Flow Admin Center - Do a spring cleaning of your Flows

I spewed coffee all over my screen.


Each user in Office 365 gets 2000 Flow runs pooled.  This is my personal playground tenant, I've got 10 users licenses but it's really just me running around sending Flows to myself, and I.

So, I'm looking around Flow Admin center.  I see a tab Quotas.  I clicked on it and sees oh it's got a bar telling me how many runs left.  That's good.

Then I see the number: 6500+ runs.

I chocked.  What.  I run a number of Flows but really NOT that many.  Is that lifetime total?  It's per month.  OK.  We need to interrupt everything and sort this out.

So hmm, it does look peculiar.  (BTW, I don't know how 8000+4000 = 6500)

But I do want to go into these two examples:

First Bad Thing: Scheduled Recurrence


Sometimes, I use a Recurrence trigger to test something - and it default to 1 per minute.  I had changed this to 5, but this was way too often.  

TIP: Always run test Flows via a HTTP Request Trigger - poke it with Postman instead.


Second Bad Thing: Infinity Loops

This one is can be in different forms.  But the idea is simple - you trigger from a SharePoint list item, and you update that same item.

The more tricker version to spot is if the update was hidden within a Conditional Block, so it only "sometimes" trigger, but not all the time.  The problem is, that sometimes started happening, and now it's looping endlessly without telling you about it.

You get the idea.  This second one was worse than the first problem - this one clocked in 8000 runs on its own.

Only you can save Yourself (and your Free runs)

I'm sure Flow product team will be thrilled if you don't check your Flows.

But you might not be.  So you need to proactively do the next step.

We create a new recurring monthly Flow that creates a TODO task to review the Flow Admin Quotas.

This logic is perfect*
If you see the error, let me know in the comments ;-)

I've been working on an epic Flow story and that's gonna take some time.  But this short episode was too good not to write up.  It is now Friday 7 PM so I'm signing off have a great weekend everyone.

Flow to MS-Todo, then all your tasks to Flow

I'm in a celebrating mood - Flow released Export and Import.  This is a great day.  https://flow.microsoft.com/en-us/blog/grow-up-to-logic-apps/

So I'm going to write about something that I've built in the last week, because I've been looking at a simple Todo app - and Flow has started to really streamline the way I work.

This is part of a series on Microsoft Flow

Microsoft Todo, the app that's just damn simple

I don't really want to get into why I choose Todo instead of Wunderlist or Todolist or Google Keep.  I think I just want a really simple Todo app that I'll complete every day.  

In a nutshell, this is how I use Todo:

Every time you open Todo, you see Today.  This starts every day blank, like a clean slate

Hit suggestions, and it shows you tasks from three categories that you can add to "today"


Sync everywhere

Knock out those tasks in today

Todo doesn't have an API

But it sync with Outlook Tasks - which gives me the idea for this Flow.  (Actually, I'm pretty sure Todo just uses Outlook Tasks as the source).

  1. Set up a Web Request
  2. Calculate today - NOTE don't include quotes " and "
  3. Create Outlook Task with title, description and today as due date

Test with Postman

Remember to set the content-type to application/json 

And we see this in Todo, almost instantly.


What's next?

I now have a web service that takes a simple JSON and I can add tasks anywhere into my Todo.  I'm playing with the idea that different Flows can put tasks into this API, which will populate tasks that I can add into "today".

  • Bills from Emails
  • Notable Twitter that spun off a crazy blog idea
  • SharePoint project tasks
  • OneNote tasks
  • Planner (? this one I may leave in the Planner app)

I'm also thinking to create different lists for different sources, and watch task changes to write back to source system.  That will make this a really good end to end solution for me.