SharePoint Workflows to Power Automate: Migration Guide

Introduction

SharePoint Designer 2013 workflows are deprecated and will be retired. Power Automate provides modern, cloud-based automation with richer capabilities. This guide covers migration strategies, common patterns, approval workflows, document processing, and best practices for transitioning to Power Automate.

Why Migrate to Power Automate?

SharePoint Designer Limitations

Deprecated platform - no new features
Limited integrations - only SharePoint
Complex debugging - difficult to troubleshoot
No version control - workflow changes not tracked
Performance issues - can be slow for complex logic

Power Automate Advantages

Cloud-based - runs independently of SharePoint
400+ connectors - integrate Teams, Outlook, Azure, third-party services
Modern UI - visual designer with IntelliSense
Error handling - built-in retry policies and notifications
Version history - track changes and rollback
AI Builder - document processing, forms recognition
Mobile app - approve requests on the go

Assessment and Planning

Inventory Existing Workflows

# Connect to SharePoint site
Connect-PnPOnline -Url "https://contoso.sharepoint.com/sites/teamsite" -Interactive

# Get all lists with workflows
$lists = Get-PnPList | Where-Object { $_.WorkflowAssociations.Count -gt 0 }

$workflowReport = @()
foreach ($list in $lists) {
    foreach ($workflow in $list.WorkflowAssociations) {
        $workflowReport += [PSCustomObject]@{
            List = $list.Title
            WorkflowName = $workflow.Name
            AssociationType = $workflow.BaseTemplate
            Enabled = $workflow.Enabled
            AllowManual = $workflow.AllowManual
            AutoStart_Create = $workflow.AutoStartCreate
            AutoStart_Change = $workflow.AutoStartChange
        }
    }
}

$workflowReport | Export-Csv "WorkflowInventory.csv" -NoTypeInformation

Migration Priority

High Priority:

Critical business processes
Frequently used workflows
Simple logic (easier to migrate)

Medium Priority:

Moderate usage
Some complexity
Non-blocking processes

Low Priority:

Rarely used
Overly complex (consider redesign)
Deprecated processes

Common Workflow Patterns

Document Approval Workflow

SharePoint Designer 2013:

Start approval process
Wait for response
Check outcome
Update item status

Power Automate Equivalent:

{
  "trigger": {
    "type": "When an item is created",
    "site": "https://contoso.sharepoint.com/sites/docs",
    "list": "Documents"
  },
  "actions": [
    {
      "type": "Condition",
      "if": "Status equals 'Pending Approval'",
      "then": [
        {
          "type": "Start and wait for an approval",
          "approvalType": "Approve/Reject - First to respond",
          "title": "Please approve: @{triggerOutputs()?['body/{Name}']}",
          "assignedTo": "@{triggerOutputs()?['body/Approver/Email']}",
          "details": "Document: @{triggerOutputs()?['body/{Name}']}\nSubmitted by: @{triggerOutputs()?['body/Author/DisplayName']}"
        },
        {
          "type": "Condition",
          "if": "Approval outcome equals 'Approve'",
          "then": [
            {
              "type": "Update item",
              "list": "Documents",
              "id": "@{triggerOutputs()?['body/ID']}",
              "fields": {
                "Status": "Approved",
                "ApprovedBy": "@{outputs('Start_and_wait_for_an_approval')?['body/responses'][0]/responder/displayName]}",
                "ApprovedDate": "@{utcNow()}"
              }
            },
            {
              "type": "Send email",
              "to": "@{triggerOutputs()?['body/Author/Email']}",
              "subject": "Document Approved",
              "body": "Your document has been approved."
            }
          ],
          "else": [
            {
              "type": "Update item",
              "fields": {
                "Status": "Rejected",
                "RejectionComments": "@{outputs('Start_and_wait_for_an_approval')?['body/responses'][0]/comments]}"
              }
            }
          ]
        }
      ]
    }
  ]
}

Multi-Stage Approval

Stage 1: Manager Approval
  ↓ (if approved)
Stage 2: Director Approval
  ↓ (if approved)
Stage 3: VP Approval
  ↓ (if approved)
Final: Update status to "Fully Approved"

Power Automate Implementation:

Create flow with sequential approval stages:

Trigger: When item created or modified
Condition: Check if status = "Pending Approval"
Approval 1: Manager approval
- If rejected → Update status, send notification, stop
Approval 2: Director approval (parallel if needed)
- If rejected → Update status, send notification, stop
Approval 3: VP approval
- If rejected → Update status, send notification, stop
Update item: Status = "Fully Approved"
Send notifications: Notify submitter and stakeholders

Parallel Approvals:

{
  "type": "Start and wait for an approval",
  "approvalType": "Approve/Reject - Everyone must approve",
  "assignedTo": [
    "manager1@contoso.com",
    "manager2@contoso.com",
    "manager3@contoso.com"
  ],
  "title": "Budget Request Approval",
  "details": "Amount: @{triggerOutputs()?['body/Amount']}"
}

Document Review Cycle

Scenario: Document needs review by multiple people, tracking comments.

{
  "trigger": "When a file is created or modified in folder 'Under Review'",
  "actions": [
    {
      "type": "Apply to each",
      "items": "@variables('ReviewersList')",
      "actions": [
        {
          "type": "Start and wait for an approval",
          "approvalType": "Approve/Reject - First to respond",
          "assignedTo": "@{item()}",
          "title": "Review Required",
          "requestBody": "Please review and provide feedback"
        },
        {
          "type": "Append to string variable",
          "name": "AllComments",
          "value": "@{item()}: @{outputs('Start_and_wait_for_an_approval')?['body/responses'][0]/comments]}\n\n"
        }
      ]
    },
    {
      "type": "Create item",
      "list": "Review History",
      "fields": {
        "DocumentName": "@{triggerOutputs()?['body/{Name}']}",
        "AllReviewComments": "@{variables('AllComments')}",
        "CompletedDate": "@{utcNow()}"
      }
    }
  ]
}

Document Processing Automation

Auto-Classify Documents with AI Builder

{
  "trigger": "When a file is created",
  "folder": "/Shared Documents/Incoming",
  "actions": [
    {
      "type": "Extract information from forms",
      "file": "@{triggerOutputs()?['body']}",
      "model": "Invoice Processing Model"
    },
    {
      "type": "Compose",
      "inputs": {
        "InvoiceNumber": "@{outputs('Extract_information_from_forms')?['body/fields/InvoiceNumber/value']}",
        "InvoiceDate": "@{outputs('Extract_information_from_forms')?['body/fields/InvoiceDate/value']}",
        "Vendor": "@{outputs('Extract_information_from_forms')?['body/fields/Vendor/value']}",
        "Amount": "@{outputs('Extract_information_from_forms')?['body/fields/TotalAmount/value']}"
      }
    },
    {
      "type": "Update file properties",
      "file": "@{triggerOutputs()?['body/{Identifier}']}",
      "customMetadata": "@{outputs('Compose')}"
    },
    {
      "type": "Condition",
      "if": "Amount > 10000",
      "then": [
        {
          "type": "Move file",
          "destination": "/Shared Documents/High Value Invoices"
        }
      ],
      "else": [
        {
          "type": "Move file",
          "destination": "/Shared Documents/Standard Invoices"
        }
      ]
    }
  ]
}

PDF Generation from Template

{
  "trigger": "When an item is created",
  "list": "Contracts",
  "actions": [
    {
      "type": "Get file content",
      "site": "https://contoso.sharepoint.com/sites/templates",
      "file": "/Templates/ContractTemplate.docx"
    },
    {
      "type": "Populate a Word template",
      "template": "@{body('Get_file_content')}",
      "data": {
        "ContractNumber": "@{triggerOutputs()?['body/ContractNumber']}",
        "ClientName": "@{triggerOutputs()?['body/ClientName']}",
        "StartDate": "@{triggerOutputs()?['body/StartDate']}",
        "EndDate": "@{triggerOutputs()?['body/EndDate']}",
        "Amount": "@{triggerOutputs()?['body/Amount']}"
      }
    },
    {
      "type": "Convert Word Document to PDF",
      "file": "@{outputs('Populate_a_Word_template')?['body']}"
    },
    {
      "type": "Create file",
      "site": "https://contoso.sharepoint.com/sites/contracts",
      "folder": "/Contracts/Generated",
      "filename": "Contract_@{triggerOutputs()?['body/ContractNumber']}.pdf",
      "body": "@{outputs('Convert_Word_Document_to_PDF')?['body']}"
    },
    {
      "type": "Update item",
      "id": "@{triggerOutputs()?['body/ID']}",
      "fields": {
        "GeneratedContractURL": "@{outputs('Create_file')?['body/{Link}']}"
      }
    }
  ]
}

Document Expiration Reminder

{
  "trigger": {
    "type": "Recurrence",
    "frequency": "Day",
    "interval": 1,
    "startTime": "2025-01-01T08:00:00Z"
  },
  "actions": [
    {
      "type": "Get items",
      "site": "https://contoso.sharepoint.com/sites/docs",
      "list": "Contracts",
      "filter": "ExpirationDate le '@{addDays(utcNow(), 30)}' and ExpirationDate ge '@{utcNow()}' and Status eq 'Active'"
    },
    {
      "type": "Apply to each",
      "items": "@{outputs('Get_items')?['body/value']}",
      "actions": [
        {
          "type": "Send email",
          "to": "@{item()?['Owner/Email']}",
          "subject": "Contract Expiring Soon: @{item()?['Title']}",
          "body": "Contract @{item()?['ContractNumber']} expires on @{item()?['ExpirationDate']}. Please review and renew if necessary."
        },
        {
          "type": "Update item",
          "id": "@{item()?['ID']}",
          "fields": {
            "LastReminderSent": "@{utcNow()}"
          }
        }
      ]
    }
  ]
}

Integration Patterns

SharePoint + Teams

Post to Teams when new document uploaded:

{
  "trigger": "When a file is created in folder 'Announcements'",
  "actions": [
    {
      "type": "Get file properties",
      "site": "https://contoso.sharepoint.com/sites/docs",
      "library": "Documents",
      "id": "@{triggerOutputs()?['body/ID']}"
    },
    {
      "type": "Post adaptive card in chat or channel",
      "recipient": "Channel",
      "team": "Marketing Team",
      "channel": "General",
      "message": {
        "type": "AdaptiveCard",
        "body": [
          {
            "type": "TextBlock",
            "text": "New Document Posted",
            "weight": "Bolder",
            "size": "Large"
          },
          {
            "type": "FactSet",
            "facts": [
              {
                "title": "Document:",
                "value": "@{outputs('Get_file_properties')?['body/{Name}']}"
              },
              {
                "title": "Uploaded by:",
                "value": "@{outputs('Get_file_properties')?['body/Author/DisplayName']}"
              }
            ]
          }
        ],
        "actions": [
          {
            "type": "Action.OpenUrl",
            "title": "View Document",
            "url": "@{outputs('Get_file_properties')?['body/{Link}']}"
          }
        ]
      }
    }
  ]
}

SharePoint + Outlook

Create calendar event when project deadline set:

{
  "trigger": "When an item is created or modified",
  "list": "Projects",
  "actions": [
    {
      "type": "Condition",
      "if": "Deadline is not empty",
      "then": [
        {
          "type": "Create event (V4)",
          "calendar": "Calendar",
          "subject": "Project Deadline: @{triggerOutputs()?['body/Title']}",
          "start": "@{triggerOutputs()?['body/Deadline']}",
          "end": "@{addHours(triggerOutputs()?['body/Deadline'], 1)}",
          "body": "Project: @{triggerOutputs()?['body/Title']}\nOwner: @{triggerOutputs()?['body/Owner/DisplayName']}\nLink: @{triggerOutputs()?['body/{Link}']}"
        }
      ]
    }
  ]
}

SharePoint + Azure

Store attachments in Azure Blob Storage:

{
  "trigger": "When an item is created",
  "list": "Support Tickets",
  "actions": [
    {
      "type": "Get attachments",
      "id": "@{triggerOutputs()?['body/ID']}"
    },
    {
      "type": "Apply to each",
      "items": "@{outputs('Get_attachments')?['body/value']}",
      "actions": [
        {
          "type": "Get attachment content",
          "id": "@{item()?['Id']}"
        },
        {
          "type": "Create blob (V2)",
          "storage": "contosostorage",
          "container": "ticket-attachments",
          "blob": "@{triggerOutputs()?['body/ID']}/@{item()?['FileName']}",
          "body": "@{outputs('Get_attachment_content')}"
        }
      ]
    },
    {
      "type": "Update item",
      "fields": {
        "AttachmentsArchived": true,
        "ArchiveDate": "@{utcNow()}"
      }
    }
  ]
}

Error Handling and Resilience

Configure Run After Settings

{
  "type": "Send email",
  "to": "admin@contoso.com",
  "subject": "Workflow Error",
  "body": "Error occurred in approval workflow",
  "runAfter": {
    "Start_and_wait_for_an_approval": [
      "Failed",
      "TimedOut"
    ]
  }
}

Retry Policy

{
  "type": "HTTP",
  "method": "POST",
  "uri": "https://api.example.com/submit",
  "body": "@{triggerOutputs()}",
  "retryPolicy": {
    "type": "exponential",
    "count": 4,
    "interval": "PT10S",
    "maximumInterval": "PT1H"
  }
}

Scope for Error Handling

{
  "type": "Scope",
  "name": "TryBlock",
  "actions": [
    {
      "type": "Get item",
      "list": "Documents"
    },
    {
      "type": "Update item",
      "fields": {}
    }
  ]
},
{
  "type": "Scope",
  "name": "CatchBlock",
  "runAfter": {
    "TryBlock": ["Failed", "Skipped", "TimedOut"]
  },
  "actions": [
    {
      "type": "Create item",
      "list": "Error Log",
      "fields": {
        "ErrorMessage": "@{result('TryBlock')}",
        "Timestamp": "@{utcNow()}"
      }
    }
  ]
}

Migration Best Practices

1. Test in Development Environment

# Create test environment
New-PnPSite -Type TeamSite `
            -Title "Workflow Testing" `
            -Alias "workflow-test" `
            -Owner "admin@contoso.com"

# Copy list structure (not data)
Get-PnPSiteTemplate -Out "ListTemplate.xml" -Handlers Lists
Apply-PnPSiteTemplate -Path "ListTemplate.xml" -Site "https://contoso.sharepoint.com/sites/workflow-test"

2. Gradual Rollout

Phase 1: Deploy to test site, validate with sample data
Phase 2: Deploy to production, run in parallel with old workflow
Phase 3: Monitor for 2 weeks, compare outcomes
Phase 4: Disable old workflow after validation

3. User Communication

# Workflow Migration Notice

**What's Changing:**
- Document approval process migrating to Power Automate
- Improved mobile experience for approvals
- Email notifications with direct approval links

**Timeline:**
- Testing: Week of Jan 15
- Parallel Run: Jan 22 - Feb 5
- Full Cutover: Feb 6

**Training:**
- Video tutorial: [link]
- Office hours: Jan 20, 2-3pm

**Questions?**
Contact: workflow-team@contoso.com

4. Documentation

Create documentation for each flow:

Purpose: What business process it automates
Trigger: When does it run?
Actions: What does it do?
Permissions: What access does flow need?
Owners: Who maintains the flow?
Connections: What services does it connect to?

Monitoring and Maintenance

Flow Analytics

Navigate to Power Automate → My flows → Select flow → Analytics

Monitor:

Run history - success/failure rate
Average duration - performance trends
Error patterns - common failure points

Alerts for Critical Flows

{
  "trigger": {
    "type": "Recurrence",
    "frequency": "Hour",
    "interval": 1
  },
  "actions": [
    {
      "type": "List runs",
      "flow": "Document Approval Workflow",
      "top": 10,
      "filter": "Status eq 'Failed'"
    },
    {
      "type": "Condition",
      "if": "length(outputs('List_runs')?['body/value']) > 0",
      "then": [
        {
          "type": "Send email",
          "to": "admin@contoso.com",
          "subject": "Flow Failures Detected",
          "body": "Document Approval workflow has @{length(outputs('List_runs')?['body/value'])} failures in last hour"
        }
      ]
    }
  ]
}

Key Takeaways

Power Automate provides modern, scalable alternative to SharePoint Designer workflows
400+ connectors enable rich integrations beyond SharePoint
Built-in approval actions simplify common patterns
AI Builder enables intelligent document processing
Error handling and retry policies improve reliability
Gradual migration reduces risk

Next Steps

Assess current workflows and prioritize migration
Create Power Automate environment for testing
Train team on Power Automate fundamentals
Start with simple workflows, gradually increase complexity

Additional Resources

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