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How alltasksIT Uses Automation to Transform IT Managed Services

John Koziaris
Chief Executive Officer

Introduction

At alltasksIT, we believe that automation is the backbone of modern IT service delivery. By leveraging advanced automation flows, we streamline operations, reduce manual effort, and ensure our clients receive fast, reliable, and proactive support. In this blog, we’ll share a behind-the-scenes look at the automation solutions we’ve built—hoping to spark ideas for your own business!

IT Automation Solutions

What is Automation in IT Managed Services?

Automation refers to using technology to perform repetitive tasks, integrate systems, and trigger actions without human intervention. For an MSP, this means faster ticket resolution, improved communication, and more time for strategic work.

alltasksIT’s Key Automation Flows

Here’s a snapshot of the automation flows we use, powered by Microsoft Power Automate and other integrations:

1. Sales Team Solution Board Flow

  • Purpose: Posts a summary of new or updated sales tickets to a Teams channel.
  • Benefit: Keeps the sales team informed in real-time, improving collaboration and response times.
  • Trigger: Runs daily at 2 PM.
  • Connectors: ConnectWise, Microsoft Teams

2. Public Holidays Notifications

  • Purpose: Checks for upcoming public holidays and sends an email to all staff.
  • Benefit: Ensures everyone is aware of office closures, reducing confusion.
  • Trigger: Runs every weekday at 10 PM AEST.
  • Connectors: Office 365, Excel Online

3. AI Summary Report Generator

  • Purpose: Creates a monthly summary of IT support tickets for a customer using AI and emails it.
  • Benefit: Provides clients with clear, actionable insights into their IT support trends.
  • Trigger: Runs every minute when a new item is created in a SharePoint list.
  • Connectors: Outlook, SharePoint, ConnectWise, Azure OpenAI

4. Timesheets Completion Reminder

  • Purpose: Reminds staff to complete and submit their timesheets.
  • Benefit: Improves payroll accuracy and compliance.
  • Trigger: Every Friday at 3 PM AEST.
  • Connectors: Microsoft Teams

5. Employee Leave Notifications

  • Purpose: Posts daily and weekly leave summaries to Teams, updates SharePoint.
  • Benefit: Keeps teams informed about availability, aiding resource planning.
  • Triggers: Daily at 8 AM, weekly on Fridays at 4:30 PM.
  • Connectors: SharePoint, Teams, HTTP, Office 365

6. Annual Contracts Expiry Flow

  • Purpose: Checks for Microsoft subscription renewals and emails a summary.
  • Benefit: Prevents service interruptions for clients.
  • Trigger: 15th of every month.
  • Connectors: SharePoint, Office 365

7. Shipping Report Updates

  • Purpose: Processes shipping reports, updates purchase orders, and sends notifications.
  • Benefit: Enhances order tracking and client communication.
  • Trigger: Every minute when a new email arrives.
  • Connectors: Office 365, SharePoint, Excel Online, ConnectWise

8. Timesheet Reminder to Unsubmitted Staff

  • Purpose: Weekly email reminder to staff who haven’t submitted timesheets.
  • Benefit: Reduces payroll delays.
  • Trigger: Every Monday at 10 AM AEST.
  • Connectors: SharePoint, Office 365, Custom Connector

9. Azure AD App Registration Expiration

  • Purpose: Checks for expiring Azure AD app secrets/certificates and emails a summary.
  • Benefit: Improves security and compliance.
  • Trigger: 24th of every month at 11 AM AEST.
  • Connectors: Office 365, HTTP

10. First Customer Order Email Alert

  • Purpose: Alerts for a new customer’s first order and updates ConnectWise.
  • Benefit: Enables prompt onboarding and engagement.
  • Trigger: Twice daily at 1 PM and 6 PM AEST.
  • Connectors: Office 365, SQL, ConnectWise

Why Automation Matters for Our Clients

  • Faster Response: Automated notifications and reminders mean issues are addressed quickly.
  • Proactive Service: Scheduled flows ensure nothing falls through the cracks—renewals, leave, compliance, and more.
  • Transparency: Automated reporting keeps clients informed and empowered.
  • Scalability: Automation allows us to grow and support more clients without sacrificing quality.

SharePoint and OneDrive: Smarter Content Management

Real-World Impact

Our clients benefit from:
  • Reduced downtime and fewer missed renewals.
  • Improved communication and visibility.
  • More time for strategic IT planning, less time spent on repetitive admin.

If you’re interested in learning how automation can help your business, reach out to alltasksIT. We’re happy to share more about our solutions and help you identify automation opportunities tailored to your needs. Want to see a demo or discuss your automation goals? Contact us today!

Author

John Koziaris

CEO/Founder

Founder and Principal of alltasksIT with 30+ years IT experience, John has a broad and varied experience across cloud computing strategies.

John has been successfully realising IT and networking solutions for small to medium businesses for over 25 years.