Concepts
Introduction:
When preparing for the Microsoft Power Platform Functional Consultant certification exam, it is essential to have a comprehensive understanding of the different types of flows, their use cases, and the associated flow components. Flows play a vital role in automating business processes, ensuring seamless data integration, and enhancing productivity. This article explores various flow types, their applications, and when it is suitable to use a classic workflow, based on information available in Microsoft documentation.
Types of Flows:
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Automated Flows:
Automated flows, also known as cloud flows, are designed to automate repetitive tasks and streamline business processes. They offer a visual designer that allows users to build workflows by connecting various components and actions. These flows are triggered by specified events or conditions such as creating a new record, modifying data, or receiving a notification.
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Button Flows:
Button flows are manually triggered by the user from within an application or through a dedicated button. These flows are useful for on-demand operations, such as initiating approvals, sending emails, or creating records. Users can integrate these flows directly within applications or access them through Power Automate.
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Scheduled Flows:
Scheduled flows are useful when specific operations need to be executed at predefined intervals. Users can set up a schedule to trigger actions, such as data extraction, report generation, or data synchronization. Scheduled flows automate routine tasks, reduce manual effort, and help maintain data consistency.
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Business Process Flows:
Business process flows serve as a guide for users to follow predefined steps while working with records. These flows assist in maintaining process consistency, ensuring data quality, and enforcing business rules. Business process flows are particularly helpful in scenarios where standardization and adherence to processes are critical, such as sales or customer service processes.
Flow Components:
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Triggers:
Triggers are the starting point of a flow. They define the events or conditions that initiate the flow’s execution. Microsoft Power Platform offers a wide range of triggers such as “When a record is created,” “When a HTTP request is received,” or “When a button is clicked.”
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Connectors:
Connectors enable flows to interact with external systems, services, or applications. They provide pre-built actions to perform operations like creating a record, updating data, sending emails, or posting to social media. Power Platform offers a vast collection of connectors, including those for popular services like SharePoint, Dynamics 365, Outlook, and more.
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Conditions:
Conditions in a flow enable logic branching based on specified criteria. They allow users to define if-else conditions, switch statements, or apply advanced logical operations. Conditions determine the flow’s path based on the evaluation of certain values or rules, enabling complex decision-making within the flow.
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Actions:
Actions are the building blocks of a flow. They represent the individual steps or operations to be performed. Actions can include creating or updating records, sending notifications, invoking APIs, calling functions, or performing calculations. These actions are added sequentially and connected to create the desired workflow.
Classic Workflow vs. Flows:
Classic workflows were the predecessors to flows and continue to be supported in Power Platform. However, Microsoft recommends leveraging flows over classic workflows due to their enhanced capabilities and flexibility. Flows offer a rich set of features, including the ability to run on-demand, interact with a broader range of connectors, incorporate modern UI elements, and provide a more intuitive designer experience.
That being said, there are scenarios where classic workflows may still be preferred. Classic workflows are primarily suitable for backward compatibility or when working with legacy systems that lack Power Automate compatibility. If the organization relies heavily on older systems or migration efforts are yet to be completed, classic workflows can be leveraged to ensure business continuity.
Conclusion:
Understanding the different flow types, their applications, and flow components play a significant role in successfully tackling the Microsoft Power Platform Functional Consultant certification exam. By comprehending the characteristics, use cases, and benefits of automated flows, button flows, scheduled flows, and business process flows, candidates can effectively design and automate business processes using Microsoft Power Platform. While flows are generally preferred over classic workflows for their increased functionality, there are specific situations where classic workflows continue to provide value.
Answer the Questions in Comment Section
True or False: A classic workflow in Power Platform can be designed to automate business processes and enforce best practices.
Answer: True
Which of the following are types of flows in Power Platform? (Select all that apply)
- a) Automated flows
- b) Business process flows
- c) Approval flows
- d) Instant flows
Answer: a) Automated flows, c) Approval flows, d) Instant flows
True or False: Business process flows are linear and guide users through a series of steps to complete a task or process.
Answer: True
When would you use a classic workflow instead of an automated flow in Power Platform?
- a) When you need to automate repetitive tasks involving multiple steps.
- b) When you want to create a simple flow with minimal configuration.
- c) When you need to trigger a flow based on specific conditions or events.
- d) When you want to integrate with external systems or services.
Answer: a) When you need to automate repetitive tasks involving multiple steps.
Which component of a flow allows you to define the logic and actions to be performed?
- a) Trigger
- b) Condition
- c) Action
- d) Connector
Answer: c) Action
True or False: Classic workflows in Power Platform can be triggered by both system events and user actions.
Answer: True
What is the primary use case for an approval flow in Power Platform?
- a) Sending automated emails to users based on specific conditions.
- b) Automating the process of requesting approvals from managers or stakeholders.
- c) Creating records in a database based on predefined rules.
- d) Integrating with external systems to retrieve and update data.
Answer: b) Automating the process of requesting approvals from managers or stakeholders.
Which of the following is an example of a trigger in a flow?
- a) When a new record is created in a SharePoint list.
- b) When a user updates a field in a Power Apps form.
- c) When a specific condition is met in a business process flow.
- d) When an external API sends a notification.
Answer: a) When a new record is created in a SharePoint list.
True or False: Instant flows in Power Platform can be manually triggered by users or integrated with buttons in Power Apps.
Answer: True
When would you use a business process flow instead of an automated flow in Power Platform?
- a) When you want to automate repetitive tasks involving multiple steps.
- b) When you need to trigger a flow based on specific conditions or events.
- c) When you want to create a guided user experience for completing a process.
- d) When you need to integrate with external systems or services.
Answer: c) When you want to create a guided user experience for completing a process.
I found the breakdown of types of flows very insightful. Especially the distinction between automated, scheduled, and instant flows.
Can someone explain when it’s best to use business process flows?
The classic workflow still has its benefits mainly for background processes.
I think scheduled flows are overrated. Automated flows are much more versatile.
Using child flows has streamlined our repetitive tasks.
Appreciate the blog post. Learned a lot!
Instant flows have been a lifesaver for quick tasks.
I’m still a bit confused about when to use a classic workflow over a Power Automate flow.