Microsoft Power Platform offers different types of flows, each designed to handle specific scenarios. Below are those types:
- Automated flows: These kick off from a specified trigger event. For instance, a flow can start whenever a new record gets added in a database.
- Instant flows: These allow the users to run repetitive tasks. You can run an instant flow by clicking a button on the Power Apps or the Power Automate portal.
- Scheduled flows: They run at specified intervals, allowing you to handle tasks that require regular and timely executions, such as sending weekly summaries.
Use Cases of Flows
Each type of flow matches various use case scenarios.
Automated flows could be used to automatically send notification emails when a new record is created in a database. For instance, in a CRM system, it’s possible to design an automated flow to email a welcome message to a customer when their details get registered.
Instant flows can be used for on-demand processes that a user wishes to trigger. For instance, you can create a flow to log an issue in your tracking system with a selectable priority.
Scheduled flows come in handy for tasks such as data synchronization which may need to happen at specific intervals, say every night at 2 AM.
Classic Workflow
In earlier versions of Power Platform, tasks were automated using processes known as workflows. These ‘classic workflows’ are still supported though Microsoft recommends the use of modern flows due to their richer functionality and flexibility.
For compatibility or simplicity reasons, you might prefer classic workflows, especially when working with existing systems that use them extensively. As with flows, you can create classic workflows that start when a record changes, at set times, or when you manually run them.
Flow Components
Flows are built from several components:
- Trigger: This is the event that initiates a flow.
- Condition: This is a rule in a flow’s logic that determines whether an action should be executed.
- Action: This is what you want your flow to accomplish upon being triggered.
Every flow has at least one action and one trigger. However, depending on the complexity of your operations, it may contain multiple actions and conditions.
For instance, consider a flow to read the content of an email and send a reply. The incoming email is the trigger while the reply is the action. If you want to respond only to emails sent from a particular address, then that would be your condition.
Microsoft Power Platform offers a vast array of possibilities to improve productivity and efficiency through automation. By understanding these elements around flows, functional consultants can design effective solutions that cater to specific organizational needs.
Practice Test
True or False: In Microsoft Power Platform, a classic workflow can only be triggered manually.
- True
- False
Answer: False
Explanation: Classic workflows in Microsoft Power Platform can be triggered automatically based on specific events or conditions, or they can be started manually.
Which of these is a potential use case for Microsoft Power Platform classic workflows?
- a) Automating repetitive tasks
- b) Data analysis and reporting
- c) User account management
- d) Data encryption
Answer: a) Automating repetitive tasks
Explanation: Classic workflows are used in Microsoft Power Platform to automate repetitive tasks that might otherwise have to be performed manually.
Select all that apply: Which of these are flow components in Microsoft Power Platform?
- a) Condition
- b) Action
- c) Trigger
- d) Algorithm
Answer: a) Condition, b) Action, c) Trigger
Explanation: In Microsoft Power Platform, flow components include conditions, actions, and triggers. An algorithm is not a flow component in Microsoft Power Platform.
True or False: Flow components in Microsoft Power Platform are not customizable.
- True
- False
Answer: False
Explanation: Flow components in Microsoft Power Platform are customizable it allows users to create unique workflows that cater specifically to their needs.
What is a typical use case for flow components in Microsoft Power Platform?
- a) To create a marketing campaign
- b) To track project management progress
- c) To automate business processes
- d) To conduct competitive analysis
Answer: c) To automate business processes
Explanation: One of the main use cases for flow components in Microsoft Power Platform is to automate various business processes – from simple tasks like notifications and approvals to complex operational workflows.
True or False: In Microsoft Power Platform, every classic workflow starts with a trigger.
- True
- False
Answer: True
Explanation: Every classic workflow in Microsoft Power Platform starts with a trigger, which defines the event or condition that initiates the flow.
What is NOT a type of flow available in Microsoft Power Platform?
- a) Automated flows
- b) Schedule flows
- c) Button flows
- d) Infinite flows
Answer: d) Infinite flows
Explanation: Microsoft Power Platform offers three types of flows: Automated flows, which run in response to an event; Scheduled flows, which run at a set time; and Button flows, which run in response to a user action. Infinite flows do not exist in Microsoft Power Platform.
True or False: You should use a classic workflow when you need to run logic that does not fit the “if this, then that” pattern.
- True
- False
Answer: True
Explanation: Classic workflows are best for complex logic that does not fit the “if this, then that” pattern. These workflows offer more flexibility and control than automated, scheduled or button flows.
Which of these is NOT a common use case for classic workflows?
- a) Sending automated email notifications
- b) Managing data integrations
- c) Validating user input
- d) Running intensive computations
Answer: d) Running intensive computations
Explanation: Classic workflows are not designed to run intensive computations. They are usually used for managing automated tasks, notifications, data integrations, or validating user input.
True or False: Scheduled flows in Microsoft Power Platform can run actions on a recurring basis.
- True
- False
Answer: True
Explanation: Scheduled flows are designed to run actions at specified times and can therefore be set up to perform actions on a recurring basis.
Interview Questions
What is a type of flow used to automate business processes in the Power Platform?
One type of flow used to automate business processes in the Power Platform is the business process flow. This flow guides users through each step necessary to complete a business process.
When is it best to use a classic workflow in Power Platform?
Classic workflows are best used when you want to automate specific processes or responses triggered by events or changes in data.
Could you name the five different types of flows available in the Power Platform?
Yes, the Power Platform provides five different types of flows: Automated, Button, Business process flows, Scheduled, and UI flows.
What are the flow components in Power Platform?
The flow components in Power platform comprise of Triggers, Actions, Conditions, Loops and Variables.
When is it suitable to use an Automated flow?
Automated flows are used when you need a business process to be launched when a specific event occurs.
Can you describe what a Button flow is and when it’s used?
Button flows are manually triggered by a user to perform a repetitive task. It’s often used in scenarios where automated flows are not applicable or desired.
What is the primary role of a Business process flow in the Power Platform?
Business process flows in the Power Platform are used to guide users through a specific business process, ensuring they perform the steps in the proper order to achieve a desired outcome.
Can you describe what a Scheduled flow is and when it’s used?
Scheduled flows are set to run at specific intervals or on a set schedule, without requiring user intervention. They are useful for regular data maintenance, reporting, or system checks.
Describe the purpose of UI flows.
UI flows serve to automate repetitive tasks in Windows and Web applications. These tasks could include data entry, data extraction, or any process that involves navigating a user interface.
Can you give an example of a use case for a Button flow?
A button flow could be used by a salesperson to quickly create a new lead record in Microsoft Dynamics 365 with pre-populated data, saving time and ensuring accuracy.
What is a practical use case for a Scheduled flow?
A Scheduled flow could be used to send a weekly summary email of all new customer complaints, pulling data from a shared mailbox or customer relationship management (CRM) system at the end of each week.
What triggers an automated flow?
An Automated flow is triggered by an event in a bound data source or service. For instance, changes in a data field or the creation of a new record could trigger an automated flow.
What are conditions in the context of a flow?
Conditions in flows serve to set up rules that determine the following actions or branches in a flow. For example, if a sales record meets certain criteria, then one action occurs; if not, then a different action happens.
Can you explain what variables are in relation to flow components?
Variables in flow components represent pieces of information that can be referenced and manipulated during the execution of a flow. They serve to store and use data across actions in a flow.
What is the difference between an automated flow and a business process flow?
An automated flow triggers automatically based on a specified event and can be used across multiple entities. Meanwhile, a business process flow provides a guided process for users across stages and can span multiple entities but requires manual movement between stages.
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