Cloud flows, a part of Power Automate, are used to automate business processes and tasks by connecting to various services and applications. It stands out due to its online nature, which doesn’t require a connection to a specific user’s device, making it ideal for various business scenarios. Below are a few typical use cases for cloud flows.
- Automate Email Responses: If a company receives a large volume of similar inquiries, a cloud flow can be programmed to respond with a pre-determined message. For instance, if a customer emails a support ticket, a cloud flow can send an automatic acknowledgment message.
- Data Synchronization: Cloud flows can be used to ensure two lists from different platforms stay synchronized. For example, if a new contact is added to Microsoft Outlook, a cloud flow could automatically create a corresponding entry in a SharePoint list.
- Monitor Social Media: If you’re looking to keep an eye on your brand’s reputation, a cloud flow could be programmed to monitor social media platforms for specific mentions, hashtags, or keywords and alert you when they appear.
Use Cases for Desktop Flows:
Desktop flows, on the other hand, automate time-consuming tasks on systems that traditionally require human interaction. Here are some scenarios where desktop flows could be applied:
- Data Entry Automation: By creating a desktop flow, you can automate repetitive typing tasks. For instance, if a company receives data through emails, a desktop flow can extract this data and input it into a spreadsheet or database, freeing up time for staff to focus on more strategic tasks.
- Interface with Legacy Systems: Desktop flows can also be programmed to interact with legacy systems that do not support API integration. By recording and automating keystrokes and mouse actions, you can program a desktop flow to enter data into these systems.
- Automate Report Generation: Suppose your company generates daily reports from a certain system or application. A desktop flow can be designed to automatically enter the necessary parameters, generate the report, and send it to the appropriate recipients, saving valuable time every day.
Comparative Analysis:
While they both automate tasks, the primary difference between cloud flows and desktop flows lies in their operation environment and capabilities. See the table below:
| Cloud Flows | Desktop Flows | |
|---|---|---|
| Environment | Online, no need for a specific user’s device | On a user’s specific device |
| Integration | Better suited for integrating with cloud-based services and applications | Ideal for on-premises applications, especially legacy systems without API support |
| Operation | Can be triggered by various events in connected services | Typically triggered manually or by a schedule |
| Maintenance | Typically easier to maintain due to online nature | Often require more maintenance due to dependency on specific systems and user devices |
While the use cases mentioned here serve as a starting point, both cloud flows and desktop flows can be customized to meet the specific needs of your business. For exam preparation for PL-100 Microsoft Power Platform App Maker, understanding these use cases is crucial. Both these features offer substantial potential to automate your business processes and create more efficient workflows.
Practice Test
True or False: Desktop flows can be used to automate web and desktop applications based on user interface actions.
- True
- False
Answer: True
Explanation: Desktop flows can automate tasks in web or desktop applications much like a human user would, using user interface actions based on Artificial Intelligence (AI).
Which of the following can be use cases for cloud flows in Microsoft Power Platform App Maker? Select all that apply.
- A. When a new item is created in SharePoint
- B. When an email is received with specific words
- C. Analyzing sentiment of social media posts
- D. Calculating complex mathematical equations
Answer: A, B, C
Explanation: Cloud flows can react to events such as email receipt, creation of SharePoint items. They can also perform actions related to sentiment analysis among others. However, they are not particularly designed for mathematical computations.
True or False: Desktop flows are dependent on the cloud, and cannot operate offline.
- True
- False
Answer: False
Explanation: Desktop flows can run independently of the cloud and can operate in an offline mode.
Which kind of flows can be used to extend an app’s capabilities with professional developer extensibility?
- A. Cloud flows
- B. Desktop flows
- C. Both A and B
- D. Neither A nor B
Answer: A
Explanation: Cloud flows in Power Platform are used to extend an app’s capabilities with professional developer extensibility.
True or False: Cloud flows can be used to automate any legacy software, regardless of its design.
- True
- False
Answer: False
Explanation: Although cloud flows are versatile, they aren’t capable of automating legacy software that doesn’t have API support.
What does a Desktop flow require to execute?
- A. Cloud resources
- B. An active user interface
- C. API integration
- D. Salesforce subscription
Answer: B
Explanation: Desktop flows need an active user interface, replicating user actions on that interface to execute tasks.
True or False: Desktop flows in Microsoft Power Platform are incapable of interacting with SaaS services.
- True
- False
Answer: False
Explanation: Desktop flows can interact with SaaS services and other applications too.
What type of tasks are ideal for cloud flows?
- A. UI-centric tasks
- B. Time-consuming, repetitive tasks
- C. Tasks requiring human judgement
- D. Tasks requiring offline access
Answer: B
Explanation: Cloud flows are ideal for automation of time-consuming, repetitive tasks, freeing up the users for high-value work.
Which of the following are common use cases for desktop flows? Select all that apply.
- A. Data extraction from invoices
- B. Customer sentiment analysis
- C. Updating a CRM system
- D. Transcribing audio files
Answer: A, C
Explanation: Data extraction from invoices and updating a CRM system are common use cases for desktop flows. They work by replicating user interface interactions.
True or False: Both cloud flows and desktop flows can be triggered manually or automatically.
- True
- False
Answer: True
Explanation: Cloud flows and desktop flows in the Microsoft Power Platform can both be set to trigger manually (on-demand) or automatically based on certain predetermined conditions.
Interview Questions
What is a cloud flow in Power Automate?
A cloud flow is a form of workflow automation that operates in the cloud, allowing for seamless integrations between various online services. The flows can be activated manually, automatically, or on a schedule.
What are the use cases for using cloud flows?
Some common use cases for cloud flows are sending email notifications, automatically backing up files, updating data across multiple systems, and automating approval processes.
What is a desktop flow?
A desktop flow is a form of robotic process automation that automates repetitive manual tasks on the desktop and web. With desktop flows, users can record and play back user interface actions for Windows applications and browsers.
What tasks can be automated using desktop flows?
Tasks such as form filling, data extraction from websites, file moving, and data inputting can be automated using desktop flows.
Can cloud flows interact with on-premises data?
Yes, cloud flows can interact with on-premises data through the use of on-premises data gateways.
Can desktop flows interact with local software applications?
Yes, desktop flows can interact with local software applications, enabling automation of tasks within these applications.
How can scheduling be used with cloud flows?
Scheduling can be used with cloud flows to run tasks at specified times. This is especially useful for recurring tasks such as daily data backups or weekly reports.
Can desktop flows handle dynamic content?
Yes, desktop flows can handle dynamic content by using variables and parameters to adapt to changes in the input or the environment.
What’s the role of a Power Platform App Maker in relation to cloud and desktop flows?
A Power Platform App Maker is responsible for creating, deploying, and managing cloud and desktop flows, as well as integrating these flows into apps and services to automate business processes.
Can cloud and desktop flows be integrated into Power Apps?
Yes, cloud and desktop flows can be seamlessly integrated into Power Apps, thus facilitating automation within the apps.
How can approvals be managed in cloud flows?
Approvals can be managed in cloud flows through the use of the Approval action, which allows for the implementation of approval processes in the workflow.
Can desktop flows handle web applications as well?
Yes, desktop flows can handle both desktop and web applications, making it versatile for various automation needs.
Is it possible to have a cloud activity trigger a desktop flow?
Yes, it’s possible to configure a cloud flow to trigger a desktop flow when certain conditions are met.
What is a typical scenario for using both cloud and desktop flows together?
A typical scenario could involve a cloud flow running a daily check on an online database and, when certain conditions are met, triggering a desktop flow to update a local application.
Can you monitor the performance of your cloud and desktop flows?
Yes, Power Automate provides comprehensive analytics for monitoring the performance and usage of both your cloud and desktop flows.
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