Power Automate, formerly known as Microsoft Flow, is a cloud-based workflow service by Microsoft that enables users to automate day-to-day repetitive tasks across multiple applications and services.
Power Automate offers a wide range of automation capabilities, from simple tasks like sending automated email notifications to more complex operations like capturing data, syncing files, etc.
Organizations use Power Automate to streamline repetitive tasks and business processes, increasing efficiency and reducing costs.
By using Microsoft Power Automate, you will be able to connect to various Microsoft and non-Microsoft applications and services. A few are like Microsoft Teams, Microsoft Forms, Planner, SQL Server, Power BI, Azure DevOps, Gmail, Twitter (X), Trello, Dropbox, Slack, GitHub, YouTube, Salesforce, etc. This way, you can connect to more than 500 services in Power Automate.
Some common use-cases of Power Automate
Microsoft Power Automate is a tool that helps automate tasks and processes. It can be used in many industries and situations. Here are some common ways people use it:
1. Automating Repetitive Tasks
Power Automate saves time by handling routine tasks automatically.
Examples:
- Sending emails
- Copying and pasting data
- Updating Excel files
- Uploading files to OneDrive
- Entering data automatically
2. Improving Workflows and Processes
It helps make work processes smoother and more efficient.
Examples:
- Getting approvals
- Managing projects
- Handling documents
3. Sending Notifications and Alerts
Power Automate can send alerts, so important information isn’t missed.
Examples:
- Reminders and updates
- Escalations in customer service
- Notifying when your brand is mentioned on social media
4. Syncing Data Between Systems
It connects different apps and keeps data updated without manual work.
Example:
- When someone signs up for your product, it can create a record in your CRM and send them a welcome email automatically.
5. Automating HR Tasks
HR teams can use it to save time and improve the employee experience.
Examples:
- Sending onboarding emails to new hires
- Managing time-off requests
- Automating benefits and performance reviews
How Microsoft Power Automate Works
Microsoft Power Automate helps you automate tasks and processes using workflows, also known as flows. Here’s how it works:
1. Easy Flow Creation
- Use a visual drag-and-drop interface to build workflows.
- No coding skills needed.
- You can start from scratch or use ready-made templates.
2. Triggers and Actions
- Trigger: Starts the flow.
Example: You receive a new email in Outlook.
- Action: What happens after the trigger.
Example: Post that email’s content to Microsoft Teams.
- Flows can include one or many actions, depending on your needs.
3. Event-Based Automation
- Flows can run when a certain event happens (like receiving a file or a form submission) or on a schedule (like daily or weekly).
4. Smart Automation with Copilot
- Copilot is an AI assistant built into Power Automate.
- It helps you:
- Create smarter, faster flows.
- Suggest improvements.
- Automate complex tasks easily.
- Follow best practices for automation.
Types of Power Automate
Cloud flows
Cloud flows are created when you want your automation function to be triggered either automatically, instantly, or via a schedule. Under cloud flows, it is possible to create three different types of flows.
Automated cloud flows
With automated cloud flows, you can create an automation triggered by any specific event defined by the user.
For example, when a new email is received in your Outlook inbox, any attachments that come with it could automatically be downloaded and saved to a specified folder in your OneDrive account, thereby removing the need for you to manually download and save each attachment.
Instant cloud flows
With instant cloud flows, you can start an automation with a click of a button. These flows can be triggered manually from either a mobile device or computer, allowing for convenient automation when required.
For instance, you could use instant cloud flows to send a reminder to your sales team regarding an important prospect’s trial that is due to end soon.
Scheduled cloud flows
With scheduled cloud flows, you can create an automation that runs upon a schedule. These flows run on a recurring schedule, such as daily, weekly, or monthly.
For example, daily or weekly upload of documents to SharePoint or a simple flow that sends a daily summary email to the team with the key highlights and updates.
Desktop flows
Desktop flows in Power Automate are a type of flow that runs on a user’s local computer instead of in the cloud.
These flows allow users to automate tasks and processes that are performed on the desktop, such as moving files, opening and closing applications, or sending emails with the help of Microsoft Power Automate for Desktop.
Desktop flows expand the robotic process automation (RPA) functionality within Power Automate and provide the ability to automate all repetitive desktop-based processes.
Business process flows
Business process flows in Power Automate are a series of steps that automate a business process, reducing manual labour and errors, and increasing efficiency and consistency.
These flows automate business processes, such as customer onboarding, sales process, or purchase order approval.
How to create a Power Automate flow?
Step 1: Sign in to Power Automate
- Go to Power Automate.
- Sign in with your Microsoft account or organizational credentials.
Step 2: Choose How to Start Your Flow
After signing in:
- On the left-hand navigation pane, click on Create.
There are three ways to make a flow in Microsoft Power Automate.
- Start from blank
Microsoft allows you to create a custom flow from scratch based on your business requirements. Here are a few flows to start:
- Automated cloud flow
- Instant cloud flow
- Scheduled cloud flow
- Desktop flow, etc.
- Start from a template
Microsoft provides more than 500 premade templates that you can use directly; it also allows us to do customizations. A few template examples are:
- Create a Planner task when a channel post starts with TODO
- Notify a team when Planner tasks change status
- Send an email for new Tweets about a certain keyword
- Send an email to responder when response submitted in Microsoft Forms
- Send an email when a new item is created in SharePoint, etc.
- Start with a connector
We can also start a flow from a connector. Connectors are nothing but the apps that we use day to day. There are more than 500 connectors available that we can start with. A few examples are:
- Office 365 Outlook
- SharePoint
- Microsoft Dataverse
- OneDrive for Business
- Planner
- SQL Server
- Power BI
- Microsoft Teams
- Trello
- Salesforce
- Asana
- Azure Data Lake
Creating a cloud flow from scratch
1. Sign into Power Automate.
2. Go to the ‘Create’ tab and select ‘Automated cloud flow’ option from blank.
3. Provide a name for the flow in the ‘Add a name or we’ll generate one.
4. Type Gmail in the ‘Search all triggers’ field.
5. Choose Gmail – When a new email arrives.
6. Click on the ‘Create’ button at the bottom of the screen.
7. If you haven’t already connected your Gmail account with Power Automate, select Sign into Gmail, and then enter your credentials.
Specify your action
1. Select New step.
2. In the box that shows different Search connectors and actions, choose the one you’re looking for.
For this example, we’re looking to integrate Gmail and Google Drive so that each time an email arrives in your Gmail inbox, the attachments will automatically be saved to a folder in your Google Drive.
3. Select ‘Google Drive’ as the connector, and if prompted, choose the ‘Sign in to Google Drive’ option and enter your login credentials.
4. In the ‘Actions’ tab, choose the ‘Create file’ option.
5. Provide the necessary details such as ‘Folder path’, ‘File name’, and ‘File content’. You can also make use of the dynamic content for the email body, which can include the sender’s email, email subject line, and other customizable content to suit your requirements.
6. After doing the required steps, click on the ‘Save’ button to save the automation.
7. On the top bar, click Flow Checker to check for any errors or warnings. If there are none, proceed to the ‘Test’ option and send a test email to your Gmail address to see if the automation is working correctly.
8. To monitor the progress of your flow, go to “My Flows” and choose the flow you created. At the bottom, there will be a tab displaying the 28-day run history. If the status is marked as “succeeded,” then your flow has been working without any errors.
What Are Connections in Power Automate?
A connection is like a bridge between Power Automate and an external data source (like D365 CRM, SharePoint, Outlook, etc.). It stores the credentials and permissions required to access that system.
Creating a Connection to D365 CRM
You can set up a connection in one of two ways:
Option 1: During Flow Creation
- Add a D365/Dataverse trigger or action (e.g., “When a row is added” or “Update a record”).
- Power Automate prompts you to sign in with your credentials.
- It creates the connection automatically and saves it.
Option 2: Manually via Connections Page
- Go to Power Automate portal
- Click Data > Connections > + New connection.
- Search for Dataverse or Dynamics 365.
- Click it and sign in using your credentials.
- Select the correct environment if needed.
- Or add connections directly from the Trigger/Action Step. By clicking on the
+ Add new Connection
What is Peek Code?
In Microsoft Power Automate, there is a feature called ‘Peek code’ that allows you to view and edit the underlying code or JSON representation of an action or flow in Power Automate.
When you use the ‘Peek code’ option, you can see the code that Power Automate is generating behind the scenes to automate your workflow.
This can be helpful if you want to make more advanced customizations to your flows, or if you want to learn more about how Power Automate works.
However, note that making changes to the code using ‘Peek code’ can be risky and should be done with caution, as any changes made to the code could potentially break the flow.
It is recommended that you have a good understanding of JSON, and the structure of Power Automate flows before attempting to make changes using ‘Peek code’. It’s advisable to have a developer’s assistance when you use this option.
Power Automate Toolbar
🔧 Edit
- Opens the flow in edit mode so you can modify the steps, triggers, or conditions of the automation.
🔄 Share
- Allows you to share the flow with other users or environments. You can define co-owners or assign access permissions.
💾 Save As
- Creates a copy of the current flow with a different name. Useful when you want to reuse or version a flow.
🗑️ Delete
- Permanently deletes the flow. You’ll need proper permissions to perform this.
▶️ Run
- Manually triggers the flow (for flows that support manual execution, such as those with manual triggers or testing flows).
📄 Send a Copy
- Sends a packaged version of the flow to someone else, allowing them to import and use it in their own environment.
📤 Export
- Exports the flow as a .zip package. Can be:
- Logic Apps Template (.json)
- Power Automate Package (.zip)
Used for moving flows between environments (Dev → UAT → Prod).
📊 Process Mining (preview)
- Opens Process Mining tools to analyze process patterns and bottlenecks. Still in preview, this provides insights into automation potential and flow efficiency.
⏻ Turn off
- Disables the flow without deleting it. The flow will not run until it’s turned back on.
🔔 Repair Tips Off
- This toggle enables or disables repair tips, which are suggestions and diagnostics shown when a flow fails. Turning this on helps troubleshoot issues more easily.