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Power Platform Community / Forums / Power Automate / Best Practice for Broa...
Power Automate
Suggested Answer

Best Practice for Broadcasting Internal Communications in Microsoft 365

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Posted on by 2

I am planning the architecture for a solution to create a centralized system for broadcasting a company's internal communications (such as event news, IT alerts, HR announcements, etc.).

The main requirements for the solution are:

  • Audience Segmentation: The ability to send communications to specific groups (e.g., "all employees," "directors only").

  • Visual Content: The solution must allow for the inclusion of images in the messages to make them more engaging and informative.

  • Delivery via Microsoft Teams: The primary delivery channel for these communications is Microsoft Teams, ensuring employees receive notifications where they are already working.

Considering these requirements, I would like to ask the community:

What is the design pattern, or the combination of Microsoft 365 tools, that you consider a best practice for this type of broadcast solution?

Thank you in advance for any insights or recommendations!

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  • Suggested answer
    Michael E. Gernaey Profile Picture
    53,433 Super User 2025 Season 2 on at
     
    So breaking down several things
     
    1. Content Selection
    2. Audience Selection
    3. Trigger Conditions
    4. Who can trigger
    5. What is the content type (different than doing content building and sharing)
     
    Sending Options:
     
    For me, sending them is a no brainer, using Power Automate to send them out to folks is simple enough.
    You would have to decide, if you wanted a single Flow that had logic, based on Incoming parameters, whether it built the communication for everyone, or a dedicated group. It would also have to know what content to send, so that would have to be passed in, whether a URL to SharePoint, or some other custom logic you use.
     
    But this is where it diverges as there are so many options
    1. Have someone build an email template beforehand, then save it, triggering the flow to send it to the right groups, based on where it is saved, or some meta-data property
     
    2. Have someone write it in word, save it to SharePoint or Onedrive and again trigger a flow
     
    3. You could have someone build it in a dedicated Team Channel and when they post it there, a flow triggers and then puts it in the Proper Peoples Teams channel (meaning the originating one is simply acting as a staging and trigger location)
     
    and so on, too many to write all here
     
    The ability to send Visuals is not a problem, but there is a difference between sending a Notice into Teams that essentially has a nice Datacard that says Click Here, and it opens up the Communication, versus actually "in a sense pasting in a 5 pager". Those details are important
     
    Audience Selection
     
    Another thing that is not a big deal really, its the nuance of the details. As in my examples, saving in a specific place, triggers a flow to send into Teams, that due to the files location it can have a SharePoint mapping list, that essentially maps location to groups/teams channels to send too
     
    Or do you want to build a UI front end that someone uses that select content and distribute it. I would suggest just using Microsoft Forms, or a SharePoint Document library Form so content creators can save it, and then at some point, use either Form type (or a custom Canvas App) to pick the Document/Content, Pick the recipients and Send. Then the flow receives the details by trigger and then does the work to send to teams.
     
    Summary
    What you are asking for is a no-brainer overall, but the nuances are important so there isn't enough specific details, which would come out in a hired consultation to tell you which one works best, or to give exact details based on Tenant licenses, Org Sizes, Content etc etc.
     
    1. Determine the Content you will send (not just saying images), format matters
    2. Determine how you will capture and store some type of Mapping details about Content to Recipients at "run time"
    3. Determine who can create the content, and does that act mean anything specifically, do you need to create ways for those people to create the Schedule of sending something, canceling the sending etc etc, all of which requires things like SharePoint topped with Word, Forms, etc
     
    4. Determine who is going to administrate these pieces, who creates the Teams, do they already exist and if so, as they evolve who will go into whatever Form you create to update the Mappings
     
    And so on.
     
    If this helps, I'd appreciate if you Marked as such, and maybe a like.
     
    Cheers
  • Michael E. Gernaey Profile Picture
    53,433 Super User 2025 Season 2 on at
     
    Any feedback? it would be nice, I took the time to answer, which is a waste if you do not respect that we do answer.
     
     

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