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Power Automate Tutorial, Guide & Examples

Juhi Dubey
Juhi Dubey at January 26, 2023

Know About Power Automate 

Microsoft Power Automate is a supremely straightforward drag-and-drop workflow-based automation software developed by Microsoft to automate manual and redundant tasks. The primary purpose of building Microsoft Power Automate (earlier known as Microsoft Flow) was to permit coders and non-coders to automate redundant tasks following a sequential rule-based flow.

In easy words, Assume you have a procedure that likes to automate. Before beginning, you can try to imagine the procedure flow by creating a flowchart. This flowchart possesses different steps, variables, loops, and even states. Once done, you can reproduce the identical flowchart on Microsoft Power Automate.

Sounds impressive? A lot of assignments can be automated utilizing the Power Automate platform. This blog post carries an in-depth into Microsoft Power Automate (formerly known as Microsoft Flow). We will comprehend the components of the software, try to make business process flows, and go through different elements of automating business processes.

What is Power Automate?

Microsoft Power Automate is a significantly easy drag-and-drop workflow-based automation software developed by Microsoft to automate manual and repetitive tasks. The primary purpose to create Microsoft Power Automate (earlier known as Microsoft Flow) was to permit both coders and non-coders to automate repetitive tasks that follow a sequential rule-based flow.

In easy words, Suppose you keep a procedure that you’d want to automate. Before initiating, you can try to imagine the process flow by forming a flowchart. This flowchart includes different steps, variables, loops, and even conditions. Once done, you can reproduce the exact flowchart on Microsoft Power Automate.

What is Microsoft Power Automate used?

Power Automate can automate redundant tasks, and here are 6 Microsoft Power Automate illustration workflows that give a fundamental knowledge of how you can utilize the intelligent automation platform:

Perform a task

Think of a task that requires an application switch. This task is automated with a Power Automate workflow such as Zapier. This is used personally to reduce manual work and focus on the more valuable task.

Example: Send a Tweet when a Google Sheets row is added and an email when an attachment is received

Synchronize Data and Files

Microsoft Power Automate connectors can sync recent data across various business applications. This updates company data across diverse applications.

For example, When new consumer signs up, contemporize the register in CRM, Marketing Automation & Sales Dashboard.

Send Real-Time Notifications

Transmit alerts through email to appropriate stakeholders so that they remain up to date on the current happenings of the business.

For example, When a consumer complaint is accepted, send an alert to the Sales and Customer Success groups via email.

Automate Processes

Microsoft Power Automate can automate business operations with rule-based workflows developed via Power Apps. e.g., Invoice Authorization Process

Mailroom Automation

You can automate all mailroom actions like transmitting an email, saving email extensions, categorizing an email, and processing the contents of the email.

For example, Maintain all email extensions in Microsoft SharePoint or Personalize your information.

Collect Data

With Microsoft Power App, you can make a front-end application to digitize data capture and utilize the data to perform additional activities.

For example, An automobile service station can make an app to apprehend consumer and conveyance data and store data in their CRM.

Above, we’ve noted some of the usage possibilities of Microsoft Power Automate. It’s not a comprehensive list, but it offers a broad idea of how businesses can utilize the software. Automate every record data extraction assignment with Nanonets. Extract data from records, develop workflows and save 90% time (& 80% costs!)

 

What are the distinguishable Microsoft Power Automate Flow Types or different kinds of flows?

There are types of flows depending on how the flow is created.

Cloud Flows

Cloud Flows are online flows that begin with a catalyst or some activity. Underneath Cloud flows, there are three alternatives based on when you like the activity to take place after the trigger conditions are met:

  • Instant Cloud Flows
  • Automated Cloud Flows
  • Scheduled Cloud Flows

Desktop Flows

Desktop flows are used in an offline format. You can register yourself functioning a set of activities, and once Microsoft Power Automate codes your acts, you can automate the flow.

Business Process Flows

As a business specialist, this will be the most significant tab. You can automate all your paper-based procedures and digitize your operations with Business Process Flow. Business process flow permits you to develop a standardized process for your workers to pursue so you get identical outputs no matter who uses the product. The output of business function flow is an operating front-end app that your workers can employ to accomplish assignments.

Power Automate for Business Process Flows

One of the prominent use cases for Microsoft Power Automate is to make automated Business Process Flows. Nowadays, business process flows could be anything:

  • Building a front-end application for your employees to manage data in a streamlined way- for example, Building a consumer service app to manage caller attributes
  • Automate Document Processes - for example, Removing data from bills or records and uploading them into a database.
  • Streamlining approvals - for example, Setting up a workflow to send content to review to relevant stakeholders

Who can use Power Automate?

Anyone can operate Power Automate, a coder or a non-coder, to automate any type of assignment which is manual, redundant, and follows a set of regulations. Anyone with an email id can operate Power Automate with a complimentary method. Here are the soundest usage cases for utilizing Power Automate:

Freelancers -

Freelancers are sole entrepreneurs and typically work with a remote team or by themselves. Freelancers can use Microsoft Power Automate to automate manual assignments like setting up autoresponders, alerting when they obtain a message on email, automatically publishing on their social media accounts, and more.

Managers -

Managers operating for corporations or brands can use workflow management software to make automated alerts, sync data across applications, set up OOO transmissions, and more.

Finance Department Users -

A bunch of finance assignments is manual. Power Automate is used for setting up workflows for authorization processes, bill processing, and more. Inspect out Nanonets Financial Automation Platform or outlets.

Entrepreneurs -

Managing a company is no easy job. Entrepreneurs can automate numerous parts of their business with automated workflows like transmitting a thank you message, getting alert notifications when a consumer sends an email, syncing customer information across outlets, arranging automated email replies, and more.

When should I use Power Automate?

Microsoft Power Automate can be effective if utilized appropriately. Here are some scenarios when you can utilize Power Automate:

  1. When all your process elements are mapped out.
    Before you begin creating your Power Automate flow, you ought to map out all variables and all the stages in the entire flow. Why? You’ll have to complete all the variables in Microsoft Power Applications. Accordingly, it is a great movement to map out all aspects: variables, AI models, stages, conditions, connectors, and templates, well before you begin building on the Power Automate platform.
  2. When your process is sequential.
    Most of the flows track the stimulus and movement practice. Making loops is challenging. It is advisable to transform your processes into sequential stages. If you require loops, make sure you work with a developer.
  3.  When you have access to all the admin accounts.
    If you combine two applications, you ought to have admin requests for both accounts. Make sure you maintain the right approvals before you begin work.

Microsoft Power Automate Tutorial: How to construct an invoice processing flow from scratch?

Before even forming to work on the procedure in Microsoft Power Automate, we will first take a look at all the steps, datasets, tables, and connectors we will need. We need to arrange everything else before we begin creating business flow in PowerApps.

So our flow would be straightforward, we like to create a flow. When we get an Invoice in our Inbox -> Extract Data From the Invoice -> Account data in a table in Excel

In our matter, we will require the following:

  • Connectors: Gmail, One drive, Excel
  • AI Model: Invoice Processing Model
  • Tables: An Excel with proper headers

So let's begin with making the AI model first.

Building AI model

  • Step 1: Specify AI Builder and select custom to extract data from standardized records and click to get started.
  • Step 2: You’ll be relocated to a list of action items. Select all the options that are suitable for you. In our matter, we believe that the invoices are equally standardized, So we will choose the first option.
  • Step 3: Adding the variables
    In the following phase, select the required information you want to extract from your invoices. In this case, pre-planning the variables comes in handy.
  • Step 4: Adding collections
    Collections are a record of files that have identical formats. Upload your invoices from the same agent in other groupings. Once you upload the documents, select the domains and tables to reflect the values that you require.
    Open any document that you have uploaded. Select detect words to view the domains that are automatically detected. Drift your mouse over the fields that you want to establish. Then select the value for each field you need.
  • Step 5: Once done, select the Train model. Then select Go to Your models. The list should display your model with the title you gave at the beginning. So now, our AI model is complete. Let us try to construct a flow where we will utilize the AI model to extract data from our email attachment and preserve the information in excel.
  • Step 6: Go to flows, and you have to select create an automated flow for display. And select the trigger that you want. In this case, we will select Receive email on Gmail and select create.
  • Step 7: You will see a flow where exclusively Gmail stimuli are added. Select the required option. I’ll add a filter where it processes emails with invoices in the matter line and has an extension.
  • Step 8: Add the next step for processing the invoice utilizing the AI builder. Select +New step and select AI builder. Select “Extract custom particulars from records” and specify your AI model from the drop-down. Add the record type and select extension content for Form.
  • Step 9: Select New Action and select Excel. Select add fresh row as you like to extract data from the invoice and add the data into a fresh row in your Excel document.
  • Step 10: Intake all the areas of your excel, the table, and the column data from the drop-down. Here, you will allocate the data pulled from the invoice to the correct columns in your excel.
  • Step 11: Once accomplished, select save and Test the Flow by transmitting an email with an invoice to the email noted in the flow.

You can review the action and improvement of the flow by reviewing My Flows or Monitor > Cloud Flow Activity.

How does Microsoft Power Automate Work?

To operate with Power Automate, choose the method you want to automate. Accordingly, we see what the technique looks like:

  • You can make an entirely new flow from scratch or choose any of the available templates.
  • Building a flow from blemish needs further steps which will be discussed later on.
  • Once your flow is outlined, link it with the needed datasets via connectors.
  • You can sample it through the Run option to scan for errors or mistakes.
  • Set live.

Before we deep dive into a tutorial on producing an automated workflow on Microsoft Power Automate, we should glance at various flow types available for users to run.

Conclusion

Business process automation will evolve into an essential for businesses in the future due to enhanced efficiency, productivity, and safety. The market is consistently in a nascent phase and will improve over the period with better components and improvements. Businesses must begin adopting the technology now to reap the advantages in the future.

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