Getting to grips with flow actions is a critical part of acing the PL-100 Microsoft Power Platform App Maker exam.
Flow actions allow you to automate tasks across various applications and services, enabling you to improve efficiency – a huge value-add for any app maker.
Understanding Flow Actions
Flow actions essentially are the building blocks of every flow. They connect your flow to the various data sources and services needed to perform distinct tasks. The tasks could range from sending emails, retrieving data, inserting data into spreadsheets, to complex operations like applying machine learning models.
Each action encapsulates a specific request that can be sent to a service. Typically, an action utilizes parameters for specific actionable items and returns outputs that can be used further in other actions or conditions.
Configuring Flow Actions
The process of configuring flow actions starts with choosing the right action for a particular task. Here’s how:
- Select an action: This is the primary step, in which you decide what specific action you’d like your Flow to perform. In Microsoft Power Automate (previously known as Flow), you have access to built-in actions for many Microsoft services like SharePoint, Outlook and also third-party services like Twitter, Trello, etc.
- Configure the action: Once done with the action selection, you need to provide necessary inputs required by the action. The required inputs vary from action to action. For instance, if the action is “Send an email” with Office 365 Outlook, you need to provide email parameters like To, Subject, and Body.
- Use dynamic content: Here, you can use the data from previous steps in your current action. While configuring the action parameters, you can choose dynamic content from the dynamic content selector. Dynamic content is any data that’s returned from previous actions.
It’s worth noting that, when arranging flow actions, order matters. Microsoft Power Automate processes actions in sequential order, so the action’s outputs can be utilized by subsequent actions.
Example of Configuring a Flow Action
Now, let’s go through a simple example to understand it better.
Imagine you have a SharePoint list and want to notify a user by email whenever a new item is added to the list. Here’s how we’d set up the flow:
- We’d start by choosing the trigger action, “When an item is created” under SharePoint.
- Next, we’d specify the site address and list name for our SharePoint site.
- Then, we’d add a new action, “Send an email” under Office 365 Outlook.
- We’d then configure the action by providing dynamic content in the To field using the “Created by Email” output from the previous action.
- Finally, we’d define the Subject and Body for the email. And once done, we’d save the flow.
This way, every time a new item gets added to our SharePoint list, an email gets triggered to the user who created the item.
Understanding how to configure flow actions efficiently is vital for passing the PL-100 Microsoft Power Platform App Maker exam. By using these techniques, you’ll be able to build powerful, automated solutions, making you a valuable asset to any organization.
Practice Test
True/False: Flow actions in Power Automate can be used to incorporate business workflows in Power Apps and Power Forms.
- True
- False
Answer: True
Explanation: Power Automate can indeed integrate with both Power Apps and Power Forms, allowing the configuration of flow actions to drive business processes across the Microsoft Power Platform.
Which of the following types of flows can be triggered from within a Power App? (Multiple Select)
- A. Automated flows
- B. Instant flows
- C. Scheduled flows
- D. UI flows
Answer: A, B, D
Explanation: Automated, instant and UI flows can be triggered from a Power App. However, Scheduled flows run on a specific schedule regardless of app activity.
True/False: You cannot pass parameters from Power Apps to flow actions in Power Automate.
- True
- False
Answer: False
Explanation: You can pass parameters from Power Apps to flow actions in Power Automate, which can be extremely helpful in defining dynamic behaviors.
In the context of Microsoft Power Platform, which option allows you to create workflows that can help automate business processes?
- A. Power Apps
- B. Power Automate
- C. Power BI
- D. Power Virtual Agents
Answer: B. Power Automate
Explanation: Power Automate, formerly known as Microsoft Flow, is a cloud service that helps to create automated workflows between apps and services.
True/False: To use a flow within an app, you need to create a connection in Power Automate for every service you want to use.
- True
- False
Answer: True
Explanation: Connections allow flows to manage and access data from different services. Therefore, for each service you want your flow to interact with, you need to create a connection in Power Automate.
What can be done to make a flow available in a Power App? (Multiple Select)
- A. Share the flow with the app
- B. Attach the flow to an object in the app
- C. Make the flow as an Instant flow
- D. Embed the flow in the app’s code
Answer: A, B, C
Explanation: A flow can be made available in a Power App by sharing it with the app, attaching it to an object in the app, or by making it an Instant flow.
True/False: You can configure flow actions to run based on specific conditions in Power Automate.
- True
- False
Answer: True
Explanation: Flow actions in Power Automate can be configured to run under specific conditions. This allows for the automation of tasks based on specific triggers or conditions.
Which type of flow is suitable for repetitive tasks that are run on a schedule?
- A. Automated flows
- B. Instant flows
- C. Scheduled flows
- D. UI flows
Answer: C. Scheduled flows
Explanation: Scheduled flows are designed to run at specific times, making them ideal for running repetitive tasks on a schedule.
True/False: In Power Automate, actions in flows cannot be reordered.
- True
- False
Answer: False
Explanation: You can reorder actions within a flow in Power Automate to define the order in which they execute.
Is it necessary to have a Power Automate paid plan to use flow actions in Power Apps?
- A. Yes
- B. No
Answer: B. No
Explanation: Power Apps users don’t need a specific Power Automate paid plan to use flow actions within an app. You just need suitable license that allows you to use Power Automate within Power Apps.
Interview Questions
What is the primary use of flow actions in Power Automate?
Flow actions in Power Automate are primarily used to automate repetitive tasks such as sending notifications, updating data, or creating records. They allow users to build efficient workflows.
How can flow actions be accessed within Power Apps?
Flow actions can be accessed in Power Apps through the Action tab. Clicking on “Power Automate” allows you to see a list of available flows.
How can you pass data from Power Apps to a flow?
You can pass data from Power Apps to a flow by adding Power Apps as a trigger, then adding specified parameters in the ‘Ask in Power Apps’ option of the dynamic content popover.
What is the purpose of the ‘Ask in Power Apps’ option?
The ‘Ask in Power Apps’ option allows you to create parameters that can be sent from Power Apps to your flow. The data type of the parameters depend upon the data you are sending.
How do you handle errors when configuring flow actions in Power Automate?
When configuring flow actions in Power Automate, you handle errors by adding ‘Configure run after’ settings at the end of each action. This setting allows you to decide what should happen if the action succeeds, fails or times out.
Can you edit an existing flow in Power Automate once it has been confirmed and triggered?
Yes, You can edit an existing flow in Power Automate. However, when a flow is running or being triggered, the changes won’t take effect until the next time the flow runs.
How does Power Automate ensure that a flow runs only when necessary?
Power Automate uses triggers to ensure a flow runs only when necessary. A trigger can be an event, like when a new record is added to a table, or it can be set to run at a specific time.
How can you make sure a flow runs at a specific time every day?
You can make sure a flow runs at a specific time every day by using the ‘Recurrence’ trigger in Power Automate.
What are “Expressions” in configuring flow actions in Power Automate?
Expressions in Power Automate are formulas that are used to manipulate data, make calculations, or control flow actions based on certain conditions. They use a combination of functions, operators, and values.
What is the role of “Scopes” in configuring flow actions in Power Automate?
Scopes provide a way to group related actions together. It helps in managing the flow of actions, especially in case of errors or exceptions. Scopes also provide a level of abstraction and organization to complex flows.
How can you run a flow manually in Power Automate?
You can run a flow manually by setting the trigger as ‘Manually trigger a flow.’ This allows you to run the flow whenever you need by clicking on a button.
What is a Flow Button in Power Apps and how does it interact with Power Automate?
A Flow Button in Power Apps is a control that users can add to the canvas. When clicked, the button triggers a specific flow built in Power Automate.
Can you pass data from a flow back to Power Apps?
Yes, by using the ‘Respond to Power Apps’ action within the flow, you can pass data back to Power Apps.
How can you ensure that data passed from Power Apps to a flow is of the correct type?
Power Automate allows you to perform data type validation by using the ‘Data Operations – Compose’ action. You can implement a method in the Compose action to make sure that the data received from Power Apps matches the expected type.
Can you set permission levels on who can run the flow?
Yes, you can set the permission levels on who can run the flow using the ‘Run only users’ option. It provides various options to control who can use the flow and what level of access they can have.
extutorials.com