The Staffbase Connector helps you integrate Power Automate workflows with the Forms plugin on the Staffbase platform. Make work simpler and more efficient for your employees by automating your business processes.

Traditionally, when users require new equipment or encounter a facility outage, they report it to their facility manager via email and wait for a reply or manually check if it has been resolved. But this is a very manual process, where the facility manager replies to the user via email. Let’s take a look at how to automate and simplify facility requests or incident management with the Staffbase Connector for Power Automate.

When a user submits a facility or incident request using the Forms plugin, an email notification is sent to the facility manager. The user is notified in their employee app or intranet when their ticket has been received by the facility manager.

Creating a Workflow Using the Staffbase Connector

Prerequisites:

• You have a Power Automate license and working knowledge of Power Automate.
• You have set up and configured the Staffbase Connector for Power Automate.
• You have already created a form for a facility request or incident report in the Forms plugin. Learn how to create a form for facility requests, here.
• You have set identifiers for users if you want to notify your users based on their identifier.

Automate the facility incident management process with these steps.
Step 1: Setting up an HTTP trigger for the form submission
Step 2: Defining the JSON Schema to interpret the form submission content
Step 3: Defining the email content
Step 4: Defining the notification content

Step 1: Setting up an HTTP Trigger for Form Submissions

Add a trigger to begin the workflow when a form is submitted.

1. 1. In Power Automate, navigate to Create.
   2. Click Instant cloud flow to create a workflow.
      The Build an instant cloud flow dialog opens.
   3. Select When an HTTP request is received trigger from the list of available triggers.
      
      
   4. Click Create.
      A flow is created with the first step.
   5. Click the first step to expand the step.
      The step opens in expanded mode.
      
      
   6. In the Request Body JSON Schema field, paste the following code snippet.
      

      {
          "type": "object",
          "properties": {
              "values": {
                  "type": "string"
              }
          }
      }

      Ensure you are pasting a valid JSON code snippet. You can validate your JSON in Power Automate or using external tools, such as https://jsonlint.com.

Step 2: Defining the JSON Schema

Now you need to define the JSON schema to correctly interpret the input fields in the form submission. In order to define the JSON schema, you need to know what each input field stands for in the form. Each input field is defined in the properties of the JSON schema and each field has a corresponding value. For example, _0 is the first field in the form and so on.

1. Click + New Step to create a new step.
   The Choose an action dialog opens.
2. Search for Parse JSON and select it.
3. Click in the Content field and select values from the Dynamic Content dialog that opens.
   
   
4. In the Schema field, paste the following code snippet.
   

    {
    "type": "object",
     "properties": {
          "_0": {
              "type": "string"
          },
          "_1": {
              "type": "string"
           },
           "_2": {
               "type": "string"
           },
           "_3": {
               "type": "string"
           },
           "_4": {
               "type": "string"
           },
           "_5": {
               "type": "string"
          },
           "_6": {
               "type": "string"
          }
       }
   }

Step 3: Defining the Email Content

Customize the content of the email  received by facility management based on the input fields from the form submission. You can select those fields from the Dynamic content dialog based on the parsed JSON.
In order to select those input fields, you need to know what each input field stands for. Learn more about setting up the form fields for facility reporting using forms here.

1. Click + New Step.
   The Choose an action dialog opens.
2. Search for Send an email notification (V3) and select it.
3. In the To field, provide the email address of the facility management team.
4. In the Subject field, add the subject line and select a value from the Dynamic content dialog that opens.
   For example:
   
5. In the Body editor, provide the content of the email and select appropriate values from the Dynamic content dialog that opens.
   For example: 
   

Step 4: Defining the Notification Content

1. Click + New Step.
   The Choose an action dialog opens.
2. Search for the Staffbase Connector and select it.
3. Select Notifications: Sends Notification action.
4. In the Recipients field, select the identifier of the user who submitted the request from the Dynamic content dialog.
   For example, select _3 field to identify the user.
   
   
   Ensure that you have already set the identifier for your users to receive the notification.
5. In the Content Locale field, provide the locale identifier for the language. For example, en_US for US English.
6. In the Content Title field, provide your notification message and select appropriate values from the Dynamic content dialog that opens.
   
7. Click Save.

You have configured the workflow with your form.

Additional Helpful Information

Once you have created the workflow you can:

• Test the workflow you created
• Retrieve the Trigger URL to Integrate Power Automate Workflow with the Forms plugin