Flows for project synchronization with collaboration tools

Release version: Australia

Updated March 12, 2026

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Summary of Flows for Project Synchronization with Collaboration Tools

This document details the flows available in the PPM Collaboration application for synchronizing project updates with collaboration tools Slack and Microsoft Teams. These flows automate communication by posting messages to project channels or teams based on specific project events, helping to keep stakeholders informed and engaged.

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Key Features

Action Notifications: Posts messages when high-priority actions (priority 1-Critical or 2-High) are created or updated.
User Management: Adds assigned users from project tasks to the relevant Slack channel or MS Teams group.
Project Channel Archival: Archives project channels or teams automatically after the project is closed for a configurable number of days; runs daily at 8:00 AM.
Change Request Updates: Notifies project channels or teams about high-priority change requests creation or updates.
Daily Project Status: Sends a daily summary of the overall project status to the project collaboration space at 8:00 AM.
Decision and Issue Alerts: Posts updates for high-priority decisions and issues.
Milestone Closure: Notifies when a milestone or key milestone task moves to the closed state.
Project Manager Changes: Manages project manager membership in collaboration channels, adding the new manager and removing the old one if unassigned.
Project Status Changes: Sends messages on project state updates such as Closed Complete, Closed Incomplete, or Close Skipped, status field changes, and project manager changes.
Risk Notifications: Posts alerts for risks with high or absolute probability upon creation or update.

Activation and Configuration

By default, all flows except subflows are inactive. To enable synchronization for specific actions, you must activate the relevant flows in the Flow Designer by filtering for the PPM Collaboration application.

Flows are customizable. For example, you can change the scheduled time for the daily project status update from 8:00 AM to another time by editing the corresponding Slack or Teams flow.

Practical Benefits for ServiceNow Customers

Automates communication of critical project updates to collaboration platforms, reducing manual effort and improving visibility.
Keeps project teams aligned by ensuring that task assignments, status changes, risks, and milestones are communicated promptly.
Facilitates project channel lifecycle management by automating archival and membership updates.
Offers flexibility to tailor notifications and scheduling to fit your organization’s workflows.

Understand the flows designed for the PPM Collaboration application so that you can edit the configurations as required.

Table 1. PPM Collaboration flows
Slack Flow [Name]	Microsoft Teams Flow [Name]	Description
Action Slack [action_slack]	Action Teams [action_teams]	Posts a message to the project channel or team whenever an Action is created with priority 1-Critical or 2-High or if the priority of an existing Action is updated to 1-Critical or 2-High.
Add Assigned Users To Channel [add_assigned_users_to_channel]	Add Assigned Users To MS Group [add_assigned_users_to_ms_group]	Handles adding the users in the Assigned to or Additional Assignee list fields of the project tasks to the project channel or team.
Archive Project Channel [archive_project_channel]	Archive MS Group [archive_group]	Handles archival of the project channel or team based on the count of number of days from which the project is moved to a closed state. This flow is set to run daily at 08:00 AM.
Change Request Slack [cr_updated_slack]	Change Request Teams [change_request_teams]	Posts a message to the project channel or team whenever a Change request with priority 1-Critical or 2-High is created or if the priority of an existing Change request record is updated to 1-Critical or 2-High.
Daily Project Status Slack [daily_project_status]	Daily Project Status Teams [daily_project_status_teams]	Triggers a message about the overall status of the project to the project channel or team everyday at 08:00 AM.
Decision Slack [decision_updated_slack]	Decision Teams [decision_teams]	Posts a message to the project channel or team whenever a Decision with priority 1-Critical or 2-High is created or if the priority of an existing Decision is updated to 1-Critical or 2-High.
Issue Slack [issue_updated_slack]	Issue Teams [issue_teams]	Posts a message to the project channel or team whenever an Issue with priority 1-Critical or 2-High is created or if the priority of an existing Issue is updated to 1-Critical or 2-High.
Milestone/KeyMilestone Slack [milestonekeymilestone]	Milestone/KeyMilestone Teams [milestonekeymilestone_teams]	Posts a message to the project channel or team whenever a Milestone or a Key Milestone task is moved to the closed state.
Project Manager Changes Slack [project_manager_changes]	Project Manager Changes MS Teams [project_manager_changes_ms_teams]	Handles adding the new project manager as a member to the project channel or team. This flow also checks if the user who was the old project manager is assigned to any project tasks and if not assigned to any task, removes the user from the channel.
Project Status Slack [project_status_slack]	Project Status Teams [project_status_teams]	Posts a message to the project channel or team in the following three scenarios: State field is updated to Closed Complete, Closed Incomplete, or Close Skipped states Status fields is updated Project manager changes for this project
Risk Flow Slack [risk_created_slack]	Risk Flow Teams [risk_created_teams]	Posts a message to the project channel or team whenever a Risk with probability High or Absolute is created or if the probability of an existing risk is updated to High or Absolute.

All the flows, except the subflows, are inactive by default. Enable the collaboration between PPM and Slack or Microsoft Teams for a specific action by activating these flows. You can view all these flows by navigating to Flow Designer > Designer and filtering the flows by the PPM collaboration application. For more information, see Activate a flow.

If you want to update the configuration for any of these flows, you can edit them. For example, if you want to update the time of daily status update from 8:00 AM to 9:00 AM, you can edit the Daily Project Status Slack [daily_project_status] or Daily Project Status Teams [daily_project_status_teams] flow. For more information, see Edit a flow.