GTconsult - Blog #Power AutomateGTconsult - Blog #Power Automatehttps://www.gtconsult.com/blogs/tag/power-automateWed, 01 Apr 2026 02:53:27 -0700http://zoho.com/sites/<![CDATA[Why Most Teams Aren't Actually Maximising Their Microsoft 365 Licence]]>https://www.gtconsult.com/blogs/post/why-most-teams-aren-t-actually-maximising-their-microsoft-365-licenceYour team has Microsoft 365 — but are they using more than Outlook and Teams? Most organisations pay for the full suite and barely scratch the surface. Here's why the gap between your licence and your team's knowledge is costing you more than you think, and what you can do about it.]]>

You're paying for Microsoft 365. Every month. For every user.


But here's the thing — do you actually know what you're paying for? And more importantly, is your team using even half of it?


If your honest answer is "I'm not sure," you're not alone. And that's exactly the problem.

The licence you're paying for vs. the licence you're using

Let's talk about what's actually happening in most organisations.


Your team opens Outlook. They jump into a Teams meeting. Maybe someone opens a Word doc or an Excel spreadsheet. And that's... pretty much it.

But your Microsoft 365 licence — whether it's Business Standard, E3, or E5 — includes a lot more than email, meetings, and documents. We're talking SharePoint for document management and intranets, OneDrive for personal cloud storage (up to 1TB per user), Power Automate for workflow automation, Microsoft Forms for surveys and data collection, Planner and To Do for task management, Lists for structured data tracking — and depending on your plan, even more.


Most of these tools are sitting there, fully licenced, fully available, and completely untouched.

It's not a technology problem — it's a knowledge problem

Here's where it gets frustrating. Organisations will pay for a Microsoft 365 E3 licence and then also pay separately for Dropbox, Trello, SurveyMonkey, or Zoom — tools that do what their existing licence already covers.


Not because Microsoft 365 can't do it. But because nobody on the team knows it can.

Think about that for a second. You're essentially paying twice for the same capability — once through your M365 licence and again through a third-party subscription — just because your people haven't been shown what's already available.


And it's not their fault. Nobody sat them down and said, "Hey, you know that thing you're using Dropbox for? OneDrive does that. And it's already included in what we're paying for." Or, "That approval process you're running over email? Power Automate can handle that automatically."

The real cost of underutilisation

This isn't just about wasting a few rand or dollars on duplicate subscriptions, although that adds up faster than you'd think.


According to industry research, 20–30% of IT budgets are lost to unused SaaS features. That's not a small leak — that's a significant chunk of your technology spend going nowhere.

But the bigger cost is the one you can't see on a spreadsheet: lost productivity.

Microsoft's own Work Trend Index found that users spend 60% of their time in Microsoft 365 apps on emails, chats, and meetings — and only 40% on actual creation work in apps like Word, Excel, and PowerPoint. That's according to data from their 2024 annual report, covering trillions of productivity signals across their platform.


Now imagine if your team knew how to use SharePoint properly instead of emailing files back and forth. Or if they could set up a simple Power Automate flow to handle that weekly status report nobody enjoys putting together. That 60/40 split starts to shift. People spend less time in communication loops and more time getting actual work done.

The features hiding in plain sight

Let me give you a few examples of what most teams are missing, even on a standard Business Standard or E3 licence:

Version history in SharePoint and OneDrive.

Your team is probably still saving files as "Report_v2_FINAL_actuallyFINAL.docx." Meanwhile, SharePoint and OneDrive automatically track every version of every document. You can roll back changes, see who edited what, and recover deleted files — all built in, no extra cost.

Shared libraries in SharePoint.
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Instead of dumping everything in a shared drive or emailing attachments, your team could be working from a single source of truth with proper permissions, metadata, and search. But most teams never get past using SharePoint as a glorified file dump.

Power Automate for approvals.
​

That thing where someone emails a document to their manager, who forwards it to finance, who then emails it back? That entire chain can be automated with a simple approval flow. It's included in your licence. It takes about 15 minutes to set up. But if nobody knows it exists, nobody uses it.

Microsoft Forms for data collection.

Still sending around Excel spreadsheets for people to fill in and email back? Forms handles this natively and feeds the data straight into Excel or SharePoint — no manual consolidation needed.

OneDrive sync and Files On-Demand.

Your team has up to 1TB of personal cloud storage per user. They can sync files across devices and choose which files to keep offline. It's essentially Dropbox, built into Windows, at no extra charge. But I'd bet most of your users either don't have it set up or don't know it's there.

"But we've done training"

Maybe you have. A lot of organisations run training when they first roll out Microsoft 365. A half-day session, maybe a full day if they're thorough. Someone walks through the apps, everyone nods, and then they go back to working exactly the way they did before.


Here's the problem with once-off training: Microsoft 365 isn't static. Microsoft ships updates and new features constantly — their 2025 roadmap alone lists over 500 planned updates across commercial and education plans. What you trained on two years ago isn't the same platform your team is using today.


And let's be honest — how much of a full-day training session does anyone actually retain? If the training isn't practical, scenario-based, and reinforced over time, it fades within a week. People fall back on old habits because those habits are comfortable, even when they're inefficient.

So what does maximising your licence actually look like?

It's not about becoming a power user overnight. It's about making sure your people understand the basics properly and then building from there.


It starts with the fundamentals: knowing where to save files (OneDrive for personal, SharePoint for team), understanding how Teams, SharePoint, and OneDrive work together, and being able to share files with a link instead of an attachment.


Then you layer on productivity skills: co-authoring documents in real time, using Planner for project tracking, setting up basic automations, organising SharePoint sites so people can actually find things.


And for the people who want to go further — your site owners, your digital champions, your IT-adjacent team members — there's governance, security settings, and advanced automation with Power Automate and eventually Copilot.


The point is, it's a journey. Not a single event.

What you can do right now

Before you do anything else, run a quick mental audit. Ask yourself:


Are we paying for any third-party tools that duplicate what Microsoft 365 already offers? When was the last time our team received structured M365 training? Can our people confidently explain the difference between OneDrive and SharePoint? Does anyone on the team know how to set up a basic Power Automate flow? Are we using SharePoint for document management, or is it just a dumping ground?


If most of those answers make you uncomfortable, that's your sign.

The good news is you don't need a massive overhaul. You just need to start closing the gap between what you're paying for and what your people actually know how to use.

And that's exactly what we built our Microsoft 365 training for. Self-paced, practical, video-based modules covering everything from M365 navigation basics through to Power Automate and Copilot — across four learning tracks designed for different roles in your organisation. And because we're based in South Africa and believe people learn best in their own language, every module is available in English, Afrikaans, and isiZulu.


Because your licence isn't the problem. The gap between the licence and your team's knowledge is.

Join the Waitlist
]]>Wed, 18 Feb 2026 14:50:11 +0000<![CDATA[Power Automate in SharePoint]]>https://www.gtconsult.com/blogs/post/power-automate-in-sharepointA blog focusing on the transformative power of Power Automate. This blog looks at: What is Power Automate? What are Power Automate's key uses? What are the different types of flows in Power Automate? Practical examples/uses of Power Automate.]]>

Integrating Power Automate for SharePoint Solutions

Power Automate, a component of Microsoft's Power Platform, is a powerful tool that allows users to automate workflows and streamline processes across various applications and services. When integrated with SharePoint, Power Automate becomes a robust solution for automating repetitive tasks, reducing manual effort, and improving overall productivity within SharePoint environments.

In today's fast-paced business environment, efficiency and productivity are essential. Manual tasks and repetitive workflows can bog down productivity and hinder progress. However, with tools like Power Automate, businesses can revolutionize their operations by automating processes seamlessly within SharePoint.


If you have been following/reading our blogs or are familiar with Microsoft's offerings you may be aware that Microsoft has a family of products that form part of the Power Platform, namely: 


  • Power BI
  • Power Apps
  • Power Automate
  • Power Virtual Agents
  • Power Pages 

We have already covered PowerApps in SharePoint, and, in today’s blog, we will be looking at Power Automate in SharePoint. Let’s get into it.

What is Power Automate?

Power Automate, formerly known as Microsoft Flow, is a powerful cloud-based service that  allows users to create automated workflows between their favorite apps and services to synchronize files, get notifications, collect data, and more, without requiring extensive programming knowledge.

 

In essence, Power Automate enables users to automate repetitive tasks and business processes across a wide range of applications and services, both within the Microsoft ecosystem and external sources. It employs a low-code or no-code approach, meaning that users can build sophisticated workflows and automation processes using a visual interface without writing extensive lines of code.

 

The platform offers a variety of connectors that enable integration with popular services such as SharePoint, Power BI, Outlook, Teams, Planner, Asana, Mailchimp, Twitter, Google Drive, and many others. These connectors allow users to trigger actions and responses across different platforms seamlessly.

Power Automate offers a wide range of capabilities within SharePoint, enabling users to automate workflows, streamline processes, enhance collaboration, and improve productivity across their organization. Whether it's automating document approvals, setting up notifications, synchronizing data, enforcing version control, integrating with Microsoft 365 apps, customizing business processes, or automating routine tasks, Power Automate provides organizations with the tools they need to unlock the full potential of SharePoint as a comprehensive platform for content management and teamwork.

The key uses of Power Automate

1. Document Approval Workflows

Power Automate allows users to create sophisticated approval workflows for documents stored in SharePoint libraries. These workflows can be customized to fit specific organizational requirements. For instance, when a new document is uploaded to a SharePoint library, Power Automate can automatically trigger an approval process. Approvers receive notifications via email or Microsoft Teams, review the document directly within SharePoint, provide feedback, and approve or reject the document. Power Automate manages the entire approval lifecycle, ensuring that documents are processed efficiently and in accordance with organizational policies.


2. Notification and Alerts
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Power Automate enables users to set up automated notifications and alerts within SharePoint. These notifications can be triggered by various events, such as document modifications, task assignments, or approaching deadlines. For example, when a document is modified, Power Automate can send notifications to relevant team members, notifying them of the change and prompting them to review the updated content. By automating notifications and alerts, Power Automate helps keep stakeholders informed and facilitates timely communication within the organization.



3. Data Synchronization
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Power Automate facilitates seamless data synchronization between SharePoint and external systems or applications. Users can create workflows that automatically sync data between SharePoint lists and external databases, CRM systems, or cloud services. For instance, when new data is added to an external system, Power Automate can update corresponding records in SharePoint, ensuring data consistency across different platforms. By automating data synchronization, organizations can eliminate manual data entry errors and maintain accurate and up-to-date information.




4. Document Routing and Version Control

Power Automate can automate the process of routing documents within SharePoint and enforcing version control policies. For instance, when a document is uploaded to SharePoint, Power Automate can automatically route it to designated reviewers or approvers based on predefined criteria. Additionally, Power Automate can manage document versioning by creating new versions of documents, tracking changes, and maintaining a complete audit trail of revisions. By automating document routing and version control, organizations can ensure that documents are reviewed, approved, and managed effectively, while maintaining compliance with regulatory requirements.

5. Integration with Microsoft 365 Apps

Power Automate seamlessly integrates with other Microsoft 365 apps, such as Outlook, Teams, and Power BI. Users can create workflows that leverage these apps to automate various tasks and processes within SharePoint. For example, Power Automate can automate the process of sending emails, scheduling meetings, creating team channels, and generating reports—all within the context of SharePoint. By integrating with Microsoft 365 apps, Power Automate extends the capabilities of SharePoint and enables users to streamline collaboration and communication across the organization.




6. Custom Business Processes

Power Automate empowers users to design custom business processes and workflows tailored to their organization's specific needs. Whether it's automating HR processes, managing procurement requests, or tracking project milestones, Power Automate provides the flexibility to create workflows that align with unique business requirements. Users can leverage Power Automate's visual designer to define workflow logic, set up triggers and actions, and automate complex business processes within SharePoint. By customizing business processes with Power Automate, organizations can improve operational efficiency, enhance decision-making, and drive business growth.

7. Task Automation
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Power Automate can automate various routine tasks and processes within SharePoint, helping users save time and reduce manual effort. For example, Power Automate can automate tasks such as updating metadata, archiving documents, generating reports, and sending reminders. By automating these tasks, users can streamline their workflows, minimize errors, and focus on more strategic activities. Power Automate's flexible and intuitive interface makes it easy to create and manage automated tasks within SharePoint, enabling users to optimize their productivity and achieve better outcomes.



Types of flows in Power Automate

Flows in Power Automate are the fundamental building blocks used to automate workflows and processes across various applications and services. Essentially, flows represent sequences of actions and triggers that dictate how tasks are performed and how data moves between different systems.


Key components of flows in Power Automate:

Triggers:

Triggers are events that initiate the execution of a flow. They serve as the starting point for the flow and can be triggered by various occurrences, such as the creation of a new document, the receipt of an email, the submission of a form, or the updating of a record in a database. Triggers define when a flow should start executing and specify the conditions under which it should be activated.

Actions:

Actions are the individual steps or operations performed within a flow. They represent specific tasks that need to be executed as part of the workflow. Actions can include sending an email, creating a new record in a database, updating a file in a cloud storage service, posting a message in a collaboration tool, or performing a calculation. Actions define the behavior and functionality of the flow and determine what tasks it should accomplish.

Conditions and Control Logic:

Flows in Power Automate can include conditions and control logic to make decisions and guide the flow of execution. Conditional statements allow flows to evaluate data and perform different actions based on specified criteria. For example, a flow may include conditional logic to route documents for approval only if they meet certain criteria, or to send notifications to specific users based on the content of an email. Control logic enables flows to perform branching, looping, and error handling, ensuring that tasks are executed correctly and efficiently.

Connectors:

Connectors are integration points that enable flows to interact with external applications, services, and data sources. Power Automate provides a wide range of connectors that allow flows to connect to popular apps, such as Microsoft 365, Salesforce, Google Drive, Twitter, and Dropbox, as well as custom APIs and web services. Connectors provide the necessary interfaces and protocols for flows to exchange data and perform actions across different systems.

Templates:

Power Automate offers a library of pre-built templates that users can leverage to quickly create and deploy common workflows and processes. Templates provide a starting point for building flows and offer examples of how flows can be configured to automate specific tasks and scenarios. Users can customize templates to fit their unique requirements and integrate them into their own workflows seamlessly.

By defining triggers, actions, conditions, and connectors, users can create powerful and efficient workflows that enhance productivity, improve collaboration, and drive digital transformation within their organization.

Power Automate has three primary types of flows:

Cloud Flows
Desktop Flows
Business Process Flows
Cloud Flows

Cloud Flows

These allow users to automate workflows between modern (API) cloud-based services. Cloud flows can be automated based on specific triggers, such as the arrival of an email or the creation of a new document in SharePoint.

Practical Examples

Desktop Flows

Desktop Flows

Desktop flows enable users to automate workflows between modern (API) cloud-based services and legacy (non-API) systems. They utilize robotic process automation (RPA) to automate user interface interactions on the desktop or web.

Practical Examples

Business Process Flows

Business Process Flows

These enable the automation of multistep, guided processes within an organization, ensuring consistency and efficiency in operations. They can be integrated with Microsoft Power Apps to create visual, guided experiences for users.

Practical Examples

Example 1: Automatically Archiving Email Attachments

When attachments related to a client are sent, Power Automate can automatically archive them into the appropriate SharePoint folder. This streamlined process saves valuable time otherwise spent searching through emails, ensuring that documents are stored within the correct document library for easy retrieval.

Set up the flow:

Test the flow:

Run the flow:

Power Automate also displays approval details:

Example 2: Streamlining Holiday Requests and Approvals

To efficiently manage employee time off, automating the approval process is essential. Power Automate facilitates this by automatically sending leave requests to managers and notifying them of responses. In our organization, we've implemented a Microsoft Power App to manage employee holidays, seamlessly integrating Power Automate for the request and approval process.

Example 3: Document Approval and Team Notification via Teams

Critical documents often require approval before dissemination, a process that can be tedious and time-consuming. With Power Automate, document approval workflows can be automated within SharePoint. When a new document is uploaded, an approval request is initiated, and team members are notified via Microsoft Teams. For instance, at the project's outset, various documents may need approval before progress can proceed. Power Automate can streamline this process by automatically notifying relevant team members via Teams, ensuring timely approvals and project momentum.

Example 4: Info Mailers

At GT we have Info Mailers hard at work in the Morning Report which is sent daily at 8AM to the entire company. With the GT Morning Report everyone in the company regardless of location knows all the important info before they start their day. The Support staff can react to open calls, The Project managers can resource plan in case of ill staff, and finance can choose when to make international payments based on the exchange rate. This mailer helps make the staff more proactive, more educated and more informed with data to assist them navigate their day.

These are not the only examples, the application of Power Automate presents a multitude of uses. It has the potential to elevate productivity and simplify cumbersome tasks for organizations of all sizes.

In Conclusion

Power Automate stands as a transformative tool within SharePoint, revolutionizing how organizations manage workflows, automate processes, and enhance collaboration. Through its intuitive interface and robust functionality, Power Automate empowers users to streamline document management, automate approval workflows, and integrate with a myriad of external applications and services seamlessly.

By harnessing the power of Power Automate, organizations can unlock new levels of agility, productivity, and innovation. Whether it's automating repetitive tasks, enforcing compliance, or accelerating decision-making processes, Power Automate enables organizations to stay ahead in today's fast-paced digital landscape.

As organizations continue to embrace digital transformation, the integration of Power Automate with SharePoint emerges as a strategic imperative. By leveraging the synergies between these platforms, organizations can drive operational excellence, foster collaboration, and propel business growth.

In essence, Power Automate in SharePoint represents a paradigm shift in how organizations leverage technology to streamline processes, maximize productivity, and achieve their business objectives. As we look towards the future, the possibilities with Power Automate are limitless, empowering organizations to redefine what's possible in the realm of workflow automation and collaboration.

At GTconsult, we specialize in empowering organizations to harness the full potential of Power Automate and SharePoint integration. Our team of experts is dedicated to helping you unleash the transformative power of automation, optimize collaboration, and drive business growth.

    

Ready to revolutionize your workflows and unlock new levels of efficiency? Contact GTconsult today to discover how our tailored solutions and expertise can propel your organization towards digital excellence. Together, let's embark on a journey of innovation, efficiency, and success with Power Automate and SharePoint.

Let's Talk!

Keep Reading

Check out our other blogs below:

SharePoint Intranets: An Overview

Creating a knowledge base in SharePoint

Let's talk SharePoint permissions

Micro-moments, Macro-impact              

Expert insights: Why and how to migrate to SharePoint SE

PowerApps in SharePoint

GTconsult: Your trusted Microsoft Solutions Partner for Modern Work 

SharePoint Migration Checklist


CCI Case Study


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