--- sourceDocument: Zurich Strategic Portfolio Management sourceDocumentLink: https://www.servicenow.com/docs/r/zurich/it-business-management Release : - zurich ft:locale : - en-US ft:publication_title : - Zurich Strategic Portfolio Management ft:clusterId : - itbm bundleId : - itbm workflow : - Technology --- # Flows to synchronize projects with collaboration tools # Flows to synchronize projects with collaboration tools {#ariaid-title1} * Release version: Zurich * * Updated July 31, 2025 * * ![](https://www.servicenow.com/docs/portal-asset/ico-clock) 2 minutes to read Summarize ![AI sparkle icon](https://servicenow.com/docs/portal-asset/ai-sparkle-icon) Summarized using AI This content was generated using new OpenAI-powered functionality. Results are provided on an as is basis and are not guaranteed to be accurate or complete. ## Summary of Flows to synchronize projects with collaboration tools The PPM Collaboration application in ServiceNow provides predefined flows designed to synchronize project information with collaboration tools like Slack and Microsoft Teams. These flows automate communication by posting updates and managing project-related user access in project channels or teams, helping improve project visibility and coordination. Show full answer Show less ## Key Features * **Priority-Based Notifications:** Flows post messages to project channels or teams when high-priority (1-Critical or 2-High) Actions, Change Requests, Decisions, Issues, or Risks are created or updated. * **User Management:** Assigned users on project tasks are automatically added to the corresponding Slack channel or MS Teams group. When project managers change, flows update channel membership accordingly. * **Project Lifecycle Handling:** Project channels or teams are archived automatically based on the project's closed state and elapsed days, with scheduled daily checks at 8:00 AM. * **Status Updates:** Daily project status messages are posted at a scheduled time (default 8:00 AM) summarizing overall project health. * **Milestone Tracking:** Notifications are sent when Milestone or Key Milestone tasks move to a closed state. ## Practical Use and Configuration All collaboration flows are inactive by default. ServiceNow customers can enable and customize these flows through the Flow Designer by filtering for the PPM Collaboration application. For example, scheduling of daily status updates can be changed by editing the relevant flow. This flexibility allows you to tailor automated communications to your project management needs and collaboration preferences. ## Expected Outcomes * Improved real-time visibility into critical project updates within collaboration platforms. * Automated management of project team memberships in Slack or Microsoft Teams channels. * Consistent and timely archiving of inactive project collaboration spaces to maintain organized communication environments. * Reduced manual effort in communicating project milestones, statuses, and risk conditions to stakeholders. Understand the flows designed for the PPM Collaboration application so that you can edit the configurations as required. {#ppm-collab-flow-designer-flows__table_sjq_mnz_kmb__entry__3} | 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 {#ppm-collab-flow-designer-flows__ul_ikr_hxb_4mb} | | 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. | [Table 1. PPM Collaboration flows] {#ppm-collab-flow-designer-flows__table_sjq_mnz_kmb} 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 DesignerDesigner and filtering the flows by the PPM collaboration application. For more information, see [Activate a flow](https://www.servicenow.com/docs/access?context=flow-activate&version=zurich&pubname=zurich-build-workflows&ft:locale=en-US). 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](https://www.servicenow.com/docs/access?context=flow-edit&version=zurich&pubname=zurich-build-workflows&ft:locale=en-US). **Related topics** * [Flow Designer](https://www.servicenow.com/docs/access?context=flow-designer&version=zurich&pubname=zurich-application-development&ft:locale=en-US) * [Flows](https://www.servicenow.com/docs/access?context=flows&version=zurich&pubname=zurich-build-workflows&ft:locale=en-US) *[\>]: and then