Robotic Process

Automation in a Day
Lab 9 – Create subflows and web automation using
Power Automate for desktop
90 mins
June 2022
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Lab Overview
In previous labs you have created a cloud flow that will be triggered to run automatically every
time a new invoice email arrives at the Contoso Coffee shop company email inbox. This cloud
flow will extract the invoice details data from the attachment invoice file using AI Builder, send
an approval request to human supervisor to confirm this is real and ready to be process. It will
then run a desktop flow to enter the invoice details in the Contoso Coffee shop invoice
management desktop app and finally response with the confirmation to the vendors who sent
the invoice. This completes an end-to-end automation to process the incoming vendor invoices
for Contoso Coffee shop company.
We learnt that Contoso Coffee shop company also need to do another additional step after
processing a new incoming invoice, which is to record the invoice information into an existing
excel file, which will be used by other department later for auditing purpose etc. Furthermore, if
you are working on an international branch in Europe, you are required to convert the invoiced
amount from USD to EUR using real time currency conversion rate, then log the converted
amount into the excel file. Power Automate for desktop app also has the support to help you
complete those type of tasks because it not only can automate against Windows applications,
but also can automate against any website. You will complete the following tasks in this lab:
• Exercise 1 – Build a Power Automate Desktop subflow to write notes into Microsoft
Excel
o Create a process with fixed value variables.
o Test and run this process.
• Exercise 2 – Build web automation using Power Automate for desktop
o Web data scraping and writing to Microsoft Excel.
o Test and run this process.

Prerequisites
Please complete lab 1.1, pre-requisite task 3: Start per user plan with attended RPA trial license
and lab 1.3, installation of Power Automate Desktop. To use Power Automate for desktop, a
user must own either a trial or paid per user plan with attended RPA.
Before doing the exercises, please complete Lab 3.

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Exercise 1 - Build a Power Automate desktop
subflow to write notes into Microsoft Excel
In this exercise we will create a process in Power Automate for desktop which will write the
values of variables that we already created earlier into a Microsoft Excel file.
1. In Power Automate for desktop, Edit Enter an invoice flow you created by clicking …
icon and select Edit.

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2. Click Subflows > to create a subflow for Enter an invoice.

3. Name it Write_notes_into_excel. Click Save.

Note: Subflow name cannot have spaces

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4. Drag and drop the Launch Excel Action from the Excel folder.

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5. Set Launch Excel to and open the following document and click on the Select File icon.

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6. Save the file Contoso Coffee Shop Invoices.xlsx that you can find inside lab data
packages/Lab #9 excel file to use in Power Automate Desktop folder to the folder of
your choice, then browse for it in this dialog, select it and click Open.

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7. Information Only – Our spreadsheet does not contain a password. However, if our
spreadsheet did, we could provide a password in this field. Then click Save.

8. Drag and drop the Get First Free Column/Row from Excel Worksheet action from the
Excel folder.

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9. In the Action Properties, we will use the default settings for this action. Click Save to add
it to the design surface. This action will retrieve the number of the first free row and the
first free column and store them into variables.

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10. Drag and drop the Write to Excel Worksheet action from the Excel folder.

11. In the Action Properties, in Value to write, open the Available Variables by clicking on
the icon, double click InvoiceID.

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12. Enter A and in field Column, then in Row, click on the corresponding icon, and select
%FirstFreeRow%. Click Save

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 13. Repeat the three previous steps, writing values of variables to cells as the table below.
For all Columns, Row must be set to %FirstFreeRow%.

Value to Write Column Row

%Account% B %FirstFreeRow%
%Contact% C %FirstFreeRow%
%Amount% D %FirstFreeRow%

14. When you complete all the steps above, your subflow for writing notes into Excel should
look like this:

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15. Click the Save button and then go back to your Main flow by clicking Main.

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16. Drag and drop the Run subflow action from Flow Control folder under Step 12.

17. Call Write_notes_into_excel subflow you just created. Then click Save.

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18. Click on the Save button to save the flow.

19. You can now run your flow by clicking Run.

20. After the automation run, check the Excel file and you will see the following entry added:

Note: You may see a different invoice ID here.

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Exercise 2 - Advanced Power Automate Desktop
features
In this exercise, we will use the web automation to convert the total amount into another
currency and add that converted to the Excel document.
1. Open Microsoft Edge (Chromium), enter this in the browser URL address bar:
edge://settings/system. This will bring you to the Settings then System page. Uncheck
Continue running background apps when Microsoft Edge is closed. Close all browser
tabs and sessions before you proceed.

2. In Power Automate for desktop, Edit Enter an invoice flow you created by clicking …
icon and select Edit.

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 3. Click Subflow > to create a second subflow for Enter an invoice.

4. Call your Subflow Currency_Exchange. Click Save.

Note: Subflow name cannot have spaces

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5. Drag and drop the Launch new Microsoft Edge Action from the Browser automation
folder into the workspace.

6. In the Initial URL field enter: https://www.msn.com/en-

us/money/tools/currencyconverter

7. Click Save.

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 8. Open an Edge web browser and navigate to www.msn.com/en-
us/money/tools/currencyconverter
This will be the website we will be using to lookup real-time currency conversion rates.

9. Now we will enter the total amount value from AI builder model as the USD dollar
amount, into the website input textbox to lookup the converted value.
10. First, we will locate the UI Element on the webpage. Select Click link on web page action
from the Web form filling subfolder.

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11. The Web Browser Instance has already been populated with the %Browser% instance.

12. We need to identify the textbox UI element on the webpage that takes USD dollar as
input. To do that, click on the UI element textbox and then click on Add a new UI
element to be able to capture the element.

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13. Having done this, a small Tracking session window will show up to capture UI elements.
Open the browser webpage, and you will see a red rectangle appear in the webpage
while hovering the mouse over different elements. Move the mouse over the text field
containing the USD dollar value and hold the Control key on your keyboard and Left-
Click using mouse to select the element.

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14. Once you select the element, you will see the value appearing in the Tracking session
window. Click Done.

15. Click Save button

16. Add another action which will send the previous Total amount input value into this UI
element field. Search and select Send keys action to drag and drop into the flow

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17. In the Text field, clicking icon and choose Amount from the variables list and click
Select button. This will send the Amount variable value to be entered in the website UI
textbox area that is selected in the previous step.

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18. Click Save.

19. Now we can test this subflow by selecting the first action in the subflow, right click and
select Run from here.

20. You should see the automation run and convert $500 amount (the default amount value)
into another currency

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21. The next step is we will capture the real time converted value from the website. We will
use the Get details of element on web page action in the Web data extraction
subfolder to select the converted value (Euro) using the same method described above.

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22. Select Done.

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23. Change the Variables produced from %AttributeValue% to %ConvertedAmount% by
clicking into %AttributeValue%. Once done, click Save.

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24. Note: sometimes you might see errors which is because it might take some time to
establish browser connection. In that case, you can insert another action of Wait for web
page content before the click link on web page action and configure it to wait for UI element

25. Now let us go back Write_notes_into_excel subflow you created in exercise 1 by clicking
Write_notes_into_excel.

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26. Add the Write to Excel Worksheet action from the Excel folder under Step 6.

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27. Writing values of variables to cells as the information below.

• Value to write: %ConvertedAmount%

• Column: E
• Row: %FirstFreeRow%

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28. Click Save.

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29. Now we will add the Currency_Exchange subflow into the Main flow before
Write_notes_to_excel subflow. Go back to your Main flow by clicking Main.

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30. Add a Run subflow action from Flow Control folder as Step 12 of your process.
Note: this subflow should be called prior to the Write_notes_to_excel subflow call.

31. Call Currency_Exchange subflow you just created. Then click Save.

32. Click on the Save button to save the flow.

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33. You can now run your whole main flow by clicking Run.

34. After a while, an entry is added to the Excel file as in the previous exercise, with an
additional cell containing the converted value:

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Check your knowledge
Lab 9
5 mins
1. Which of the following can you use as your Subflow name?

A. Currency exchange
B. Currency Exchange
C. Currency_exchange
D. All the above

Answer: C. Currency_exchange. Power Automate Desktop does not allow for spaces to be
in the name of a Subflow.

2. When you try to capture a web element from a web page, after selecting the Click link
on web page action and clicking UI element dropdown, you need to select _______ to be
able to capture the element.

A. Add a new UI element

B. Save
C. Browser
D. None of the above

Answer: A. Add a new UI element - You need to click this button to start capture
elements

3. When you are populating text Field on web page, you need to hold the _______ and
_______ to select the element.

A. CTRL + Left-Click

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B. Tab + Left-Click
C. CTRL + Right-Click
D. Tab + Right-Click

Answer: A. CTRL + Left-Click

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