subscription model. I will be sharing any news, tips and tricks around Office / Office 365 / Windows / Mobility and Security. And let’s not forget all the great new Apps & services available.  A lot of what I’ll share on Office and SharePoint will also be applicable to none “Office 365” versions.