Desktop flows, previously called UI flows, are a type of robotic process automation geared towards automating legacy applications and manual processes, particularly when these tasks happen on a personal computer.
Desktop flows are mostly used when:
- The application to be automated is installed locally on your device and is old with no APIs available for automation.
- The process to be automated involves multiple apps and requires human-like interaction.
- The process involves tasks such as attaching files to emails, data entry into forms, transferring data from one application to another
Cloud Flows
Meanwhile, cloud flows are used to create automated, scheduled, or instant flows using a wide variety of triggers and actions from more than 315 different data sources such as SharePoint, Outlook, and various other Microsoft or non-Microsoft services.
Choose a cloud flow when:
- The tasks to be automated only need to be triggered once or need to run on a distinct schedule.
- The tasks can be automated from their APIs instead of the UI. The applications for these tasks are cloud-based.
- The process is API heavy and needs to interact with numerous applications in real-time.
Using Desktop Flows and Cloud Flows Together
In many scenarios, a combination of both desktop and cloud flows can be employed to achieve a more holistic approach. You can initiate a desktop flow from a cloud flow and vice versa.
For instance, when there is a need to automate a process that includes both cloud-based applications and desktop applications, you can use both desktop and cloud flows. The cloud flow can handle API integrations, and the desktop flow can manage the UI interaction with the desktop applications. Likewise, if an event in your local machine needs to trigger a process in the cloud, you can use a desktop flow that triggers a cloud flow.
To sum up, your choice to use a desktop flow, a cloud flow, or a combination of both will be influenced by the kind of tasks and applications you aim to automate. Keep in mind that the ultimate goal is to streamline and automate tasks in the most efficient manner, reducing the need for manual handling and thereby increasing productivity.
The ability to decide when to use a desktop flow, a cloud flow, or both is a crucial subject of the PL-500 Microsoft Power Automate RPA Developer exam. It’s crucial to understand the fundamentals and practical applications of these flows to clear the exam and more importantly, to be efficient in using Microsoft Power Apps in the real world.
Comparison Table: Desktop Flow vs. Cloud Flow
| Attributes | Desktop Flow | Cloud Flow |
|---|---|---|
| Nature of Automation | (Mainly) Process automation that requires mimicry of human user interaction | Event-based automation using the APIs of the service |
| Type of Applications | Locally-installed applications | Cloud-based applications with APIs available |
| Data Source | Orientation towards applications with no available APIs | Over 315 different data sources |
| Where it runs | Locally on your machine | In the cloud |
In conclusion, the choice between using a desktop flow, cloud flow, or both greatly depends on your automation needs. Whether it is a locally installed legacy application or a modern cloud-based application, Power Apps equips you with the right tools for efficient automation. Combine this with the right choice of flows, and your PL-500 Microsoft Power Automate RPA Developer journey is sure to be a success.
Practice Test
True or False: Desktop flows are better suited for executing tasks in the cloud than Cloud flows.
- Answer: False
Explanation: Desktop flows are designed for task automation on a local client machine, while Cloud flows are built to orchestrate services and data in the cloud.
When is it appropriate to use Desktop flows?
- a) When tasks involve interactions with web and desktop applications
- b) When dealing with cloud-based data and applications
- c) When you need real-time analytics
- d) None of the above
Answer: a) When tasks involve interactions with web and desktop applications
Explanation: Desktop flows are designed for automating tasks on a local client machine, especially those involving web and desktop applications.
True or False: Desktop flows and Cloud flows can be used in combination to execute tasks both on a local machine and in the cloud.
- Answer: True
Explanation: The two types of flows can indeed work in tandem. For instance, a Cloud flow can trigger a Desktop flow to automate a task on a local machine.
Which type of flow should you use when dealing with cloud-based data and applications?
- a) Desktop flows
- b) Cloud flows
- c) Both
- d) None
Answer: b) Cloud flows
Explanation: Cloud flows are designed for orchestrating services and data in the cloud.
When do you need to use both Desktop flows and Cloud flows?
- a) When you are dealing with only local tasks
- b) When your tasks span both local and cloud environments
- c) When you are dealing with only cloud-based tasks
- d) None of the above
Answer: b) When your tasks span both local and cloud environments
Explanation: While each flow type can function independently for local or cloud-based tasks, using them in tandem becomes necessary when tasks span both environments.
True or False: Desktop flows can be triggered by Cloud flows to incorporate local machine tasks into a larger automation process.
- Answer: True
Explanation: This integration allows Cloud flows to leverage the capabilities of Desktop flows, thus enabling the automation of tasks across both local and cloud environments.
Which type of flow is specifically designed for task automation on a local client machine?
- a) Desktop flows
- b) Cloud flows
- c) Both
- d) None
Answer: a) Desktop flows
Explanation: Desktop flows are designed for automating tasks that need interactions with local web and desktop applications.
Cloud flows are used for…
- a) Real-time analytics
- b) Orchestrating server-side services and data
- c) Local task automation
- d) Both a and b
Answer: d) Both a and b
Explanation: Cloud flows are designed for orchestrating services and data in the cloud and often involve real-time analytics.
True or False: Desktop flows are capable of orchestrating server-side services and data.
- Answer: False
Explanation: It is Cloud flows that are designed for orchestrating server-side services and data in the cloud. Desktop flows, on the other hand, focus on local task automation.
Which type of flow can interact with a local web and desktop application?
- a) Desktop flows
- b) Cloud flows
- c) Both
- d) None
Answer: a) Desktop flows
Explanation: Desktop flows are desgined to interact and automate tasks with local web and desktop applications.
Interview Questions
What is a Desktop flow in Power Automate?
A Desktop flow in Power Automate is used for automating tasks on your local machine or on-premises, using robotic process automation (RPA). These tasks might include applications and services that are not available in cloud services.
What is a cloud flow in Power Automate?
A cloud flow in Power Automate is used for automating tasks that can be done through the internet, such as sending emails, updating database records, integrating with various other cloud-based applications or services.
When should a Desktop flow be used?
A Desktop flow should be used when the process or task to be automated cannot be done over the internet, or involves software or tools that are only available on a user’s local machine or on-premises.
When should a Cloud flow be used?
A cloud flow should be used when the task or process being automated can be done over the internet using cloud-based applications or services.
Can a desktop flow and a cloud flow be used together?
Yes, a desktop flow and a cloud flow can work together in a hybrid environment. For example, a desktop flow might handle a local task, like gathering data from a desktop application and a Cloud flow can then take that data and use it in a cloud service for further processing.
Why would you use a desktop and cloud flow together?
We would use a desktop and cloud flow together when a business process automation requires both interactions with a local system or a cloud system.
What kind of applications can be automated using Desktop flows?
Almost any kind of application including legacy applications, terminal emulators, thick client applications, and more can be automated using Desktop flows.
What types of systems or applications can Cloud flow integrate with?
Cloud flow can integrate with a wide range of cloud-based systems and applications including SharePoint, Dynamics 365, Slack, Teams, Outlook, and more.
What kind of tasks can be accomplished using Cloud flow?
Cloud flow can be used for tasks like sending emails, updating and managing data in databases, creating records in CRM systems, and integration with various other cloud-based applications or services.
How can I determine whether to use a Desktop flow or a Cloud flow?
The choice between a desktop flow or a cloud flow will depend on the nature of the tasks. If the actions can run locally on the desktop, you would use a desktop flow. However, if the actions can be performed over the internet, a cloud flow would be more suitable.
Can the Desktop flow interact with both web and desktop applications?
Yes, the Desktop flow in Power Automate can interact with both web applications and desktop applications.
Is it possible to schedule or trigger Desktop flows?
Yes, both Desktop flows and Cloud flows can be scheduled or triggered based on certain events or conditions.
What kind of tool is used to create Desktop flows?
Power Automate Desktop is the tool used to create Desktop flows in Power Automate.
Can Cloud flow integrate with AI services?
Yes, Cloud flow can integrate with AI services for tasks like sentiment analysis, anomaly detection, and more.
Can Desktop flow be used to automate tasks in a virtual environment?
Yes, Desktop flow can be used to automate tasks in a virtual environment using UI flows.
extutorials.com