Microsoft Power Automate Overview

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Questions and Answers

In what year was Microsoft Flow released?

2016

Give two examples of tasks that can be automated by Microsoft Power Automate.

  1. Automate the collection and processing of information. 2. Manage the approval process for documents/information.

What is a 'connector' in the context of Microsoft Power Automate?

A connector allows Power Automate to access information stored in different systems.

What is the main benefit of using Power Automate for tasks that are normally done manually?

<p>It can save time and reduce the risk of errors.</p> Signup and view all the answers

What is meant by the phrase "The only real limit is your creativity and whether a connector is available for the data you are working with"?

<p>Power Automate can be used to automate a wide range of tasks, but the specific tasks that can be automated depend on the availability of connectors for the relevant data.</p> Signup and view all the answers

What is the relationship between Power Automate and other Microsoft Power Platform applications?

<p>Power Automate can be even more powerful when used with other Microsoft Power Platform applications.</p> Signup and view all the answers

Why is it important to understand what Power Automate is and how it fits into the Microsoft ecosystem?

<p>To effectively utilize the full potential of Power Automate and its integration with other Microsoft tools.</p> Signup and view all the answers

How does Power Automate help individuals in their work life?

<p>By automating routine tasks and increasing efficiency, Power Automate allows individuals to focus on more fulfilling and impactful aspects of their jobs.</p> Signup and view all the answers

Describe the primary difference in approach between traditional Power Automate tutorials and the methodology outlined in this excerpt?

<p>Traditional tutorials focus on specific recipes or workflows, while this excerpt emphasizes learning the underlying components and mechanics of Power Automate to create adaptable workflows.</p> Signup and view all the answers

What specific challenge does the author present regarding the fast-paced development of Power Automate?

<p>The constant release of new features and enhancements makes it difficult for any book to stay completely up-to-date.</p> Signup and view all the answers

What is the purpose of the analogy between learning Power Automate and learning to cook?

<p>The analogy highlights the limitations of learning only specific workflows and the importance of understanding the underlying components and principles to create adaptable and versatile workflows.</p> Signup and view all the answers

What specific elements of Power Automate are considered the 'basic ingredients' in the cooking metaphor?

<p>Connectors, triggers, and actions are analogous to basic ingredients, forming the foundation for creating diverse workflows.</p> Signup and view all the answers

What is the primary focus of this book regarding its teaching methodology?

<p>The book aims to teach the fundamental components and principles of Power Automate, enabling users to create adaptable and customized workflows rather than just replicating specific scenarios.</p> Signup and view all the answers

What is the primary limitation of Power Automate that necessitates the use of service accounts for workflows requiring elevated permissions?

<p>Power Automate doesn't directly support impersonation in cloud flows, which is a feature that allows running actions with elevated permissions.</p> Signup and view all the answers

What is the primary function of impersonation in the context of SPD 2010 workflows?

<p>Impersonation allows running a sequence of actions with elevated permissions, granting temporary access to enhanced privileges.</p> Signup and view all the answers

What kind of Power Automate flows are mentioned in the text as being different from regular cloud flows?

<p>Desktop flows and business process flows are presented as distinct from regular cloud flows.</p> Signup and view all the answers

What are the three listed types of cloud flows, based on their triggering mechanisms?

<p>The three listed types of cloud flows are instant, automated, and recurrent, each activated by different triggering events.</p> Signup and view all the answers

What specific aspect of Power Automate is emphasized as being constantly evolving, requiring users to be adaptive?

<p>Power Automate is described as a constantly evolving product with frequent releases of new features and enhancements.</p> Signup and view all the answers

What is the purpose of the "seeded license" mentioned in the text?

<p>A seeded license provides a user with a certain level of free access to Power Automate, enabling them to explore its features.</p> Signup and view all the answers

What are the two primary components that constitute a Power Automate flow?

<p>Triggers and actions are the fundamental building blocks of Power Automate flows, each performing specific functions within a workflow.</p> Signup and view all the answers

What is the primary goal of this book in relation to the user's future understanding of Power Automate?

<p>The book aims to equip the user with the necessary tools and skills to expand their knowledge of Power Automate and effectively utilize it for transforming their daily workflow.</p> Signup and view all the answers

What key aspect of Power Automate's documentation does the author recommend users to familiarize themselves with?

<p>The author advocates for exploring Microsoft's Power Automate documentation as a source of comprehensive information on its various components and functionalities.</p> Signup and view all the answers

What is the primary benefit of understanding the core mechanics of Power Automate, as opposed to only learning specific recipes?

<p>Understanding the fundamental components and principles allows users to create customized and adaptable workflows that go beyond specific scenarios, enabling them to address various needs and challenges within their workflow.</p> Signup and view all the answers

Why does the document argue that migrating from SharePoint Designer to Power Automate is necessary, even though Power Automate has limitations that SPD workflows do not?

<p>The document argues that migrating from SPD to Power Automate is necessary primarily because SPD workflows are being deprecated by Microsoft, meaning that they will eventually stop being supported. This would make SPD an unreliable and risky workflow solution in the future. Even though Power Automate has limitations, it is considered a better long-term solution because it's actively developed and supported by Microsoft.</p> Signup and view all the answers

According to the document, what are the two main benefits of utilizing citizen developers?

<p>The text highlights two main benefits of using citizen developers: 1. Citizen developers can automate repetitive tasks, freeing up professional developers for more complex projects, and 2. Citizen developers, by understanding business needs, can improve the efficiency of processes through custom solutions.</p> Signup and view all the answers

Explain the main difference between SPD 2010 and SPD 2013 workflows in terms of their performance.

<p>SPD 2010 workflows ran within the software context of SharePoint, making them susceptible to slowdowns if the site experienced performance issues. SPD 2013 workflows, however, ran as a separate process, thus avoiding the performance issues inherent in their earlier version.</p> Signup and view all the answers

Identify two workarounds suggested in the document for addressing the 30-day timeout limitation in Power Automate.

<p>The document mentions the use of recurrence triggers that store the flow's state in a data source to continue processing after a timeout, and periodically waking up the flow to resume processing as workarounds for the 30-day timeout limitation.</p> Signup and view all the answers

What is the main challenge associated with migrating from SPD workflows to Power Automate, as explained in the document?

<p>The document highlights that there are currently no automated tools for migrating SPD workflows to Power Automate, making the process entirely manual and requiring significant effort and attention.</p> Signup and view all the answers

What is the primary reason for the deprecation of SPD workflows, based on the information provided in the document?

<p>SPD workflows are being deprecated by Microsoft due to their limited functionality and lack of ongoing development, prompting the shift towards Power Automate as a more advanced and actively maintained platform.</p> Signup and view all the answers

In what way does Power Automate offer an advantage over SPD workflows in terms of data access and functionality?

<p>Power Automate surpasses SPD workflows by offering access to a broader range of data sources beyond SharePoint, along with enhanced functionality and capabilities for manipulating this data.</p> Signup and view all the answers

What is the primary drawback of using a Service Account with a premium license for Power Automate flows that require general HTTP calls, as suggested in the document?

<p>The main drawback of using a Service Account with a premium license is the associated cost, which is a potential barrier to adoption for organizations with limited budgets.</p> Signup and view all the answers

How does the use of Power Automate potentially improve collaboration among different departments within an organization?

<p>Power Automate fosters collaboration by enabling citizen developers from various departments who share a common business language to collaborate directly on implementing solutions, reducing reliance on professional developers as intermediaries.</p> Signup and view all the answers

Describe the main limitation of Power Automate discussed in the document regarding reusable flows.

<p>Power Automate connects flows to specific data sources, preventing the creation of reusable flows that can easily be applied to multiple dynamic connections, unlike SPD workflows.</p> Signup and view all the answers

What is the main reason for the substantial cost benefits associated with using citizen developers, as noted in the document?

<p>The document emphasizes that citizen developers can manage many tasks that would otherwise require professional developers, reducing the need for a larger and more expensive development team.</p> Signup and view all the answers

Why does the document emphasize the importance of making the switch to Power Automate promptly, despite potential challenges?

<p>The document stresses the importance of transitioning to Power Automate as soon as possible to avoid facing deadlines and potential data loss associated with the deprecation of SPD workflows, which will ultimately cease to be supported.</p> Signup and view all the answers

Summarize the main argument for using Power Automate in place of SPD workflows, taking into account the limitations and workarounds described in the document.

<p>Despite its limitations, Power Automate is recommended over SPD workflows due to its ongoing development by Microsoft, wider data access capabilities, and increased functionality, even though migrating requires manual effort and potential workarounds for some features.</p> Signup and view all the answers

Why does the document suggest using a Service Account with a premium license for Power Automate flows that require general HTTP calls?

<p>The document suggests using a Service Account with a premium license for general HTTP calls because Power Automate requires a premium license for web service calls outside of SharePoint.</p> Signup and view all the answers

In what way does the document suggest that Power Automate is a broader and more advanced platform than SPD workflows?

<p>The document suggests that Power Automate is a broader and more advanced platform than SPD workflows by highlighting its ability to access a wider range of data sources and its greater functionality beyond SharePoint.</p> Signup and view all the answers

What is the main reason for the increased turnaround time associated with Citizen Developers, as described in the document?

<p>Because Citizen Developers can handle tasks themselves instead of waiting for professional developers, the turnaround time is significantly reduced.</p> Signup and view all the answers

Explain the difference between 'Standard and Premium Connectors' in the context of Power Automate.

<p>Standard connectors are included in Power Automate's basic licensing, while premium connectors require additional licensing for their use. Standard connectors connect to readily available data sources, whereas premium connectors allow access to more specialized, potentially sensitive data sources.</p> Signup and view all the answers

What is meant by 'seeded licenses' in the context of Power Automate? Explain how they relate to Microsoft 365 licensing.

<p>Seeded licenses are Power Automate features integrated into other Microsoft 365 licenses (like those for Office 365). They offer a basic level of Power Automate functionality, often including standard connectors, without requiring additional Power Automate-specific purchases.</p> Signup and view all the answers

What is the primary limitation of the Power Automate free license?

<p>While the Power Automate free license allows accessing standard connectors, it restricts access to premium connectors and data sources that often necessitate separate licensing.</p> Signup and view all the answers

What are the primary benefits of utilizing a Microsoft 365 license for Power Automate?

<p>Microsoft 365 licenses typically include 'seeded' Power Automate features, providing access to standard connectors and basic functionalities. Additionally, many data sources, like SharePoint, are accessible within the Microsoft 365 ecosystem.</p> Signup and view all the answers

Explain the connection between Power Automate, Power Apps, and Microsoft 365.

<p>Power Apps and Power Automate are both part of the Microsoft Power Platform, a suite of tools designed for low-code/no-code development. Microsoft 365 licenses often include 'seeded' versions of Power Apps and Power Automate, allowing Microsoft 365 users to leverage these tools within their existing ecosystem.</p> Signup and view all the answers

Explain the distinction between 'cloud flows' and 'desktop flows' in Power Automate.

<p>Cloud flows operate completely within the cloud, connecting to various services and applications online. Desktop flows, on the other hand, are designed to interact with user interfaces on a user's local computer, automating repetitive tasks within Windows or web applications.</p> Signup and view all the answers

What are business process flows, and how are they distinct from other types of flows in Power Automate?

<p>Business process flows provide a structured, pre-defined sequence of steps for completing complex tasks. Unlike standard automated workflows, they guide human users through a process, ensuring consistency and compliance with established procedures.</p> Signup and view all the answers

What limitations do 'seeded' Power Automate licenses typically have when compared to more advanced standalone licenses?

<p>Seeded licenses usually offer limited access to premium connectors, advanced features like desktop flows, and may disallow using on-premises data gateways. These features typically require standalone Power Automate licenses or specific add-ons.</p> Signup and view all the answers

Describe the purpose of an 'on-premises data gateway' in the context of Power Automate.

<p>On-premises data gateways act as bridges between cloud-based Power Automate flows and data sources residing on local computers or servers. They enable Power Automate to securely access and process data that is not publicly accessible on the internet.</p> Signup and view all the answers

What is the role of the 'Power Platform environment' in managing Power Automate workflows?

<p>The Power Platform environment provides a dedicated space for storing and managing Power Automate flows, Power Apps, and related Dataverse tables. It allows for isolation, version control, and the organization of different components and users.</p> Signup and view all the answers

Explain the relationship between 'Microsoft Dataverse' (formerly Common Data Service) and Power Automate.

<p>Microsoft Dataverse serves as a cloud-based data store that can be accessed and utilized by Power Automate flows. It provides a robust platform for storing, managing, and manipulating data that can be integrated into various automated workflows.</p> Signup and view all the answers

What are the primary considerations for choosing the appropriate Power Automate license for a particular user or organization?

<p>Factors like the type and complexity of workflows, the specific data sources used (standard or premium), the number of users, and the presence of on-premises data all influence the choice of Power Automate license. Balancing functionality, cost, and regulatory compliance is crucial.</p> Signup and view all the answers

Discuss the advantages and limitations of using the free Power Automate license.

<p>The free Power Automate license offers a low-cost entry point for experimentation and learning but severely limits access to essential features. It restricts access to premium connectors, restricts the number of flows and runs, and limits the ability to interact with data sources requiring additional licensing. While beneficial for beginners, it falls short in real-world scenarios requiring more extensive automation capabilities.</p> Signup and view all the answers

How does the availability of storage capacity influence the selection of Power Automate licenses?

<p>Each Microsoft 365 or Dynamics 365 tenant includes a default environment with limited storage capacity. Creating additional environments and expanding storage capacity often require purchasing additional licenses or plans, as storage limits directly affect the number of flows and data storage capacity available within the Power Platform environment.</p> Signup and view all the answers

What are the advantages and disadvantages of using 'seeded' Power Automate licenses included with Microsoft 365?

<p>Seeded Power Automate licenses offer a cost-effective advantage as they leverage existing Microsoft 365 subscriptions. They provide access to standard connectors and basic automation features, making them suitable for simple workflows and integrations within the Microsoft 365 ecosystem. However, they lack access to advanced features like desktop flows, premium connectors, and on-premises data gateways, limiting functionality for more complex or specialized use cases. Their inclusivity within Microsoft 365 makes them readily available for basic automation needs, but their limitations may necessitate an upgrade to more comprehensive Power Automate licenses for greater flexibility and functionality.</p> Signup and view all the answers

What essential capability distinguishes the 'per-user with RPA' Power Automate license from the 'per-user without RPA' license?

<p>The ability to trigger desktop flows from a cloud flow.</p> Signup and view all the answers

What is the specific limitation imposed by the 'per-user without RPA' Power Automate license?

<p>It doesn't allow triggering desktop flows from cloud flows.</p> Signup and view all the answers

How does the 'per-flow' Power Automate license differ from the 'per-user' licenses?

<p>The 'per-flow' license covers multiple users running a single flow, whereas the 'per-user' licenses allow a single user to run multiple flows.</p> Signup and view all the answers

What is the maximum number of flows covered by the base 'per-flow' Power Automate license?

<p>Five.</p> Signup and view all the answers

Describe the core difference between 'attended' and 'unattended' desktop flows in Power Automate.

<p>Attended flows run on a user's computer, requiring their interaction, while unattended flows run on a remote computer or virtual machine without user intervention.</p> Signup and view all the answers

What additional licensing requirement is associated with running 'unattended' desktop flows in Power Automate?

<p>An add-on license for each computer (bot) where the unattended flows are executed.</p> Signup and view all the answers

How does the Power Automate pay-as-you-go licensing model differ from the traditional annual commitment model?

<p>Pay-as-you-go charges are incurred only for the months when premium licensed applications or flows are actually used, whereas the traditional model requires an annual commitment regardless of usage.</p> Signup and view all the answers

What is the essential role of the Azure subscription in the Power Automate pay-as-you-go licensing model?

<p>It provides the billing mechanism for tracking and charging usage of premium licensed applications and flows within a Power Platform environment.</p> Signup and view all the answers

What is the significance of the 1GB Dataverse storage offered with the Power Automate pay-as-you-go licensing model?

<p>It provides a baseline storage capacity for Dataverse data, with additional usage charged separately per GB.</p> Signup and view all the answers

Under the Power Automate pay-as-you-go licensing model, what specific events trigger charges associated with cloud and desktop flow runs?

<p>The use of premium connectors in cloud and desktop flows.</p> Signup and view all the answers

What is the primary advantage of the Power Automate trial license?

<p>It provides full functionality of paid licenses, including access to premium connectors, except for the creation of additional environments.</p> Signup and view all the answers

Describe the specific application case where the Power Virtual Agents license grants limited use rights to Power Automate.

<p>The creation of flows triggered by actions within a Power Virtual Agents (PVA) bot.</p> Signup and view all the answers

What is the fundamental restriction imposed by the Power Virtual Agents license regarding the use of Power Automate?

<p>The flows must be triggered by actions within the PVA bot and cannot be triggered from other sources, such as Power Apps or other applications.</p> Signup and view all the answers

Detail the two methods users can utilize to obtain a Power Automate trial license.

<p>Through a Microsoft 365 global admin requesting a trial license on the Billing page of the Microsoft 365 admin center or by signing up for a trial directly through the Power Automate website using the 'Start free' button.</p> Signup and view all the answers

What is the specific requirement for accessing a full Power Automate trial?

<p>Users must have a work or school account.</p> Signup and view all the answers

Consider a scenario where an organization utilizes Dynamics 365 applications for CRM and needs to extend these applications using Power Automate. Describe the type of Dynamics 365 license that would be most suited for this scenario.

<p>The most appropriate license would be a Dynamics 365 Enterprise, Professional, or Team Member license. These licenses come with a seeded Power Automate license that permits modifying and extending Dynamics 365, including the use of the Dataverse connector.</p> Signup and view all the answers

What crucial limitation exists when leveraging the Dataverse connector with a Dynamics 365 seeded Power Automate license? Can you explain this with an example?

<p>The Dataverse connector, despite being included with the Dynamics 365 seeded license, cannot be used to create a separate CRM system. Essentially, it cannot replace existing Dynamics 365 functionality to avoid licensing costs. For instance, you cannot build a CRM system based on a less expensive Dynamics 365 Team Member license using the Dataverse connector.</p> Signup and view all the answers

Explain the concept of 'related Power Apps' in the context of Power Automate licensing. How does this concept influence the use of Power Automate with premium connectors?

<p>'Related Power Apps' refer to Power Automate flows that directly support and expand the functionality of a specific Power App. This includes flows triggered by the Power App or those triggered automatically, such as on a schedule, when a new file is added, or if the flow operates on the same data source as the Power App. With a Power Apps license, these 'related Power Apps' flows gain access to premium connectors.</p> Signup and view all the answers

In Power Apps licensing, differentiate between the 'per-user' and 'per-app' licensing models. How do these models impact the use of Power Automate with premium connectors?

<p>A 'per-user' Power Apps license grants unlimited application access for a single user. A 'per-app' license allows a user to run a single application shared with them. Both models include Power Automate use rights. For 'per-user' licenses, these rights cover all flows, while for 'per-app' licenses, access is limited to flows directly triggered by the specific application.</p> Signup and view all the answers

Describe two specific scenarios where purchasing a Power Automate standalone plan might be necessary, outlining the related license types.

<p>Power Automate standalone plans are needed when Microsoft 365, Dynamics 365, or Power Apps licensing doesn't cover the required capabilities. One scenario is automating business processes that don't directly relate to a Power App, such as using a 'per-user' Power Automate plan without RPA. Another is incorporating RPA features using desktop flows, requiring the 'per-user with RPA' plan.</p> Signup and view all the answers

Within the context of Power Automate, what does the term "RPA" stand for, and what are desktop flows associated with? Explain the rationale behind the specific Power Automate standalone plan designed for RPA.

<p>RPA stands for Robotic Process Automation. In Power Automate, desktop flows are associated with RPA, allowing automation of tasks involving interactions with desktop applications. The &quot;per-user with RPA&quot; Power Automate standalone plan is specifically designed for this purpose, providing access to desktop flow capabilities for automating desktop-based processes.</p> Signup and view all the answers

Consider a scenario where an organization uses Power Automate to automate tasks that don't directly involve a Power App. For example, collecting data from multiple sources and generating reports. Which type of Power Automate standalone plan would be appropriate for this scenario?

<p>For scenarios like collecting data and generating reports without a dedicated Power App, the appropriate standalone Power Automate plan would be the 'per-user without RPA' plan. This plan provides access to Power Automate functionalities without the RPA features associated with desktop flows, making it suitable for general-purpose automation tasks.</p> Signup and view all the answers

Imagine a situation where an organization uses Power Automate to automate repetitive tasks by interacting with specific desktop applications. This includes tasks like filling out forms, extracting data from spreadsheets, and copying data between applications. What specific Power Automate standalone plan is designed for this scenario, and why?

<p>For automating repetitive tasks with desktop applications like form filling, data extraction, and data copying, the appropriate Power Automate standalone plan would be the 'per-user with RPA' plan. This plan specifically includes access to desktop flows, the mechanism for automating processes within desktop applications, making it ideal for tasks that involve interaction with these applications.</p> Signup and view all the answers

What is the principal use case of a 'per-flow' Power Automate standalone plan? Describe a scenario where this type of plan would be particularly advantageous.

<p>The 'per-flow' Power Automate standalone plan focuses on individual flows rather than entire users. It's particularly advantageous when an organization has specific, isolated automation needs without a broad requirement for user-level access to Power Automate. Imagine a situation where a single, complex business process requires automation. Utilizing the 'per-flow' plan can cost-effectively automate this flow without assigning a full Power Automate license to each user involved in the process.</p> Signup and view all the answers

Explain how the Microsoft 365 seeded license for Power Automate differs from utilizing a Power Automate standalone 'per-user' plan without RPA.

<p>The Microsoft 365 seeded license for Power Automate provides basic capabilities and allows for custom connections, but limitations apply, including not having RPA or access to premium connectors. A Power Automate 'per-user' plan without RPA offers more robust features, including access to premium connectors, but it does not include RPA functionality.</p> Signup and view all the answers

Describe a scenario where an organization might leverage both a Power Apps per-user license and a Power Automate 'per-user' plan without RPA.

<p>An organization could use a Power Apps per-user license for individuals who need to develop and interact with Power Apps, while simultaneously using a Power Automate 'per-user' plan without RPA for those who need to automate processes not directly tied to a Power App. This scenario allows for granular licensing based on specific user needs and workflows.</p> Signup and view all the answers

What are the primary considerations when choosing between a Microsoft 365, Dynamics 365, or Power Apps licensing model for Power Automate, and a Power Automate standalone plan?

<p>Key considerations include the specific automation needs, whether RPA features are required, the types of connectors needed (standard, premium, or custom), and whether the automation is primarily related to Power Apps. If these needs exceed what the other licensing models offer, a Power Automate standalone plan may be necessary.</p> Signup and view all the answers

For organizations that use Power Automate extensively for both app development and robust automation processes, especially involving premium connectors and RPA, what licensing strategy might be the most effective?

<p>Combining a Power Apps per-user license with a Power Automate 'per-user with RPA' plan can be an effective strategy for organizations with extensive Power Automate usage. This combination provides access to all Power Automate features, including premium connectors and RPA capabilities, catering to diverse automation needs within the organization.</p> Signup and view all the answers

Describe how the 'per-app' licensing model for Power Apps can limit the use of Power Automate with premium connectors compared to 'per-user' licenses.

<p>With 'per-app' Power Apps licenses, access to premium connectors through Power Automate is limited to flows directly triggered by the specific application. In contrast, 'per-user' licenses grant broader access to premium connectors for all flows, regardless of the triggering application. This restriction can limit functionality and flexibility for 'per-app' license users.</p> Signup and view all the answers

Explain the distinction between a 'cloud flow' and a 'desktop flow' in Power Automate. Which type of flow is directly associated with the RPA functionality?

<p>Cloud flows operate within the Power Automate cloud and are triggered by events or actions in the cloud, while desktop flows automate desktop-based processes, interacting with applications and UI elements on a user's computer. Desktop flows are directly associated with RPA functionality, allowing for the automation of tasks involving interactions with desktop applications.</p> Signup and view all the answers

Describe a scenario where an organization might benefit from using both a Power Apps 'per-app' license and a Power Automate 'per-flow' standalone plan.

<p>An organization could use a Power Apps 'per-app' license for specific applications that need access to premium connectors, while employing a Power Automate 'per-flow' standalone plan for isolated automation tasks. This approach enables cost savings by only licensing the necessary Power Automate flows instead of assigning a 'per-user' plan to each user.</p> Signup and view all the answers

In the context of the provided text about Power Automate, what is the primary purpose of a business process flow?

<p>To outline a repeatable set of tasks, often divided into stages, that can be followed to ensure a consistent and high-quality outcome.</p> Signup and view all the answers

What is the key difference between a Power Automate Free trial and a Power Automate trial with premium features?

<p>Only a Power Automate trial with premium features allows access to premium connectors and advanced automation capabilities.</p> Signup and view all the answers

What is the primary limitation of a Microsoft 365 trial and how does this impact using Power Automate?

<p>Microsoft 365 trials are limited to 30 days and cannot be renewed, which restricts the duration of any associated Power Automate trial.</p> Signup and view all the answers

What is the primary benefit of using a template flow in Power Automate, as opposed to creating a flow from scratch?

<p>Template flows provide a pre-configured starting point, simplifying the process of building a flow and reducing the initial effort required.</p> Signup and view all the answers

In the context of Power Automate's connection authorization, what is the main reason for needing to sign in when using a pre-built template flow?

<p>Authorization ensures that the flow has the necessary permissions to access the connected services, such as OneDrive, and perform the desired actions.</p> Signup and view all the answers

What specific action needs to be taken to save a flow in Power Automate after completing all necessary configurations?

<p>Clicking the 'Save' button in the upper-left corner of the flow editor.</p> Signup and view all the answers

What is the ultimate goal of the detailed example of the "Copy documents" template flow provided in the text?

<p>To illustrate how to utilize a basic Power Automate template flow, from initial setup through connection authorization to final flow execution.</p> Signup and view all the answers

What are two primary ways to initiate a Power Automate trial, according to the text?

<p>Using the &quot;Try free&quot; link on the Power Automate website or by clicking the &quot;Go Premium&quot; link within Power Automate Desktop.</p> Signup and view all the answers

What is the primary reason for emphasizing the use of a work or school account when initiating a Power Automate trial?

<p>Work or school accounts are required to access and utilize premium features, including premium connectors, within a Power Automate trial.</p> Signup and view all the answers

What specific type of license, as described in the text, is recommended for users who need Power Automate features beyond the limitations of a trial?

<p>Microsoft 365 Business Basic is considered the most cost-effective option for long-term use beyond the 30-day trial period.</p> Signup and view all the answers

What is the primary purpose of the "Templates" tab in the Power Automate website, as explained in the text?

<p>It provides access to pre-built template flows that can be used as starting points for creating automated workflows.</p> Signup and view all the answers

In the provided text, what is the main benefit of using a template flow, such as "Copy files from one OneDrive for Business account or folder to another"?

<p>It allows users to quickly and easily create a basic automated workflow that performs a specific task, eliminating the need for complex manual configurations.</p> Signup and view all the answers

What is the purpose of the slash symbol (/) in the 'Folder' and 'Folder Path' fields within the template flow's trigger and action steps?

<p>The slash symbol (/) serves as a separator within the folder path, indicating the hierarchy of folders and files involved in the flow's actions.</p> Signup and view all the answers

What is the primary function of the arrow next to the flow name in the upper-left corner of the Power Automate interface, as described in the text?

<p>It provides access to the flow's description and related details, enabling users to navigate back to the flow's overview.</p> Signup and view all the answers

What critical action must be taken within a Power Automate flow to ensure that data is protected during connection authorization?

<p>Users need to sign in to authorize the connections, granting the flow specific permissions to access and interact with the connected service.</p> Signup and view all the answers

What specific action needs to be taken to ensure that all configuration changes made to a Power Automate flow are saved and preserved?

<p>Users need to click the 'Save' button in the upper-left corner of the flow editor.</p> Signup and view all the answers

What is the primary reason for the emphasis on using work or school accounts when initiating a Power Automate trial, as described in the text?

<p>Work or school accounts provide access to premium features, such as premium connectors, within a Power Automate trial.</p> Signup and view all the answers

What are the two main types of Power Automate licenses discussed in the excerpt, and what distinguishes them?

<p>The two main types of Power Automate licenses discussed are the per-user trial license and the Power Apps Developer Plan. The trial license is temporary, lasting up to 90 days, and offers access to premium features. The Developer Plan is free, doesn't expire, and provides access to all premium features but is restricted to development and learning purposes.</p> Signup and view all the answers

What is the main limitation of the Power Apps Developer Plan, and how does this affect users?

<p>The primary limitation of the Developer Plan is that it only provides a single developer environment. This environment cannot be used for production applications or flows, limiting its use to learning and development. Users must move their applications to a different environment to use them in production.</p> Signup and view all the answers

What is the relationship between Power Automate Desktop (PAD) and the licensing included with Windows operating systems?

<p>Windows operating systems include a license for Power Automate Desktop (PAD), which allows users to run attended desktop flows. This license does not cover unattended flows or desktop flows triggered from cloud flows.</p> Signup and view all the answers

What are the two primary components that comprise a Power Automate cloud flow, and what is their function?

<p>The two primary components of a Power Automate cloud flow are triggers and actions. Triggers initiate a flow by responding to specific events or user actions, while actions carry out the tasks within the flow based on the trigger.</p> Signup and view all the answers

What is the primary difference between webhook triggers and polling triggers in Power Automate?

<p>Webhook triggers fire immediately upon the occurrence of an event, while polling triggers check for changes at regular intervals, potentially delaying the flow execution. This difference affects the timeliness and responsiveness of the flow.</p> Signup and view all the answers

What is the significance of the statement: "When testing a flow, it’s usually a good idea to wait at least 5–10 minutes for a trigger to fire before assuming there is a problem."

<p>This statement highlights the importance of allowing sufficient time for polling triggers to activate during testing. Failure to observe this timeframe may lead to erroneous assumptions about flow functionality.</p> Signup and view all the answers

What specific challenges does the author present regarding the fast-paced development of Power Automate and what advice does he provide?

<p>The author states that Power Automate is constantly evolving, which can make it challenging to keep up with new features and best practices. He advises users to be adaptive by relying on core principles and understanding the building blocks of Power Automate rather than focusing solely on specific &quot;recipes.&quot;</p> Signup and view all the answers

Why does the author suggest that understanding trigger and action configurations is critical for successful flow creation?

<p>Understanding the configurations of triggers and actions is crucial for ensuring the proper execution of a flow. These configurations allow users to tailor the triggers and actions to their specific needs and data sources, ensuring accurate and efficient workflow execution.</p> Signup and view all the answers

Explain the concept of 'impersonation' in SPD 2010 workflows, and how does it relate to Power Automate?

<p>Impersonation in SPD 2010 workflows allows workflows to execute tasks with the permissions of a specific user. While Power Automate does not directly use impersonation, the concept is relevant because it highlights the importance of using service accounts or delegate access for tasks requiring elevated permissions.</p> Signup and view all the answers

What are the three listed types of cloud flows based on their triggering mechanisms, and how do they differ?

<p>The three listed types of cloud flows are automated, manual, and scheduled flows. Automated flows are triggered by specific events, manual flows are initiated by user interaction, and scheduled flows are executed at predetermined intervals.</p> Signup and view all the answers

What specific aspect of Power Automate's documentation does the author recommend users familiarize themselves with?

<p>The author recommends that users familiarize themselves with the Power Automate connectors, which are the building blocks for connecting to various data sources and services.</p> Signup and view all the answers

Explain the purpose of the "seeded license" as mentioned in the text.

<p>The &quot;seeded license&quot; refers to a pre-existing Power Automate license that may be included with other Microsoft products, such as Microsoft 365 or Dynamics. This license often limits access to premium features but can be a starting point for users with existing Microsoft licenses.</p> Signup and view all the answers

What specific challenge does the author address regarding the need for elevated permissions in Power Automate workflows?

<p>The author highlights the challenge of needing to use service accounts or delegate access when workflows require elevated permissions. This is because Power Automate security limitations restrict the use of personal accounts for such tasks.</p> Signup and view all the answers

What is the main function of an action within a Power Automate flow?

<p>An action performs specific tasks such as creating, updating, retrieving, or deleting information.</p> Signup and view all the answers

Describe the role of connectors in Power Automate.

<p>Connectors provide access to triggers and actions specific to data sources, facilitating interaction with those sources.</p> Signup and view all the answers

What triggers automated cloud flows in Power Automate?

<p>Automated cloud flows are triggered by events in a data source, such as an email arrival or record modification.</p> Signup and view all the answers

How do instant cloud flows differ from automated cloud flows?

<p>Instant cloud flows are triggered manually by user actions, while automated flows occur automatically based on events.</p> Signup and view all the answers

What is the purpose of a scheduled cloud flow?

<p>Scheduled cloud flows run automatically at set intervals or specific times, based on a recurrence trigger.</p> Signup and view all the answers

What types of flows are considered to be part of the advanced capabilities of Power Automate?

<p>Desktop flows and business process flows represent advanced automation capabilities within Power Automate.</p> Signup and view all the answers

What limitation do premium connectors impose on Power Automate users?

<p>To use premium connectors, users must possess a license that includes these features.</p> Signup and view all the answers

In a flow, what is the significance of conditional actions?

<p>Conditional actions evaluate results from previous actions to determine which subsequent actions to execute.</p> Signup and view all the answers

How can desktop flows benefit users in their day-to-day tasks?

<p>Desktop flows automate repetitive desktop tasks where no appropriate connector exists.</p> Signup and view all the answers

What is the primary advantage of using automated cloud flows in business processes?

<p>Automated cloud flows enable automation of processes without human intervention, increasing efficiency.</p> Signup and view all the answers

What happens to cloud flow instances that run for more than 30 days?

<p>Cloud flow instances will time out after running for 30 days.</p> Signup and view all the answers

What is the initial step when creating a flow in Power Automate?

<p>The first step involves selecting the type of flow to create based on the desired triggering mechanism.</p> Signup and view all the answers

How does a flow generally process information from one action to the next?

<p>Each action takes input from the previous action, processes it, and outputs information for subsequent actions.</p> Signup and view all the answers

What must a user provide in order to sign up for a Power Apps Developer Plan?

<p>A user must provide a work or school account to sign up for a Power Apps Developer Plan.</p> Signup and view all the answers

What happens when you try to share a flow using the Power Automate Free license?

<p>Sharing a flow prompts the user to start a trial.</p> Signup and view all the answers

How can a user access premium features of Power Automate using a Developer Plan?

<p>By selecting their developer environment in the Environments drop-down.</p> Signup and view all the answers

What is a potential limitation of the Free Power Automate trial licenses?

<p>The trial has time limits that may hinder comprehensive learning.</p> Signup and view all the answers

What is the primary benefit of signing up for the Power Apps Developer Plan as mentioned?

<p>It provides free access to learn Power Automate without time constraints.</p> Signup and view all the answers

What steps are involved in signing up for the Power Apps Developer Plan?

<p>Navigate to the Power Apps website, click 'Try free', and fill in your work or school email.</p> Signup and view all the answers

What should a user do if they are prompted to log in to Power Automate?

<p>They should enter their work or school email address and password.</p> Signup and view all the answers

Why might a user be encouraged to select 'Stay signed in' during login?

<p>To minimize repeated requests for providing user information.</p> Signup and view all the answers

What advantage does Power Automate provide over traditional workflows?

<p>Power Automate allows for greater flexibility and integration across applications.</p> Signup and view all the answers

What must users first do before building their first flow in Power Automate?

<p>They must understand the necessary background information and license requirements.</p> Signup and view all the answers

What is often used as a basis for creating flows in Power Automate?

<p>Prebuilt templates serve as the easiest starting point for building flows.</p> Signup and view all the answers

What feature is essential for effectively using the Developer Plan in Power Automate?

<p>Having the right credentials to access the Developer environment is essential.</p> Signup and view all the answers

What does clicking 'Get started' do after signing up for the Developer Plan?

<p>It navigates the user to the Power Apps Designer for further use.</p> Signup and view all the answers

In the context of Power Automate approvals, what is the key difference between the actions 'Start and wait for an approval' and 'Create an approval'?

<p>The action 'Start and wait for an approval' is synchronous, meaning the flow pauses until all approvals are received before proceeding. 'Create an approval' is asynchronous, allowing the flow to continue without waiting for responses until the action 'Wait for an approval' is processed.</p> Signup and view all the answers

Why is it recommended to check if the 'Outcome' in the 'Start and wait for an approval' action "does not contain Reject" when configuring a Condition action?

<p>Because the 'Outcome' typically holds a comma-separated list of responses from all approvers. If any approver rejects the document, the approval process stops accumulating further responses. Therefore, checking for 'Reject' ensures accurate evaluation of the condition.</p> Signup and view all the answers

What is the primary advantage described for using the 'Describe it to design it' feature in Power Automate, and what are its current limitations?

<p>It allows users to create flows using everyday language interpreted by AI. However, it currently only supports English and works best with flows involving Microsoft products and connectors.</p> Signup and view all the answers

Explain the purpose of the 'Modified by Email' dynamic content entry and its relevance within the example flow.

<p>'Modified by Email' retrieves the email address of the person who last modified a file, which is used as the recipient of the email notification about the approval status.</p> Signup and view all the answers

What is the potential advantage of using Markdown formatting within the 'Details' field of an approval request, as described in the text?

<p>Markdown formatting allows users to structure and enrich the text of the approval request, making it more readable and informative for the approvers.</p> Signup and view all the answers

What is the key functionality of the 'Condition' action in Power Automate, and how is it used in the provided example?

<p>It evaluates logical statements and executes different branches of the flow depending on whether the condition is true or false. In the example, it checks the 'Outcome' of the approval to determine whether to send an approval or rejection email.</p> Signup and view all the answers

Why is it suggested to use the 'Approve/Reject – First to respond' approval type in the example flow?

<p>Since there's one manager per user, this type ensures the approval process is completed when the first manager responds, simplifying the workflow.</p> Signup and view all the answers

What is the purpose of the 'Assigned to' field in the 'Start and wait for an approval' action, and what dynamic content entry is suggested for this field?

<p>It specifies the person responsible for approving or rejecting the request. In this instance, the dynamic content entry 'Get Manager (v2)' is recommended to automatically determine the relevant manager.</p> Signup and view all the answers

Why is the 'Send an email (v2)' action used in both branches of the Condition action in the provided example?

<p>To send different email notifications depending on the outcome of the approval. One email is sent if the status report is approved, and another if it is rejected.</p> Signup and view all the answers

What is the primary purpose of the 'Dynamic content dialog' in the context of creating a flow?

<p>It provides a list of predefined and dynamic values that can be used within various actions of a flow, allowing for dynamic behavior and customization.</p> Signup and view all the answers

What is the main difference between a 'synchronous' action and an 'asynchronous' action in Power Automate?

<p>A synchronous action pauses the flow until it is completed, while an asynchronous action allows the flow to continue without waiting for it to finish.</p> Signup and view all the answers

What is the purpose of the 'Title' field in the 'Start and wait for an approval' action, and what kind of text is generally recommended for this field?

<p>It provides a short and descriptive title for the approval request. Clear and informative text, like 'Status Report Approval,' is generally preferred.</p> Signup and view all the answers

What is the main function of the 'Details' field in the 'Start and wait for an approval' action, and why is it important in the context of approval requests?

<p>It provides a brief description of the request to inform the approver about the reason for the approval. It helps the approver make an informed decision and understand the context of the request.</p> Signup and view all the answers

Why might it be necessary to use a Service Account with a premium license for Power Automate flows that require general HTTP calls, as mentioned in the document?

<p>Because the free license does not provide access to certain data sources or API calls, requiring the use of these accounts for extended functionality.</p> Signup and view all the answers

Besides the 'Send an email (v2)' action, what other actions could be included in the 'If yes' and 'If no' branches of the Condition action in the example, based on the text provided?

<p>Other actions, like sending notifications, updating data sources, or triggering other flows, could potentially be added to each branch to manage the approval outcome further.</p> Signup and view all the answers

What specific version of the Visio desktop application is required to create Power Automate templates?

<p>The Office 365 version of Visio with a Plan 2 license is required to create Power Automate templates.</p> Signup and view all the answers

Explain the main benefit of using Visio to design a Power Automate workflow visually before implementing it in Power Automate.

<p>Using Visio allows you to create a flowchart of the flow's logic without needing to provide specific details about each action, making the process more streamlined and less time-consuming than directly creating the flow in Power Automate.</p> Signup and view all the answers

What is the primary purpose of the 'BPMN Basic Shapes stencil' in Visio, as described in the text?

<p>The BPMN Basic Shapes stencil provides a set of pre-defined shapes representing different elements of a Business Process Modeling Notation (BPMN) flowchart.</p> Signup and view all the answers

What is the specific type of flowchart you are instructed to create in the exercise provided in the text?

<p>You are instructed to create a Business Process Modeling Notation (BPMN) flowchart.</p> Signup and view all the answers

What is the primary method for importing a Visio-designed workflow into Power Automate, as described in the text?

<p>You can export the Visio workflow as a template and then import it into Power Automate</p> Signup and view all the answers

What is the main advantage of using the AI-powered flow suggestion feature in Power Automate?

<p>It can provide a starting point for building flows when you know what you want to accomplish but don’t know how to start.</p> Signup and view all the answers

Explain the main limitation of the AI-powered flow suggestion feature in Power Automate, as discussed in the text.

<p>The suggested flow still needs a lot of manual work to be fully functional, including filling in fields and details, and the AI may not always suggest the most efficient or accurate flow.</p> Signup and view all the answers

Describe the key benefit of planning the steps of a Power Automate flow before starting to build it, as outlined in the text.

<p>Planning helps avoid restructuring the flow later, which can be very time-consuming.</p> Signup and view all the answers

Describe the main reason why the author recommends using a Visio diagram for planning Power Automate flows, rather than using the Power Automate flow designer directly.

<p>Planning with Visio allows you to focus on the flow's structure without the need to provide detailed action information, while the flow designer requires you to do so.</p> Signup and view all the answers

What specific situation makes visualizing a flow using Visio particularly beneficial?

<p>Visualizing a flow using Visio is particularly useful for collaborating with others or working with a client, helping everyone understand the flow's structure and logic.</p> Signup and view all the answers

How do triggers and actions function as building blocks in Power Automate?

<p>Triggers initiate a flow based on specific events, while actions represent tasks that can be executed in response to those triggers.</p> Signup and view all the answers

What is the primary limitation of using the Power Automate free license, as discussed in the text?

<p>The free license often has limitations on the number of flows you can create and the number of operations you can perform within those flows.</p> Signup and view all the answers

What role does dynamic content play in configuring triggers and actions in Power Automate?

<p>Dynamic content allows users to insert variable data at runtime, facilitating the customization of triggers and actions according to specific needs.</p> Signup and view all the answers

Describe the primary difference between Power Automate's 'cloud flows' and 'desktop flows', based on their triggering mechanisms.

<p>Cloud flows are triggered by events from a cloud service, while desktop flows are triggered from a user's desktop.</p> Signup and view all the answers

Explain the purpose of an ‘on-premises data gateway’ in the context of Power Automate and how it relates to connecting to on-premises data sources.

<p>An on-premises data gateway provides a secure and reliable connection between Power Automate and on-premises data sources, enabling access to data that is not accessible directly from the cloud.</p> Signup and view all the answers

In what ways can the settings of triggers and actions be modified in Power Automate?

<p>Users can modify the settings of triggers and actions to alter their operational behavior under different conditions and requirements.</p> Signup and view all the answers

Explain how JavaScript Object Notation (JSON) is referenced in the context of dynamic content in Power Automate.

<p>JSON is used to format and reference dynamic content, enabling the structured exchange of data between different components of Power Automate workflows.</p> Signup and view all the answers

What connection do 'seeded' Power Automate licenses have to Microsoft 365 licensing?

<p>Seeded licenses are often included as part of a Microsoft 365 subscription and are considered basic, providing limited functionality compared to standalone licenses.</p> Signup and view all the answers

What is the significance of understanding the core mechanics of Power Automate beyond specific automation recipes?

<p>Grasping the core mechanics empowers users to create more versatile and innovative workflows, rather than being limited to predefined recipes.</p> Signup and view all the answers

What specific trigger change is needed to align the flow with the scenario presented?

<p>The trigger must be changed from 'For a selected file' to 'When a file is created (properties only)'.</p> Signup and view all the answers

What action should be removed due to the security context change after the trigger modification?

<p>'Get my profile' action needs to be removed.</p> Signup and view all the answers

How can the 'Get file properties' action access the file ID after the trigger change?

<p>By using the expression <code>first(triggerBody()?['value'])?['ID']</code> in the Id field.</p> Signup and view all the answers

In the context of the flow adjustments, what change is necessary for the 'Get manager' action?

<p>The User Principal Name (UPN) field must be changed to 'Modified by email'.</p> Signup and view all the answers

What cascading effect occurs when changing the flow trigger to automatic?

<p>It removes necessary data elements for later actions and alters the flow's security context.</p> Signup and view all the answers

What is the purpose of using templates in Power Automate despite needed modifications?

<p>Templates provide valuable examples and foundational actions useful for building customized flows.</p> Signup and view all the answers

Why is it important to handle the 'Condition File not found' action after trigger changes?

<p>To ensure the flow properly responds to scenarios where the expected file may not be present.</p> Signup and view all the answers

How has the behavior of triggers in Power Automate changed regarding file creation events?

<p>Triggers now fire for each individual file rather than using an array of files.</p> Signup and view all the answers

What is the key challenge when using templates in Power Automate to accomplish specific scenarios?

<p>The key challenge is finding a template that fits the exact scenario you want to accomplish.</p> Signup and view all the answers

What modification is required in the 'To' field of the email actions in the flow?

<p>The 'To' field must be updated to 'Modified by email'.</p> Signup and view all the answers

What is a potential challenge when using prebuilt Power Automate templates?

<p>They may include outdated triggers and actions that do not correspond with the current functionality.</p> Signup and view all the answers

What kind of trigger is used in the "Get today's weather forecast for my current location" template?

<p>It uses a manual trigger.</p> Signup and view all the answers

How can you narrow down your search when looking for specific templates in Power Automate?

<p>You can narrow down your search by using the search box or sorting by popularity, name, or publish date.</p> Signup and view all the answers

What is the final step to complete the modifications to the flow after making all necessary changes?

<p>Change the name of the flow to 'Request manager approval modified' and click Save.</p> Signup and view all the answers

What information is displayed on each template card in Power Automate?

<p>Each card shows the trigger, connections, a descriptive title, the creator, the type of flow, and usage statistics.</p> Signup and view all the answers

How can users ensure they effectively learn from using templates in Power Automate?

<p>By analyzing the actions and patterns used in templates to inform their flow design.</p> Signup and view all the answers

What should you do after selecting the "Request manager approval for a selected file" template?

<p>You should wait for the list of connections to authenticate and check for green check marks next to each connection.</p> Signup and view all the answers

In the flow modification process, what is the significance of the Dynamic content dialog?

<p>It provides access to variables and actions relevant to the flow's current context.</p> Signup and view all the answers

What is the first step to start creating a flow from a template in Power Automate?

<p>Log in to <a href="https://make.powerautomate.com">https://make.powerautomate.com</a> and select the Templates tab.</p> Signup and view all the answers

What should be taken into account when modifying actions following a trigger change?

<p>Consider the impact of the change on the flow's logic and necessary data elements.</p> Signup and view all the answers

What is a potential limitation of templates in Power Automate regarding customization?

<p>Templates often do not provide a perfect match for every scenario, requiring users to modify them.</p> Signup and view all the answers

Why might it be beneficial to review the description of templates in Power Automate?

<p>The description provides additional context and details on what the template does, aiding in selection.</p> Signup and view all the answers

What does the 'green check mark' signify in the context of connections for a flow template?

<p>It signifies that each connection has been successfully authenticated.</p> Signup and view all the answers

In the context of finding a fitting template, what does the term 'category' refer to?

<p>Categories are predefined groupings like Top picks, Remote work, and Approvals that help organize templates.</p> Signup and view all the answers

What is one essential action after configuring your flow template in Power Automate?

<p>You must click 'Save' in the upper-right corner to save your completed flow.</p> Signup and view all the answers

What do users need to provide when creating a flow from the weather forecast template?

<p>No additional information is needed; it uses regional settings and device location as inputs.</p> Signup and view all the answers

What action should you take if you don't see the SharePoint site and library in the dropdowns while creating a flow?

<p>Follow the specific guidance provided in Chapter 4 for troubleshooting.</p> Signup and view all the answers

How does Microsoft categorize templates in Power Automate to facilitate user experience?

<p>Templates are categorized into groups like Approval, Data collection, and Remote work.</p> Signup and view all the answers

Why might older templates in Power Automate not function as expected?

<p>Older templates may not function as expected due to changes in triggers and actions that have occurred since they were created.</p> Signup and view all the answers

What is the significance of using an automated trigger when creating a cloud flow?

<p>An automated trigger ensures the flow runs automatically each time a specified condition, like a file upload, is met.</p> Signup and view all the answers

What might happen if you create a flow with deprecated actions?

<p>Creating a flow with deprecated actions can result in instability and potential failure of the automated processes.</p> Signup and view all the answers

Describe a scenario in which you would be better off creating a flow from scratch instead of using a template.

<p>You would create a flow from scratch if no template matches your specific scenario or if the available templates use deprecated actions.</p> Signup and view all the answers

Explain the importance of understanding each action in a Power Automate flow.

<p>Understanding each action allows users to troubleshoot issues and modify flows effectively when they break.</p> Signup and view all the answers

What initial steps must be taken to create a new automated cloud flow in Power Automate?

<p>First, navigate to the My flows tab and select 'Automated cloud flow' from the '+ New flow' drop-down.</p> Signup and view all the answers

What kind of approval process is initiated after a status report is uploaded in the discussed flow scenario?

<p>The flow sends an approval request to the manager of the person who uploaded the status report.</p> Signup and view all the answers

How do you select the trigger used when setting up a new automated cloud flow?

<p>You type relevant keywords in the 'Search all triggers' field to find and select the appropriate trigger, like 'When a file is created.'</p> Signup and view all the answers

What happens after creating a trigger in a Power Automate flow?

<p>After creating a trigger, you must add at least one action to the flow to enable saving it.</p> Signup and view all the answers

What is the first action to take after setting up the trigger for an automated cloud flow?

<p>The first action is typically to identify and select the manager of the person uploading the status report using the 'Get manager' action.</p> Signup and view all the answers

What is the relationship between the 'Modified By Email' entry and the 'Get manager' action?

<p>The 'Modified By Email' entry is used as the input for the 'Get manager' action to identify who the report uploader's manager is.</p> Signup and view all the answers

What common mistake do people make when using templates for Power Automate flows?

<p>Many people use templates as opaque code, creating flows without understanding the underlying actions and triggers.</p> Signup and view all the answers

Why is it essential to think through a scenario before adding actions to a Power Automate flow?

<p>Thinking through a scenario helps outline necessary steps and ensures that the flow addresses all required tasks sequentially.</p> Signup and view all the answers

What guarantees stability and reliability in a newly created flow?

<p>Using current, non-deprecated triggers and actions in the flow guarantees stability and reliability.</p> Signup and view all the answers

What is the significance of labeling tasks in a Visio flowchart before exporting it to Power Automate?

<p>Labeling tasks provides clarity on the actions and triggers represented in the flow, ensuring accurate mapping in Power Automate.</p> Signup and view all the answers

Describe the role of the Export panel in the process of mapping tasks to Power Automate actions.

<p>The Export panel allows users to select shapes in the Visio diagram and associate them with specific triggers and actions in Power Automate.</p> Signup and view all the answers

What actions should you take after mapping tasks in Visio to successfully export your workflow to Power Automate?

<p>You must click the Export button, confirm the flow name, and wait for the connectors to authenticate before creating the flow.</p> Signup and view all the answers

Explain why selecting the correct trigger is pivotal when creating a flow in Power Automate from a Visio diagram.

<p>The trigger defines the starting point of the flow, and choosing the correct one ensures that the workflow initiates accurately based on the intended event.</p> Signup and view all the answers

How does positioning the icons with checkmarks and X's relate to decision-making processes in Power Automate flows?

<p>Positioning these icons visually defines the outcomes of conditions, guiding users to understand the approval or rejection paths in the flow.</p> Signup and view all the answers

What should you do after successfully exporting a Visio workflow to Power Automate to ensure it functions correctly?

<p>You need to sign in and edit the imported flow to fill in any additional details required for its operation.</p> Signup and view all the answers

In what ways can mapping Visio flowchart shapes to Power Automate enhance workflow design?

<p>Mapping enhances precision by directly linking visual elements to functional actions, allowing for an intuitive workflow creation process.</p> Signup and view all the answers

What function do gateways serve when designing a workflow in Visio for export to Power Automate?

<p>Gateways represent decision points in the workflow, allowing for conditional paths based on specified criteria.</p> Signup and view all the answers

Why is it important to ensure that there are no issues in the Export panel before exporting to Power Automate?

<p>Ensuring there are no issues guarantees a smooth export process, minimizing the risk of errors that could impede the flow's functionality.</p> Signup and view all the answers

What is the purpose of selecting specific actions like 'Get manager (V2)' during the mapping process in Power Automate?

<p>Selecting specific actions allows for targeted automation that aligns with organizational processes, enhancing workflow efficiency.</p> Signup and view all the answers

How does using the 'Search box' in the Export panel facilitate smoother mapping of actions in Power Automate?

<p>The Search box simplifies the identification of relevant connectors and actions, saving time and improving accuracy in the flow configuration.</p> Signup and view all the answers

Illustrate the importance of triggering the right actions based on flowchart decisions in Power Automate.

<p>Triggering the correct actions ensures that the flow behaves as intended, responding accurately to the decision paths established in the diagram.</p> Signup and view all the answers

Discuss the impact of using shapes in Visio for automation design before exporting to Power Automate.

<p>Using shapes in Visio provides a visual framework that simplifies the understanding and planning of automation workflows.</p> Signup and view all the answers

What are the implications of a successful flow export from Visio to Power Automate for users?

<p>A successful export facilitates the automated execution of previously manual processes, improving efficiency and reducing human error.</p> Signup and view all the answers

Explain the concept of 'citizen developers' and how they differ from professional developers in the context of Power Automate.

<p>Citizen developers are non-technical employees who create applications using low-code/no-code platforms like Power Automate. They differ from professional developers in that they have business knowledge but lack formal programming training. Citizen developers leverage pre-built components and visual interfaces to automate tasks, whereas professional developers write code in complex languages for custom solutions.</p> Signup and view all the answers

Describe a specific example of how a citizen developer could use Power Automate to improve a business process.

<p>A sales representative could use Power Automate to automatically consolidate monthly sales reports received as Excel attachments into a single, comprehensive report. They would configure a flow that triggers when new emails arrive with attachments, extracts data from the Excel files, combines the information, and generates a final email report to send to senior management.</p> Signup and view all the answers

What are the potential benefits of using Power Automate for an organization? How does this relate to the changing economic landscape?

<p>Power Automate allows organizations to automate tasks, reduce manual efforts, and streamline processes. In today's digital economy, businesses rely heavily on data processing and efficiency. Power Automate empowers organizations to respond to this need by eliminating bottlenecks and improving productivity without requiring extensive coding expertise.</p> Signup and view all the answers

How does the concept of 'low-code/no-code' development differ from traditional software development?

<p>Low-code/no-code development utilizes visual interfaces and pre-built components, allowing non-programmers to create applications. Traditional software development requires professional programmers with coding skills to write code in languages like C# or JavaScript.</p> Signup and view all the answers

What is the significance of Power Automate's ability to connect to a wide range of data sources?

<p>Power Automate's extensive data source integration allows users to automate tasks across various systems and applications. This enables seamless workflow automation, regardless of where data resides, making it a versatile solution for businesses with complex data environments.</p> Signup and view all the answers

Describe the role of Power Automate desktop flows in bridging the gap between legacy systems and automation.

<p>Power Automate desktop flows provide a mechanism to interact with legacy systems that lack modern APIs or connectors. They can automate tasks by mimicking user interactions on traditional application interfaces, enabling automation of older systems.</p> Signup and view all the answers

Power Automate is one of five applications within the Microsoft Power Platform. Name the other four applications and briefly describe their core functionalities.

<p>The other four applications within the Microsoft Power Platform are:</p> <ul> <li><strong>Power Apps:</strong> Enables building custom applications accessible across devices.</li> <li><strong>Power BI:</strong> Creates data-driven reports and visualizations for business intelligence.</li> <li><strong>Power Virtual Agents:</strong> Builds chatbots for customer and employee interaction.</li> <li><strong>Power Pages:</strong> Creates websites to showcase business data to internal or external users.</li> </ul> Signup and view all the answers

Explain the concept of 'connectors' in Power Automate and how they contribute to its flexibility.

<p>Connectors in Power Automate act as bridges between the platform and different data sources, enabling the automation of tasks across various systems. This flexibility allows users to connect to a wide range of applications and services, expanding the potential for workflow automation.</p> Signup and view all the answers

Why might an organization choose to use Power Automate rather than rely solely on professional developers for automation tasks?

<p>Power Automate offers a cost-effective, simpler solution compared to traditional development. Citizen developers can easily build and manage automation workflows without requiring specialized programming skills, reducing reliance on scarce developer resources.</p> Signup and view all the answers

What are some specific examples of business processes that could be automated using Power Automate? Provide at least three diverse examples.

<p>Examples of business processes that can be automated using Power Automate include:</p> <ol> <li><strong>Customer Service:</strong> Automate email responses to frequently asked questions, trigger notifications for customer issues, and gather feedback surveys.</li> <li><strong>Finance:</strong> Reconcile bank statements automatically, generate expense reports, and track project budgets.</li> <li><strong>Marketing:</strong> Automate social media posting schedules, generate email newsletters based on customer profiles, and analyze campaign performance.</li> </ol> Signup and view all the answers

What are the potential drawbacks or limitations of using Power Automate for complex business processes?

<p>While Power Automate excels for many tasks, limitations exist for heavily customized, data-intensive, or security-sensitive workflows. Complex processes might require coding expertise that falls outside the scope of Power Automate's low-code capabilities.</p> Signup and view all the answers

How does the ability to customize connectors within Power Automate enhance its value for organizations?

<p>The ability to customize connectors expands the range of systems that can be integrated with Power Automate, addressing scenarios where pre-built connectors are unavailable or insufficient. This empowers organizations to automate workflows involving unique or proprietary applications, further extending the platform's usefulness.</p> Signup and view all the answers

Imagine a scenario where a manufacturing company wants to automate its inventory management process. Explain how Power Automate could be used to address this need.

<p>Power Automate could automate inventory management in a manufacturing company by connecting to various systems (like ERP software and warehouse systems). This would enable automated tasks such as: tracking stock levels, triggering purchase orders when inventory falls below a threshold, and notifying stakeholders of stockouts.</p> Signup and view all the answers

How does the integration of Power Automate with other Power Platform applications like Power BI create value for end users?

<p>The integration of Power Automate with Power BI allows users to automatically generate reports and dashboards from data collected and processed by their workflows. This creates a seamless data pipeline for business intelligence, simplifying analysis and decision-making.</p> Signup and view all the answers

Flashcards

Microsoft Power Automate

A cloud-based application for creating automated workflows.

Workflows

Automated sequences of tasks or processes created using Power Automate.

Connectors

Tools that link Power Automate with various systems to access data.

Automated tasks

Processes that run automatically without manual input, created using Power Automate.

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Approval process management

A feature in Power Automate to handle document and information approvals automatically.

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Email archiving

An automated task in Power Automate that organizes emails and attachments systematically.

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Interactive computer tasks

Tasks on a computer that can be automated using Power Automate instead of manual handling.

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Power Platform

A suite of tools from Microsoft including Power Automate that enhances productivity and automation.

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Impersonation (security)

A security step allowing actions with elevated permissions.

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Service Account

A dedicated account used to perform automated tasks in Power Automate.

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Power Automate Updates

Regular enhancements released by Microsoft to improve the tool.

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Components of a Flow

Elements such as triggers, actions, and connectors that make up a Power Automate flow.

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Connectors in Power Automate

Tools that connect different data sources and applications within flows.

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Triggers

Events that start the execution of a flow in Power Automate.

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Actions

Tasks performed in response to triggers in a flow.

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Types of Flows

Different flows including instant, automated, recurrent, and desktop flows.

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Cloud Flows

Flows that run in the cloud and can be triggered by events.

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Desktop Flows

Flows that are run locally on a desktop instead of in the cloud.

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Licensing Levels

Different tiers of access that determine what features are available in Power Automate.

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Sifting through Documentation

Process of finding relevant information in Power Automate's extensive resources.

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Approval Request

A specific action in Power Automate to manage document approvals.

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Business Process Flows

Guided flows designed to help manage business processes effectively.

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Creating Flows

The process of designing automated tasks in Power Automate using connectors, triggers, and actions.

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Citizen Developers

Non-professional developers who use low-code/no-code tools for application development.

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Benefits of Citizen Developers

They automate tasks, improve productivity, and reduce reliance on professional developers.

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Power Automate vs. SharePoint Designer

Power Automate is the successor to SharePoint Designer for workflow automation.

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Low-code/No-code Development

Creating applications with minimal coding, often using visual interfaces.

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Workflow Automation

The process of designing a sequence of automated tasks to improve efficiency.

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SharePoint Designer (SPD)

A discontinued application for designing and customizing SharePoint workflows.

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Power Automate Capabilities

Provides broader functionality beyond SharePoint, accessing various data sources.

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30-Day Timeout Limitation

Power Automate flows stop running after 30 days unless managed carefully.

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HTTP Connector Licensing

API calls in Power Automate may require a premium subscription, unlike SPD.

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Reusable Flows in SPD

SPD allowed the creation of flows that could be reused across SharePoint lists.

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Workflow History Storage

Power Automate keeps workflow history for 28 days compared to SPD's 60.

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Manual Migration of Workflows

Migrating from SPD to Power Automate must be done manually as no automated tools exist.

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Collaboration Enhancement

Citizen developers help teams work better together by using the same tools and languages.

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Automation Benefits

Using tools like Power Automate allows focus on more productive tasks.

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Importance of Early Migration

Organizations should switch to Power Automate before 2026 due to SPD deprecation.

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Power Apps

An application that enables users to quickly build custom apps for various devices.

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Power BI

A tool for creating reports and graphs to provide data insights for business decisions.

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Power Virtual Agents

Helps users build chatbots to engage in conversations with customers and employees.

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Power Pages

Guides users in creating a showcase website for business data.

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Power Automate

An advanced tool to create automated workflows connecting various applications.

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Custom Connectors

User-created links in Power Automate when no default connector exists.

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Legacy Systems Access

Using desktop flows to interact with older systems lacking API or connectors.

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Low-Code/No-Code

Development environments allowing users to create applications without coding skills.

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Triggers and Actions

Elements in Power Automate flows that define the start and steps of a process.

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Integrations

The ability to connect multiple applications for seamless workflow in Power Automate.

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Workflow Engine

Power Automate's mechanism for managing and executing automated tasks.

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Business Model Dependence

The reliance of organizations on efficiently processing digital information.

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Licensing terms

Key concepts related to licensing for Power Automate.

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Microsoft 365

A cloud-based subscription service that includes Office tools like SharePoint.

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Dynamics 365

A cloud-based suite for ERP and CRM business applications.

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Flow types

Different classifications of flows supported by Power Automate.

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Standard and premium connectors

Categories of connectors based on licensing needs.

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On-premises data gateway

Service allowing cloud flows access to local data.

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Dataverse database

Cloud-based storage for business application data.

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Power Platform environment

Dedicated spaces for Power applications and flows.

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Power Automate Free

A license allowing basic use of Power Automate at no cost.

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Microsoft 365 Licensing

Seeded licenses that allow access to Power Apps and Automate.

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Limitations of seeded licenses

Restrictions on what activities can be performed by Microsoft 365 users.

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Dynamics 365 Licensing

Licensing model for Microsoft's Dynamics 365 applications, including Power Apps and Power Automate access.

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Seeded License

A license included with certain Dynamics 365 licenses allowing access to additional features like Power Apps and Power Automate.

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Dataverse

A cloud-based database used by Dynamics 365 for storing and managing data.

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Premium Connectors

Special connectors in Power Automate that provide access to certain data sources and advanced functionalities.

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Per-User License

A Power Apps license allowing unlimited app use for a single user.

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Per-App License

A Power Apps license allowing a user to run only one specific application.

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Gateway Access

A feature allowing cloud services to access on-premises data securely.

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Standalone Licensing

Licenses for Power Automate independent of Microsoft 365, Dynamics 365, or Power Apps packages.

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Robotic Process Automation (RPA)

Technology that allows automation of tasks using desktop flows in Power Automate.

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Related Power App

An app that can support and enhance workflows in Power Automate, sharing the same data source.

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Trial License Warning

A prompt shown to users without adequate licensing when attempting to create an app or flow.

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Premium Features

Advanced functionalities in Power Automate that require premium licensing to use.

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Power Automate free license

Access granted with a generic or Microsoft account without premium functionality.

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Power Automate per-user trial license

A trial license for Power Automate valid for 30 days, extendable to 90 days.

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Power Apps Developer Plan

A development-only plan providing free access to premium features in Power Apps and Power Automate, unlimited time.

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Single developer environment

The limitation of the Developer Plan, allowing only one environment for testing and learning.

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Dataverse database capacity

The storage limit for the Developer Plan, capped at 2GB.

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Flow runs limit

The maximum number of automated flow executions per month on the Developer Plan, set to 750.

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RPA for desktop flows

Robotic Process Automation feature not included in the Developer Plan; needed for some desktop flows.

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Application Lifecycle Management (ALM)

The process of managing app development and deployment, still limited in the Developer Plan environment.

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Work or school email account

Required to sign up for the Power Apps Developer Plan; linked to Azure Active Directory.

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Power Automate Desktop (PAD)

Power Automate's feature for automating tasks on a user's desktop, included with Windows licenses.

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Webhook triggers

Triggers that respond immediately upon an event happening.

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Polling triggers

Triggers that check for changes at set intervals, which may delay the action.

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Flow testing tip

Wait 5-10 minutes for a polling trigger to fire before troubleshooting.

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Manual event trigger

A trigger initiated by user action, like clicking a button.

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Conditional Action

An action that evaluates a value and decides the flow's path based on it.

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Flow Logic Translation

The process of converting a business process into a series of flow actions.

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Standard Connectors

Connectors accessible to all users without premium licenses.

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Automated Cloud Flows

Triggered by events in data sources without human intervention.

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Instant Cloud Flows

Triggered manually through user actions like clicking a button.

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Scheduled Cloud Flows

Triggered based on a timed interval or specific schedule.

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Recurrence Trigger

Starts a flow at specific times and repeats it based on intervals.

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Flow Steps

The individual actions that a flow performs in sequence.

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Flow Instance

A single occurrence of a flow being executed in Power Automate.

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Per-user license without RPA

Allows creating unlimited cloud and business process flows, using standard or premium connectors, without desktop flow integration.

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Per-user license with RPA

Includes all features of the per-user license without RPA, plus the capability to trigger desktop flows from cloud flows.

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Attended desktop flows

Desktop flows that run on a user's computer, controlled and initiated by the user.

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Unattended desktop flows

Desktop flows that run on a remote computer or virtual machine, requiring a bot add-on license.

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Per-flow license

License allowing several users to run one flow, covering up to five flows with options to add more.

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Pay-as-you-go licensing

A flexible licensing model where users only pay for the services they use, linked to an Azure subscription.

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Billing policy

A policy that tracks usage of flow applications and creates a meter for charges in pay-as-you-go licensing.

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Dataverse storage

Database storage option in Power Platform, with costs incurred for usage beyond 1GB.

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Power Virtual Agents license

A limited-use license granting rights to create flows triggered by Power Virtual Agents bots.

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Trial licenses

Temporary licenses allowing users to experience full functionality of Power Automate features for a limited time.

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Active user charge for Power Apps

Monthly fee per user who opens a Power App at least once, applicable only to non-license users.

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Cloud flow run charge

Cost incurred for each executed cloud flow that uses premium connectors, charged per run.

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Desktop flow run cost (attended)

Charge of $0.60 for each executed attended desktop flow run.

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Unattended desktop flow run cost

Charges $3.00 per run for each executed unattended desktop flow.

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Common pay-as-you-go use cases

Ideal for occasional users or evaluating costs without annual commitment in Power Platform.

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Templates Tab

The section in Power Automate to browse or search templates for workflows.

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Flow Creation from Template

Starting a flow using a pre-designed template that includes triggers and actions.

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Manual Trigger

An event that initiates a flow, requiring user input to start.

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Template Categories

Various classifications for organizing templates in Power Automate, like Approval or Remote work.

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Popularity Sorting

A method to organize templates based on how many times they have been used.

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Template Description Card

A visual display containing details about a specific template, including its trigger and creator.

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Approvals Category

A specific category in Power Automate for templates related to file approval processes.

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Search Box

An input area to enter keywords to find specific templates in Power Automate.

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Flow Specifications

Details outlining how a specific template operates, including triggers and actions involved.

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Modify a Flow

The process of changing or adjusting an existing flow to match specific needs.

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Connections in Flow

Links that connect to external services needed for a flow to operate.

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Select Site Address

Choosing the specific SharePoint site for file uploads in a flow.

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Save Flow

The action of storing your created or modified flow to use it later.

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Search Results

The outcomes displayed after entering a search term in Power Automate.

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Template Matching

Identifying a template that closely aligns with your required workflow scenario.

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Employee Onboarding Process

An example of a business process flow involving various teams during new hire integration.

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Stages in Business Process Flows

Checklist of tasks to complete before progressing to the next phase.

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Accessing Power Automate

Process of logging into Power Automate for workflow management.

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Power Automate Trial

A temporary license granting access to premium features for new users.

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Creating a Flow

The process of designing automated tasks in Power Automate.

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Templates in Power Automate

Pre-designed flows that can be customized for specific tasks.

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Connecting OneDrive in Power Automate

Authorizing OneDrive connections for movement of documents in flows.

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Signing Up for Power Automate Trial

Steps to create a free account with access to trial features.

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Confirming Power Automate Account

Process of finalizing a new Power Automate account setup after signing up.

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Shared Flows in Power Automate

Flows that can be distributed and used by multiple users.

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Navigating Power Automate Home Page

The main dashboard for accessing and managing flows.

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File Upload Trigger

An automatic action initiated when a file is uploaded.

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Dynamic Content Dialog

Tool that allows access to dynamic values in Power Automate.

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Get File Properties Action

An action that retrieves properties of a file in Power Automate.

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Modified By Email

Email of the user who last modified a file.

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User Principal Name (UPN)

A user's login name, often their email address.

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'Get My Profile' Action

An action that retrieves the profile of the user starting a flow.

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Trigger Body Syntax

The structure used to reference trigger data in Power Automate.

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Email Action

An action that sends emails based on flow conditions.

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Flow Cascading Changes

Subsequent changes required after modifying a trigger in Power Automate.

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Approval Action Patterns

Frameworks for managing approvals in flows effectively.

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Trigger Change Impact

Effects seen in flow components after altering triggers.

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File ID from Trigger

Identifier for a file referenced in a flow trigger.

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Get Manager Action

An action that retrieves a manager's details based on user input.

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Automatic vs Manual Trigger

Difference where one starts automatically and the other requires user action.

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Confirmation Dialog in Flows

Pop-up that asks for user confirmation before actions are finalized.

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Dynamic Content

Data that can change or be updated at runtime in flows.

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Triggers in Power Automate

Events that initiate a flow in Power Automate.

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Actions in Power Automate

Tasks executed in response to triggers within a flow.

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JavaScript Object Notation (JSON)

A lightweight format for data interchange used in triggers and actions.

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Functions in Power Automate

Tools used to manipulate or transform dynamic content into specific values.

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Start and wait for an approval

A newer action in Power Automate that replaces the previous approval action.

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Deprecated actions

Old or outdated actions that should no longer be used in workflows.

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Automated trigger

A trigger that automatically starts a flow based on specific events.

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Adding actions

The process of specifying what tasks a flow should perform after a trigger.

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Navigating Power Automate

The process of moving through the Power Automate interface to create flows.

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Flow name field

The area in Power Automate where you give a title to your flow.

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SharePoint trigger

A specific trigger in Power Automate that reacts to events in SharePoint.

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Approval request steps

The sequence of actions needed to manage approval requests in a flow.

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Migrating workflows

The process of transferring workflows from one platform to another, like from SharePoint Designer to Power Automate.

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Understanding templates

The importance of knowing what each part of a template does when creating flows.

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Scenario identification

Determining the specific situation for which you are building a flow.

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Workflow steps planning

Laying out the sequence of actions needed for a flow before building it.

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Start Event

The initial point in a flow where it begins executing tasks.

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Flow Description

A brief statement outlining flow functionality in Power Automate.

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Flow Wizard

A guided tool in Power Automate to help create flows easily.

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Adding a Task

Inserting a process step after a Start Event in a flow diagram.

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Suggested Flow

A predefined workflow provided by the flow wizard based on your description.

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Gateway

A decision point in a flow, often represented as a diamond shape.

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Labeling Shapes

Naming elements in a flow to clarify their function or task.

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Review Connections

The step to check authentication for required connections in a flow.

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Exporting a Workflow

The process of transferring a flow diagram from Visio to Power Automate.

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Static Entries

Fixed inputs in a flow that don't change at runtime.

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Mapping Triggers and Actions

Associating specific events and tasks to flow shapes in Power Automate.

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Creating Flow in Power Automate

The process of designing automated tasks within Power Automate.

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Selecting Triggers

Choosing events that initiate a flow action, like file creation in SharePoint.

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Visio Integration

Using Visio to create flow diagrams that can be imported into Power Automate.

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BPMN Flowchart

A standardized diagram format for modeling business processes in Visio.

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Choosing Actions

Selecting tasks that occur in response to triggers in a flow.

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Approval Action

A process step in Power Automate that handles request approvals.

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Authentication Information

Details required to verify connections are legitimate in a flow.

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Action Flowchart

A diagram illustrating the sequence of actions in a workflow.

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Mapping Conditions

Assigning outcomes, like Approved or Rejected, to flow branches.

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Visio Plan 2 License

A subscription needed to use Visio with Power Automate integration.

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Editing Imported Flow

Modifying a flow after it's imported to Power Automate for completion.

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Signing up for Developer Plan

Process to create an account for the Power Apps Developer Plan.

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Exporting Templates

The process of saving your Visio flowchart for use in Power Automate.

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Client Collaboration

Working together on flows in a team or with clients using Visio.

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Flow Configuration

Finalizing setup by specifying details and actions in a workflow.

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Power Automate Designer

Web-based studio for creating and managing flows.

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Flow Creation Steps

Stages involved in building a flow from description to execution.

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Microsoft 365 Account

An essential account type required to access Visio and Power Automate features.

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Workflow Success Report

A confirmation dialog showing the successful export of a flow to Power Automate.

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Work Account Requirements

Power Apps Developer Plan needs work or school email, not personal accounts.

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Importance of Environment Selection

Choosing the correct developer environment for accessing premium features.

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Sign In Process

Steps to log into Power Automate using your credentials.

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Environments in Power Automate

Containers that separate different working spaces within Power Automate.

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Building Flows with Templates

Using prebuilt templates to create automated processes easily.

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Account Information Confirmation

Step to verify details when signing up for the Developer Plan.

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License Limitations

Restrictions related to features based on the type of Power Automate license.

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Creating Your First Flow

The initial process of designing an automated workflow within Power Automate.

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Power Automate Features

Functionalities available when using Power Automate for workflow automation.

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Learning Power Automate

The process of familiarizing oneself with using Power Automate effectively.

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Approval type: Approve/Reject – First to respond

An approval configuration that completes when the first manager either approves or rejects a document.

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Required fields in approval action

Fields marked with a red asterisk that must be filled to create an approval.

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Outcome evaluation

Checking the results of an approval; for example, if 'Reject' is in the outcome response.

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Email action in flow

An action used to send emails based on the results of a flow, such as approval outcomes.

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Saving a flow

The process of storing your created flow in Power Automate to run it later.

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Creating flows with AI

Using natural language to describe a desired flow; AI generates a workflow based on the description.

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Markdown in Details field

A simple markup language used to format text in the Details field of approvals.

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Different branches in Condition action

Paths that follow different outcomes of a condition; each path can send different emails based on approval status.

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Timeout in approval process

The duration after which an approval request will expire if not responded to.

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Integration with Microsoft products

Power Automate flows can easily interact with Microsoft services like SharePoint.

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Using HTML in Email body

A method to format the body of emails more creatively than plain text.

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Manager's response impact

The decision made by the manager affects the flow’s next steps, either sending a confirmation or rejection email.

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Study Notes

Microsoft Power Automate Introduction

  • Power Automate is a cloud-based application for creating workflows.
  • Workflows are called "flows" and utilize connectors to access various systems.
  • Automate tasks like processing information, managing approvals, sending reminders, archiving emails, and automating computer interactions.
  • Connectors connect to over 600 data sources (e.g., Google Sheets, Dynamics 365, SharePoint, Salesforce).
  • Power Automate evolved from Microsoft Flow.
  • Power Automate aligns with other Microsoft Power Platform products.

Power Platform Applications

  • Integrated with Power Automate.
  • Power Apps: Builds custom applications accessible on computers, tablets, and phones.
  • Power BI: Creates reports and graphs for data-driven insights.
  • Power Virtual Agents: Creates chatbots for customer and employee interaction.
  • Power Pages: Guides website building for internal and external data display.

Why Use Power Automate?

  • Increased reliance on efficient information processing in today's digital world.
  • Demand for automation of information handling across various business models.
  • Traditional programming requires professional developers, which are often in short supply.
  • Low-code/no-code tools like Power Automate enable "citizen developers" to automate tasks.

Citizen Developers

  • Employees who build application capabilities using tools approved by IT.
  • Often possess valuable business knowledge lacking in professional developers.
  • Automate repetitive tasks using tools like Power Automate for improved reliability and productivity.
  • Promote efficient task management and improves the delivery of applications

SharePoint Designer Migration

  • Power Automate officially replaces discontinued SPD workflows.
  • SPD workflows are limited to SharePoint, whereas Power Automate integrates with more data sources.
  • SPD workflows had limitations like performance issues (SPD 2010) and missing actions in some cases (SPD 2013).
  • Microsoft deprecated SPD workflows on August 1, 2020.
  • No utility exists for migrating SPD workflows to Power Automate; manual migration is required.

Power Automate Limitations and Workarounds

  • 30-day timeout: Flows must use recurrence triggers and store state data to handle indefinite tasks.
  • HTTP connector licensing: Premium licensing may be needed for some HTTP calls exceeding SharePoint limitations. A service account can minimize costs.
  • Reusable flows: Power Automate can't provide a single flow with multiple, dynamic connections. A Save As function in the flow allows for customization of templates for other lists.
  • Workflow history: Power Automate stores history for 28 days in Dataverse, unlike SPD's 60-day history. Consider an automated process to move history data.
  • Impersonation: Cloud flows lack impersonation. Use a service account to grant necessary permissions.

Learning Power Automate

  • Avoid cookbook-style guides; focus on fundamental techniques and principles.
  • Understand connectors, triggers, and actions to build versatile flows.

Chapter 2: Getting Started

  • Various licensing options exist, from free to per-user, per-flow, and pay-as-you-go plans, tied to specific features' access.
  • Data source licensing may be required in addition to a Power Automate license (e..g. Microsoft 365, Dynamics 365).
  • Learn about different flow types (cloud, desktop, business process) and their specific use cases.

Key Licensing Terms

  • Microsoft 365 (M365): Cloud-based subscription with Office products.
  • Dynamics 365: Cloud-based CRM and ERP applications.
  • Power Apps: Low-code/no-code application builder.
  • Power Virtual Agents: Low-code/no-code chatbot builder.
  • Standard/Premium Connectors: Vary by licensing requirements.
  • Desktop Flows: Interact with Windows applications.
  • Business Process Flows: Outline business processes step-by-step, handled by one or more teams.

Specific Licensing Options

  • Power Automate Free: Basic access, limited to standard connectors.
  • Microsoft 365 licensing: Includes seeded Power Automate access, covers standard connections.
  • Dynamics 365 licensing: May include seeded Power Automate access, often with premium features for Dataverse.
  • Power Apps licensing: Covers use of Power Automate flows related to a Power App; per-user and per-app licenses have same access.
  • Power Automate standalone plans: Different options addressing specialized requirements. Includes per-flow and RPA plans.
  • Pay-as-you-go: Monthly payment for premium connector usage in flows/apps; billed via Azure.
  • Special Case Licenses: Power Virtual Agents includes limited Power Automate access; Power Automate trial and Power Apps Developer plan provide free access (but with potential limitations).
  • Windows Licensing: Windows 10/11 can include a license for Power Automate Desktop.

Anatomy of a Flow

  • Flows use triggers and actions as basic building blocks
  • Triggers initiate a flow.
  • Actions perform tasks.
  • Different flow types have different components, with cloud flows using triggers and actions.

Types of Flows

  • Automated cloud flows: Activated by events in data sources.
  • Instant cloud flows: Activated by user actions.
  • Scheduled cloud flows: Activated by recurrence.
  • Desktop Flows: Automate desktop applications.
  • Business process flows: Steps organized into stages, allowing for user input and automation.

Accessing Power Automate

  • Various trial options available for certain licensing plans. Power Automate and Power Apps Developer accounts.

Chapter 3: Building Your First Flow

  • Create flows using templates, building from scratch, or by designing in Visio and importing it.
  • Templates provide pre-built flows that may need adaptation. Explore and search the library of templates.

Chapter 4: Working with Triggers and Actions

  • Focuses on how to use triggers and actions to create and configure flows.
  • Emphasizes dynamic content, functions, and JSON to modify the flow and actions at runtime when necessary.

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