Use Case - Creating a Dynamic Emergency Message Routing Scenario

Control an emergency case by enabling an emergency/special announcement for a period of time.

In this use case, we're going to tackle a use case where your service can enable a emergency / special announcement that lasts for a period of time.


For this use case you need:

  • A Power Automate Premium subscription (for the "SharePoint" Element). 
  • The Team Owner to share a "flow configuration file" with the team which contains the different announcement tests. → More on this in the steps below.

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SharePoint List Preparation

✅ As a first we create a SharePoint List that contains your variables for the future case workflow. 

1. Within your SharePoint, create a "Custom List". Give it a fitting name like "Emergency Cases".

2. The list should have the following fields (columns): 





Name String Name of the List entry Dt. IT Service Team
Service String Name of the Service as it is shown in Nimbus 🔍 See Service Settings Deutsches IT Service Team
StartTime Date and Time Date + Time, when the Emergency should start 2022-08-19T07:00:00Z
EndTIme Date and Time Date + Time when the Emergency should end 2022-08-19T22:00:00Z
Active Yes/No Is the Emergency active? Yes
Resource String Name of the Audio Netzwerkstörung

At the end your list should be looking something like this: 

3. Note that each time when an emergency announcement is necessary the list entry must edited:

  1. The StartTime & EndTime must be set
  2. The "Active" switch also has to be set. Note that only the first "Active" message found in your list will be used in your Nimbus workflow.

💡 Here is an example entry that we've made in order to explain the next steps: 

Flow Overview

✅ After your list is set up it's time to start a new workflow.

 Show me the workflow...


💡 Looks large - but don't worry. We will go through the flow step by step in the next chapter.

Flow Setup

  1. Go to the Power Automate website and log in.
  2. Go to "My Flows" and create a new "Automated Cloud Flow"
  3. On the next page, "Skip" the first step and instead select the "productname Power Connector"  
    💡 Alternatively you can also search for "Nimbus" and select the "Get On New Tasks" Trigger event
  4. Select your service for which you want the emergency case for. 
  5. Add a new Action "Initialize Variable" and set the following values:  
    1. Name: StartTime
    2. Type: String
    3. Value: Function -> utcNow() 
      💡 The Variable StartTime will be initiated with the actual UTC Date/Time value. 
  6. Add another “Initialize Variable" and set the following values: 
    1. Name: ServiceName
    2. Type: String
    3. Value: Select the TeamName from the Nimbus PowerConnector 
      💡 This should initialize the Variable ServiceName with the name of the called service.
  7. As next activity add a SharePoint “Get Items” element to your workflow. 
    • Site Address: URL of your SharePoint Site
    • List Name: Select the Name of your Emergency Case List, you created
    • In Advanced options select the Filter Query and add the following filter:
      • Filter Query: (Service eq ‘<ServiceName>’)
      • Replace the <ServiceName> with the Variable you created earlier.
  8. Add a “Apply to each” control and add a compare activity.  

    💡 Below: green marked values are from your SharePoint Query, violet values refer to the variables you created. 
    💡 Function means that you have to add the function “FormatDateTime()” and add the variable as value to it. 
    Inside, add the following rows:
    1. <Service Value> is equal to <ServiceName>
    2. <StartTime> is less than or equal to Function FormatDateTime(<StartTime>)
    3. <EndTime> is greater than or equal to Function FormatDateTime(<StartTime>)
    4. <Active> is equal to true 
  9. Add an "Condition" step to your flow (IF Yes/No)
  10. Add an Nimbus "Update Task" Action to both branches of the Condition so it now looks as follows:  
  11. Within the each area, add the following values: 
"If Yes" Area
No Area
RequestId: RequestID from the OnNewTask Element RequestId: RequestID from the OnNewTask Element


  • Name1: isEmergency
  • Value1: true

Add a second field

  • Name2: Resource
  • Value2: <Resource>

💡 From your earlier Sharepoint GetItems Query

Customer.Custom.Fields area

  • Name1: isEmergency
  • Value1: false

12. Save your Flow. 

Workflow setup

✅ After setting up your flow handling it's time to set up your Nimbus workflow.

In the workflow for your service add the following two "Check Parameter" Workflow Activities:

Check Parameter - Custom Parameter: Is Emergency How it looks like
  • Parameter Type: Custom
  • Custom Type: Customer Custom Fields (where you put the return values to)
  • Name: isEmergency (→Name1 of the Workflow Element “Update Task”)

Add two checks to the Element:


  • Name: false
  • Regex: false


  • Name: true
  • Regex: true

2. Connect the exits to the next activity you want to perform. In our case we route the "True" Exit to our second Check Parameter activity.

Check Parameter - Custom Parameter: Resource How it looks like

Fill the values according to your PowerAutomate workflow:

  • Parameter Type: Custom
  • Custom Type: Customer Custom Fields
  • Name: Resource

In this second "Check Parameter" example element we now need to add checks for all different resource-types we have in our SharePoint List "Resource" column (→ Step 1). 

In our example defined 2 resources - feel free to define your own:

    • Netzwerkstörung (Network Error)
    • Softwarestörung (Software Error)


Accordingly, we rout our exits of this activity to individual announcement activities


  • Name: Netzwerk
  • Regex: Netzwerkstörung


  • Name: Software
  • Regex: Softwarestörung

With this two Check Parameter we can cover up to 10 Emergency Announcements:

  • Using "Check1" to "Check9" for actual cases and...
  • ... by using “No Match” as the fallback because we know that there was an emergency set but none of the types match. Accordingly we can use this last exit to play a neutral announcement.

3.✅ As final steps we recommend the following:

  1. Upload the individual audio file Resources to use within an "Announcement" workflow activity.
  2. Define further (up to 9) emergency announcements in your Sharepoint list.
  3. Test your workflow in a live-call to see if all emergency cases are are properly handled.

A simplified variant of this case with fewer variables to handle can be found on Use Case - Creating a custom settings page for a workflow.


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