What is Power Automate and why should you use it?
Power Automate is a cloud-based automation tool that allows you to create and run workflows across multiple applications and services. You can use Power Automate to automate repetitive tasks, such as sending emails, creating reports, updating records, and more. Power Automate also lets you connect to hundreds of data sources, such as SharePoint, OneDrive, Outlook, Teams, Dynamics 365, and more.
By using Power Automate, you can boost your business in several ways. Here are some of the benefits:
- Save time and money: By automating tasks that are manual, time-consuming, or prone to errors, you can free up your staff’s time and reduce operational costs.
- Increase productivity and efficiency: By automating workflows, you can ensure that tasks are completed faster, more accurately, and more consistently.
- Seamlessly integrate with Microsoft 365 products: Power Automate is part of the Microsoft 365 suite, which means you can easily access and use it with other Microsoft products, such as Word, Outlook, Teams, SharePoint, Lists and more.
Types of workflows within Power Automate
There are three main cloud workflow types; automated, instant and scheduled.
Automated Flows:
The workflow is triggered by an event taking place and automatically runs.
Instant Flows
The workflow is triggered by the click of a button in either a SharePoint site or on Mobile.
Scheduled Flows
The workflow runs at a predetermined frequency and time.
What can Power Automate do?
The possibilities may not quite be endless but they’re not far off. Power Automate flows consist of connectors to Microsoft 365 applications and external applications. These generally consist of Triggers and Actions. The best way to get an idea of what workflows can be created is to get an understanding of some of these triggers and actions.
Automated Triggers
- An email is received
- Into a specific inbox
- From a specific person
- With a specific subject line
- A row is created or updated in a SharePoint list or Excel File
- A message is posted in a Teams Channel
- A keyword is mentioned in a Teams Channel or Group Chat
- An event is added to a calendar
- An item or file is created, modified, or deleted in SharePoint
- A Microsoft Form is submitted
- A task is created in a Planner Board
- At a certain time of day or day of the week or month
- A page is created in OneNote
Actions
- Send an email from a template
- Generate a document from a template
- Update information in a SharePoint List
- Create folders
- Send a message to a Teams Channel or Group Chat
- Create a task in Planner
- Update or create an item in an external system
- Create an Approval request
- Copy documents and add them to a folder
- Send an event invitation from Outlook
There are thousands more connectors available for both M365 products and other software. The full list is available here List of supported connectors | Microsoft Power Automate
Integrating with other Microsoft Tools
Power Automate becomes even more powerful when it is combined with other applications within the Microsoft 365 ecosystem. Here are just a few examples
- Power Apps can enable you to create complex forms and other low code applications such as an inventory management tool that sends email alerts when stock levels get low.
- MS Forms submissions can be used to gather information that is stored in a SharePoint list that triggers a document to be generated based on the information gathered.
- Manage and track staff or client onboarding using a workflow that automatically creates all onboarding tasks when a new user is added to a SharePoint list and sends out a welcome email with documents attached for completion.
Conclusion
Power Automate is a powerful and versatile automation tool that can help you streamline workflows, improve efficiency, and integrate with Microsoft 365 products. By using Power Automate, you can save time and money, increase productivity and efficiency, and seamlessly integrate with Microsoft 365 products. Power Automate is easy and fast to use, and offers a range of features and options to suit your business needs and goals.
If you want to learn more about Power Automate and how it can help your business, contact us today. We are a certified Microsoft partner and can help you set up, configure, and optimize Power Automate for your business. We can also help you with other Microsoft 365 products and services, such as SharePoint, OneDrive, Outlook, Teams, and more. We look forward to hearing from you and helping you grow your business.
