Streamlining Business Processes with Microsoft Power Automate

Gone are the times when companies achieved success solely through hard work. Achieving similar results in the modern business landscape would take more than just dedication; they must make use of the latest technologies to remain competitive and come out on top. This, in a nutshell, is what digital transformation is all about. Using the latest technology to drive innovation and create unprecedented opportunities. For example, labor-intensive record-keeping activities were simplified with the invention and utilization of computer systems for storing and managing data. Advances in technology have extended its abilities beyond simple data storage, as is evident with AI, which makes use of vast databases and is trained to provide conversational responses to queries.

Similar tools are being employed for business process automation (BPA), which is when software is used to execute complex tasks that can be performed without human intervention. By integrating BPA workflows to automate certain operations, businesses can empower their employees to focus on more nuanced tasks that require a human touch.

This brings us to the topic of our blog post, Power Automate. Microsoft’s Power Automate (formerly known as Flow) has evolved into a comprehensive BPA application that streamlines business operations and enhances efficiency by automating workflows and integrating different systems and teams. The following sections will look at what Power Automate is, who it is meant for, and the best practices for implementing it successfully.

Microsoft Flow’s Transition to Power Automate

Power Automate was initially branded as Flow and only had a subset of the functionalities it now includes. Flow was a cloud-based service created to automate repetitive tasks, create custom flows, and integrate with third-party applications. It was rebranded to Power Automate to align it with the Power Platform suite of tools like Power BI.

The transition from Flow to Power Automate defines an important landmark for automation technologies. The rebranding was more than a name change; Power Automate offers significantly improved capabilities compared to Flow and reflects the platforms’ ability to handle complicated workloads and integrations.

What is Microsoft Power Automate?

The base definition of Power Automate is exactly that of Flow, it is a cloud-based solution designed to automate workflows and create connections between services for tasks without requiring extensive coding knowledge. These automated workflows are referred to as flows and are reliant on specific actions initiating them.

The sky is the limit with the extensive automation and integration capabilities that Power Automate brings to the table. Speaking of integration, the application supports communication between itself and various other Microsoft and third-party tools. This is made possible through connectors. Connectors are integral to the functioning of Power Automate as they facilitate communication between the automation platform and other applications. Most Power Automate plans include standard connectors which are pre-configured to integrate with popular services. Premium connectors require additional licensing and support specialized integrations. They can even be customized to suit specific needs.

Connectors, along with triggers, actions, and conditions, are the base components of Power Automate which enables its functionality.

• Triggers: These are specific conditions or events that initiate or “trigger” the automated workflow.
• Actions: These are the outcomes of the workflow. For example, the trigger might be an email being received and the action would be a text alert notifying the receiver that they have mail.
• Conditions: They define the criteria that need to be met for an action to be performed. If the requirements are unmet, then alternate actions may be triggered depending on the configuration.

Limited Power Automate features are bundled with Office 365 plans like E3, E5, Business Basic, Premium, and Standard versions. The table below illustrates the features available with Office 365 plans.

 

Power Automate Capabilities	Included with Office 365 Licenses
Create and execute automated, scheduled, and button flows	✔️
Access to standard connectors	✔️
6,000 Power Platform requests/day (10,000 requests/day during the transition period)	✔️
Access to premium connectors	❌
Business process flows	❌
Custom connectors	❌
On-premises gateways	❌
Robotic Process Automation (RPA)	❌
AI Builder capacity	❌

The Power of Robotic Process Automation (RPA)

The addition of Robotic Process Automation (RPA) to Power Automate takes its automation ability to a whole new level. RPA involves using an application to define, deploy, and manage software robots or bots. These bots can imitate humans when it comes to interacting with digital systems. Essentially, RPAs enable organizations to carry out repetitive, low-value tasks, like extracting data, much faster and more efficiently than human capabilities allow.

Although not as widely known as AI, RPA is at the forefront of automation technologies and is a crucial component for the success of many industries.

RPAs bridge the gap between isolated systems and help streamline organizational operations. As the bots can handle the tedious, high-volume work, the human employees can focus their attention on more interesting and engaging tasks. RPA can also be used in conjunction with AI models to open the way for even greater computational automation.

Power Automate comes with a comprehensive, built-in RPA for trigger-driven automation and data synchronization, among other functions. Power Automate is so good at what it does that Gartner recognized it as one of the best RPA tools in its 2021 report.

Comparing Microsoft Flow and Power Automate

The table below highlights how Power Automate is a more comprehensive tool compared to its previous iteration, Flow.

Aspect	Microsoft Flow	Power Automate
Launch Date	2016	Rebranded from Flow in 2019
Primary Focus	Automating workflows and business processes	Expanded capabilities for automation, including advanced AI and integration features
Integration	Basic integration with Microsoft services and third-party apps	Enhanced integration with a broader range of services, including advanced connectors and AI capabilities
User Interface	Simple and straightforward user interface	More advanced, user-friendly interface with enhanced features
AI Capabilities	Limited AI and machine learning features	Advanced AI and machine learning capabilities, including AI Builder
Automation Features	Standard workflow automation	Advanced automation features, including robotic process automation (RPA) and AI-driven automation
Integration with Power Platform	Limited integration with Power Platform tools	Deep integration with the Power Platform, including Power BI, Power Apps, and Power Virtual Agents
Pricing	Basic pricing model with limited tiers	More flexible pricing model with additional tiers for advanced features
Security & Compliance	Basic security features	Enhanced security and compliance features, including data loss prevention and governance tools

In summary, Power Automate is the more powerful and expanded successor to Flow. It offers advanced features like the ability to build an AI, Robotic Process Automation (RPA), and better integration with a wider range of products.

Practical Use Cases of Power Automate

This section will take you through some of the most common and beneficial use cases of Power Automate for streamlining business processes.

• Office 365 Integration

  As a Microsoft offering, Power Automate seamlessly integrates with Office 365 services. Organizations have the ability to automate any number of workflows. From simple actions like triggering notifications when a sale has been made or setup is required to complex events like triggering a series of actions when an employee applies for a leave (updating leave balance in Excel, notifying the HR and necessary teams via Outlook, etc.), Power Automate significantly enhances how Office 365 is used.

• SharePoint Integration

  Power Automate also robustly integrates with SharePoint. Users can choose from up to 100 preconfigured templates or create their unique workflows to do anything from approving workflows to managing documents. Using Power Automate with SharePoint accelerates document approval and helps organizations remain compliant with internal and external regulatory standards.

• Generating Reports

  By syncing data from discrete systems and databases, Power Automate allows for data to be accessed and observed from a unified panel. Not only does this improve organizational data management, but also enables them to generate detailed reports, enabling businesses to make data-driven decisions. Also, the flows used for management can be easily scaled to handle higher volumes of data.

• Automating IT Processes

  A lot of IT processes like onboarding new employees, backing up data, system updates, and resetting system passwords are repetitive tasks that can be efficiently performed by the RPA tool in Power Automate. Using automation tools to handle low-value IT processes eliminates the need for human intervention, minimizes errors, and improves consistency across the organization.

The above-mentioned uses only outline the most commonly employed application of the automation platform. As we have already mentioned, the sky is the limit when it comes to what you can automate with Microsoft Power Automate.

Best Practices for Using Power Automate

Now that we have a foundational basis for understanding Power Automate, let us look at the best practices when using it. The following points are pertinent to get the most out of the application and serve as valuable guidelines for those who have only recently begun incorporating Power Automate in their operations.

• Start Simple

  Start with small and simple automations that address specific repetitive tasks. By keeping the initial scope small, users can take the time to familiarize themselves with the platform before they start creating complex workflows. It is also vital to ensure that you are naming your flows, triggers, and actions and describing them briefly on the flows home page. This will enable the support team to have a basic understanding of the flow, enabling them to deal with any issues much more efficiently.

• Minimize Triggers and Avoid Unnecessary Loops

  By only using necessary loops and triggers, the flows execute faster and make substantially fewer API calls. Unnecessary triggers and loops increase the chances of errors and can lead to excessive runs, creating the possibility that the flow is unable to reach its endpoint within the set time limit and consequently fails. Multiple flows running at the same time may also cause them to time out. This can be mitigated by running them at different times.

• Test Thoroughly

  Although Power Automate greatly simplifies BPA, not all the flows that are created are going to run smoothly. In fact, most flows will end up running into errors or situations where they cannot complete the action due to some reason or another. It is essential that users include some error-handling actions to capture the failure and alert someone about the problem.

• Partner with a Reliable Cloud Service Provider (CSP)

  The quality of your work is only as good as the stability of your cloud-based services and how well they are being managed and secured. By partnering with a reliable CSP like Apps4Rent, organizations gain access to experienced technical and support teams that can help them tackle most cloud-related issues.

Final Thoughts

In summary, Microsoft Power Automate offers a suite of compelling tools that streamline BPA to automate repetitive tasks and enhance organizational efficiency. Its integration with commonly used applications and third-party software like SharePoint, Outlook, and Teams ensures that businesses can seamlessly integrate the automation platform into their existing IT infrastructure with minimal disruption.

Beyond efficiency, Power Automate plays a critical role in driving digital transformation. The platform connects isolated systems, automates high-volume low-value tasks, and supports strategic growth, all without the need for extensive technical knowledge.

Connect with the dedicated Apps4Rent support team to learn which plans include Power Automate and how to make the most of it. We offer a variety of Microsoft subscription plans that can be further customized to suit your specific organizational needs. Our support team works around the clock to ensure continuous, uninterrupted technical support so that your business runs smoothly with minimal interruptions.