The Microsoft Power Platform, as a suite of tools, allows the user to manage their data, automate processes, build applications, and more. The understanding of PL-900 Microsoft Power Platform Fundamentals is important to leverage these capabilities to the maximum. In this article, we focus on the use cases for cloud and desktop flows which form a significant part of this certification exam.
Cloud Flows
Cloud flows are designed to automate tasks and processes in the cloud without the use of on-premise gateways. They can run independently or can be initiated by a trigger action in a connected service. Based on their behavior, they are further categorized into automated, button, and scheduled flows.
- Automated Flows: These are triggered by an event occurring in a cloud application. For example, when a user uploads a file to OneDrive, an automated flow could be set up to copy that file to SharePoint.
- Button Flows: These are manually started by the user through a button click in Power Automate, on mobile devices, or in the flow bot for Microsoft Teams.
- Scheduled Flows: These flows run on a pre-determined schedule. An example could be a daily report generation that runs every weekday at a set time.
Desktop Flows
Desktop flows, on the other hand, automate tasks on your local computer or on-premises network. They use Robotic Process Automation (RPA) to simulate a human’s interaction with the computer interface.
For example, a desktop flow could log into an on-premises application, extract data, and then update an Excel spreadsheet on your local machine.
| Cloud Flows | Desktop Flows | |
|---|---|---|
| Environment | Cloud | Local or On-premises |
| Automation Capability | Automated, Button, Scheduled Flows | Robotic Process Automation |
| Example | Copy a file from OneDrive to SharePoint | Extract data from an on-premises application |
Use Cases
A few use cases that leverage the power of cloud and desktop flows include:
- Data Migration: Cloud flows can be used to move data between two different cloud systems e.g., from Dynamics 365 to SharePoint. A desktop flow can be set up to pull data from an on-premises SQL server and push it to a cloud CRM.
- Process Automation: Processes that require multiple steps and involve different applications can be automated using either cloud or desktop flows. For example, an invoicing process that requires data collection, calculation, and invoice generation could be automated using a combination of cloud and desktop flows.
- Integration with Legacy Systems: Legacy systems often lack APIs for integration with newer platforms. Desktop flows can be used to automate tasks which involve such systems.
- Report Generation: Scheduled cloud flows can be used to generate and distribute regular reports.
Knowing when to use cloud flows versus desktop flows based on the need of your business process is a crucial aspect to materialize the benefit of these technologies. As we move forward with the PL-900 Microsoft Power Platform Fundamentals exam, understanding these applications will empower us to build effective solutions.
Practice Test
True or False: Cloud flows in Power Automate is used for automating processes that do not involve human interaction.
- True
- False
Answer: True.
Explanation: Cloud flows can automate business processes and tasks that do not need human intervention such as sending reminders based on due dates, approving requests, etc.
In a ____, the business logic of your app runs on your device.
- a) Cloud Flow
- b) Desktop Flow
- c) Both
- d) None of the above
Answer: b) Desktop Flow
Explanation: Desktop flows run the business logic directly on the user’s local machine or device.
True or False: A major use-case for Desktop Flows is to automate web and desktop applications.
- True
- False
Answer: True
Explanation: Desktop Flows in Power Automates allows automation of repetitive processes in web and desktop applications.
Power Automate is primarily used for:
- a) Creating cloud flows
- b) Creating desktop flows
- c) Both a and b
- d) None of the above
Answer: c) Both a and b
Explanation: Power Automate provides the ability to create both cloud and desktop flows to automate business processes.
Which of the following can be leveraged to automate a process with multiple steps and applications?
- a) Cloud Flow
- b) Desktop Flow
- c) Both
- d) None of the above
Answer: c) Both
Explanation: Both Cloud and Desktop Flows can be used to automate multiple step processes that span across multiple applications.
True or False: Cloud flows can be manually triggered by a user when required.
- True
- False
Answer: True.
Explanation: Cloud flows in Power Automate can be manually triggered when needed by a user.
Desktop Flows can be used to automate tasks in:
- a) Web applications
- b) Desktop applications
- c) Swivel chair processes
- d) All of the above
Answer: d) All of the above
Explanation: Desktop flows are designed to automate tasks across web and desktop applications, as well as swivel chair processes.
True or False: Desktop flows run independently of your device.
- True
- False
Answer: False.
Explanation: Desktop flows require your personal device for execution whereas cloud flows run independently in the cloud.
A major difference between Cloud Flows and Desktop Flows is?
- a) The platform type
- b) The interactivity
- c) The execution requirements
- d) All of the above
Answer: d) All of the above
Explanation: Desktop flows require user interaction and device-dependent execution whereas cloud flows can run independently in the cloud and do not need user interaction.
Can Cloud flows integrate with other Microsoft products and third-party services?
- a) Yes
- b) No
Answer: a) Yes
Explanation: Cloud Flows in Power Automate can indeed integrate with other Microsoft products like Office 365 and third-party services like Twitter, Google services, etc.
True or False: Cloud Flows are ideal for complex processes that span multiple systems and applications.
- True
- False
Answer: True.
Explanation: By integrating with other systems and applications, Cloud Flows can automate complex business processes across platforms.
Tasks performed by Desktop flows require?
- a) No human interaction
- b) Some human interaction
- c) Both a and b
- d) None of the above
Answer: b) Some human interaction
Explanation: While Desktop Flows automate tasks, they require some human intervention, such as the initial triggering of the flow.
True or False: Cloud flows do not require user action to execute.
- True
- False
Answer: True.
Explanation: Cloud flows are designed to run automatically with predefined triggers and do not typically require user action.
Desktop Flows is used to automate tasks across __.
- a) Modern website
- b) Legacy System
- c) Both
- d) None of the above
Answer: c) Both
Explanation: Desktop flows can be used to automate tasks across modern websites and legacy systems.
True or False: Power Automate allows you to run your flow either in the cloud or on a device.
- True
- False
Answer: True.
Explanation: Power Automate provides the option to run your flows either as Cloud Flows (run in the cloud) or as Desktop Flows (run on a device).
Interview Questions
What are cloud flows in Microsoft Power Platform?
Cloud flows in Microsoft Power Platform are automated workflows between your favorite apps and services to synchronize files, get notifications, collect data, and more.
Can you describe a use case for desktop flows in Microsoft Power Platform?
One use case for desktop flows in Microsoft Power Platform is for automating repetitive and time-consuming tasks. For example, a user might create a desktop flow for filling out forms, copying and pasting data, or compiling reports, thus saving time and increasing productivity.
How can cloud flows be used in the retail sector?
In the retail sector, cloud flows can be used to automate stock management. For example, they can be configured to automatically reorder products when their stock levels reach a defined threshold, or to send alert notifications when unusual sales patterns are detected.
What is the major advantage of using desktop flows over manual processes?
The major advantage of using desktop flows over manual processes is that they save time and reduce the chance of errors. Desktop flows can be set up to perform repetitive tasks automatically, eliminating the need for manual intervention and reducing the risk of mistakes.
Can you provide an example of how non-profit organizations can benefit from using cloud flows?
Non-profit organizations can use cloud flows to automate donor management and communication. For instance, a cloud flow could be set up to automatically send an email thanking a donor once a donation has been received and recorded in the system.
What are the key benefits of integrating both cloud and desktop flows in a business process?
The key benefits of integrating both cloud and desktop flows in a business process include optimized efficiency and accuracy, time savings, and reduced operational costs. These automation features allow for the seamless execution of tasks and enhance the synchronicity between various applications and services.
Can you describe a use case for cloud flows in a healthcare setting?
In a healthcare setting, a cloud flow might be utilized to automate the appointment scheduling process. For example, when a patient requests an appointment through an online form, a cloud flow could be triggered to save the request in a database, send confirmation to the patient, and notify administrative staff.
How are cloud flows and desktop flows different in their functioning?
While both types of flows facilitate automation, they function differently. Cloud flows automate processes between online services and apps without any need for human intervention, while desktop flows automate tasks on a local machine, usually involving legacy apps or web applications and may require user interaction.
How can cloud flows automate customer service?
Cloud flows can automate customer service by triggering automatic responses to simple queries, escalating issues to human agents when necessary, updating customer records, and much more.
Can you describe a use case for desktop flows in Human Resources?
In Human Resources, desktop flows can be used to automate tasks such as onboarding new employees. For example, HR could set up a desktop flow to fill out standard forms and documents with each new employees’ details, reducing manual data entry.
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