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Goloknath Mishra

Deep Dive into Power Automate

Learn by Example
Goloknath Mishra
Singapore, Singapore

ISBN 978-1-4842-9731-5 e-ISBN 978-1-4842-9732-2

https://doi.org/10.1007/978-1-4842-9732-2

© Goloknath Mishra 2023

This work is subject to copyright. All rights are solely and exclusively
licensed by the Publisher, whether the whole or part of the material is
concerned, specifically the rights of translation, reprinting, reuse of
illustrations, recitation, broadcasting, reproduction on microfilms or in
any other physical way, and transmission or information storage and
retrieval, electronic adaptation, computer software, or by similar or
dissimilar methodology now known or hereafter developed.

The use of general descriptive names, registered names, trademarks,

service marks, etc. in this publication does not imply, even in the
absence of a specific statement, that such names are exempt from the
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The publisher, the authors, and the editors are safe to assume that the
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claims in published maps and institutional affiliations.

This Apress imprint is published by the registered company APress

Media, LLC, part of Springer Nature.
The registered company address is: 1 New York Plaza, New York, NY
10004, U.S.A.
Introduction
This book is intended for those who are interested in improving
processes using Power Automate, a leading RPA tool. The target
audience ranges from business executives, to citizen developers, to IT
professionals and computer scientists who want to automate
monotonous work efficiently.
Deep Dive into Power Automate is a practical guide for learning the
basics of flows and the implementation guidelines for different real-life
scenarios, including RPA capabilities. The book covers how flows
evolved to be a full-fledged RPA called Power Automate.
This book covers the basic building blocks of Cloud Flows, Desktop
Flows (RPA), and Business Process Flows. It covers their types, triggers,
and actions. You learn to schedule, manage, share, and transfer flows to
different environments. It also includes best practices, troubleshooting
steps, practical use cases, and tips and tricks.
This book is intended for those who want to understand flows, learn
how to write them, and see where to use them. You also learn what
RPAs are and how to identify a candidate for RPA implementation. You
learn how to improve processes using RPAs.
This book also covers AI Builder as an Intelligent Process
Automation (IPA). You learn how to build, train, manage, publish, and
share models, as well as use models in different scenarios. After
completing this book, you will be comfortable with Power Automate
and will be able to implement it in real-life scenarios.
Happy learning!
Any source code or other supplementary material referenced by the
author in this book is available to readers on GitHub
(https://github.com/Apress). For more detailed information, please
visit https://www.apress.com/gp/services/source-code.
Table of Contents
Chapter 1:​Introduction
What Is Process Automation?​
What Is RPA?​
Microsoft Flow and Its Evolution to Power Automate
Comparing Power Automate and the Leading RPAs in the
Market
Comparing UiPath and Power Automate
Intelligent Process Automation (IPA) vs.​Robotic Process
Automation (RPA)
What Is Intelligent Process Automation (IPA)?​
Review Questions
Summary
References
Keywords
Chapter 2:​How to Kickstart Using Power Automate
Creating a Power Automate Environment
Navigating the Power Automate Portal
Different Types of Flows in Power Automate
Plug-and-Play Offerings from Power Automate
Summary
Keywords
Chapter 3:​Cloud Flow
Creating Cloud Flows
Creating a Cloud Flow from a Template
Creating a Cloud Flow from a Description
 Building Blocks of Flows:​Triggers, Actions, and Connectors
Creating an Instant Cloud Flow
Creating a Scheduled Cloud Flow
Creating Automated Cloud Flows
Using Variables
Using Expressions
Sharing, Exporting, and Importing Your Flows
Sharing a Flow as Run Only User
Setting Up Associated Apps
Restoring a Deleted Flow
Using the Controls in Power Automate
Creating Custom Connectors
Summary
Keywords
Chapter 4:​Desktop Flow
Excel and Email Automation
Web Automation
Summary
Keywords
Chapter 5:​Business Process Flow
What Is a Business Process Flow?​
Standard Business Process Flow
Creating a Business Process Flow
Switch and Conditional Branching of Business Process Flows
Executing Workflows and Power Automate Flows from BPFs
Renaming, Ordering, and Assigning Security Roles to BPFs
 Summary
Keywords
Chapter 6:​Process Advisor
Using Process Advisor
Process Mining vs.​Task Mining
Process Mining
Task Mining
Security and Administration
Summary
Keywords
Chapter 7:​AI Builder
What Is AI Builder
Accessing the Prebuilt and Custom Models
Using Prebuilt Models
Building, Training, Managing, and Publishing Models
Different Model Usage
Use the Prebuilt Model in an App
Use a Prebuilt Model in a Flow
Supported Languages and Files
Using Custom Models
The Document Automation Toolkit
Sharing, Administering, and Monitoring Models
Call Limits
Summary
Keywords
Chapter 8:​Licensing Considerations
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 Power Automate Licenses
The Standalone Licensing Plan
The Seeded Licensing Plan
The Developer Licensing Plan
Power Automate Add-ons
AI Builder
Unattended RPA
Hosted RPA
Summary
Keywords
Chapter 9:​Mini Project
Creating a New Environment
Creating a Model-Driven App
Modifying a Table
Submitting Data Automatically
Creating a Volunteer Approval Flow
Exporting a Solution to a Different Environment
Summary
Index
About the Author
Goloknath Mishra
is a Microsoft Most Valuable Professional
(MVP), Microsoft Certified Trainer
(MCT), and Power Platform Solution
Architect Expert with over 14 years of
experience in digital transformation
using Microsoft Tech stack as an enabler.
He has worked with various
organizations in different domains and is
currently associated with NCS Group,
Singapore as a senior IT architect.
During his tenure, he has been
involved in enterprise solution
architecture and design, delivery management (scaled agile, agile, and
waterfall), pre-sales, project management, client consulting, and
business analysis.
He is active in the tech community and participates in different
Microsoft Programs. He is an Udemy instructor, speaker, blogger, and
YouTuber. He runs the Microsoft User Group in Singapore and Odisha,
focusing on Microsoft Dynamics 365 and the Power Platform. He is also
one of the founding members of #PowerPlatformClassmates.
About the Technical Reviewer
Aroh Shukla’s
enthusiasm lies in acquiring fresh skills,
with a specific concentration on
Microsoft technologies. He possesses a
deep understanding of the Microsoft
Cloud platform and remains dedicated to
keeping up with the latest
advancements. Through remarkable
communication skills, he can effectively
explain complex technical concepts
clearly and concisely. He readily extends
his assistance to individuals, be they
students or professionals, as they begin
their exploration of Microsoft
technologies. As a leader in the
community, he exhibits strong
interpersonal talents, attentive listening, and a genuine commitment to
driving the community forward.
© The Author(s), under exclusive license to APress Media, LLC, part of Springer Nature 2023
G. Mishra, Deep Dive into Power Automate
https://doi.org/10.1007/978-1-4842-9732-2_1

1. Introduction
Goloknath Mishra1
(1) Singapore, Singapore

This chapter discusses process automation, including how it led to RPA (Robotic Process Automation) and
its history. Microsoft entered the RPA market with its Cloud Flows and subsequently transformed it into a
full-fledge RPA with the introduction of Desktop Flows. They named the RPA product Power Automate. You
will also see a comparison view of Power Automate and the leading RPA in the market.
Human demands are never-ending—they crave comfort, luxury, and lavishness. Nothing is more
important to humans than their comfort and convenience. It is human nature to seek physical and mental
comfort. Everybody wants an easy and comfortable life. This desire triggered scientific innovation and
automation. Narrowing this down to the business realm, humans need automation to simplify processes,
increase productivity, increase reliability, and control costs.
A business process is a group of activities that must be completed to achieve an organizational goal. It
can be simple or complex. Simple methods require fewer steps to execute, whereas complex processes
involve many steps, so they demand governance.
Business process automation (BPA), also known as business automation or digital transformation, is the
technology-enabled automation of complex business processes.

What Is Process Automation?

Process automation replaces humans with machines when executing a sequence of activities.1
Process automation improves a system by removing human input, which includes the following benefits:
Decreases errors
Increases the speed of delivery
Boosts quality
Minimizes costs
Simplifies the operation
Incorporates software tools, people, and processes to create a completely automated workflow

What Is RPA?
Process automation uses technology to automate human tasks that are manual, rule-based, or repetitive.
This is called Robotic Process Automation (RPA).
(Robotic refers to the capability to mimic human actions, process refers to a sequence of steps, and
automation refers to tasks performed without human interaction.)
Blue Prism says, “Robotic Process Automation or RPA is a term for a piece of software, or a ‘robot,’ which
carries out tasks and activities within systems, or applications, in the same way a human would. The software is
perceived as a ‘robot’ because it works robotically, completing tasks automatically in the same way a human
would.” 2
Automation Anywhere states, “With RPA, software users create software robots, or “bots,” that can learn,
mimic, and execute rules-based business processes. RPA automation enables users to create bots by observing
human digital actions. Show your bots what to do, then let them do the work.” 3
UiPath states, “RPA is a software that makes it seamless to build, deploy, and manage software robots that
imitate human’s actions interacting with digital systems and software.” 4
 Microsoft states, “Robotic process automation (RPA) uses software bots to emulate human interaction
within a graphical user interface (GUI) to automate repetitive and manual tasks, saving businesses time, effort,
and headaches.” 5
Before 1990, businesses tended to automate single tasks, so that was the era of macros, because
businesses heavily relied on management information systems. Subsequently, companies marched toward
automation to optimize business processes. Blue Prism first released an RPA in 2003, based on the Microsoft
.Net Platform, to automate processes. Then, Automation Anywhere released its first RPA around 2009. In
2012, UiPath came to the market with its RPA product, due to massive demand in the RPA market.
RPA helps automate structured data. AI subsequently came into the picture to automate unstructured
data, also called intelligent process automation or hyper-automation.
Figure 1-1 shows the evolution of RPA.

Figure 1-1 Evolution of RPA

RPA developed automated applications, called software robots or bots, that mimic and execute rule-
based business processes. RPA can be classified into two broad categories (see Figure 1-2):
Attended
If bots developed in RPA require human intervention while executing, the process is called attended
RPA
Manually triggered
Sign-in is not required because the automation system assumes that the system is already signed in
Unattended
If bots developed in RPA do not require human intervention while executing, the process is called
unattended RPA
Automatically triggered
Windows sign-in is automated with predefined user credentials
Figure 1-2 Attended vs unattended RPA
Figure 1-3 shows a diagram to identify where to start RPA.

Figure 1-3 Where to start RPA

After you know what to do with automation, the next issue to consider are the benefits of RPA. Here are a
few advantages of RPA:
Saves time: Repetitive administrative tasks are done daily in many business processes. RPA allows
businesses to automate and perform repetitive tasks quickly. The business and its employees benefit from
RPA, as they spend more time on productive work.
Increases ROI: RPA tools are more efficient at managing redundant tasks than humans, and they help
businesses improve productivity. That is why one of the most significant benefits of RPA is its +ve impact
on return-on-investment. By incorporating robotic process automation, a business can improve several
processes, which helps manage costs more efficiently.
Eliminates human error: Realistically, human error and fatigue are always factors, no matter how skilled a
person is in their role. Robots never get tired, so tasks are performed accurately each time.
Elevate security: Cybersecurity is essential to a business, and RPA solutions protect against security
breaches. RPA improves security by reducing human interactions with sensitive information, which helps
prevent data leaks and non-compliance. RPA helps keep businesses secure.
Increases compliance: Compliance is essential for the sustainability of a business, and RPA solutions
adhere to guidelines with great accuracy. Additionally, RPA can be audited centrally rather than
performing multiple application audits, reducing compliance risks. RPA can be applied to contract
workflows and submissions, form updates, compliance-related notifications, and related alerts.
Scales business process automation: As a company applies an RPA tool to business activities, the
automation of processes and tasks expands throughout the organization. RPA also allows businesses to
 scale to meet seasonal increases in demand and projected targets with greater confidence, whether
processing orders or invoices, managing inventory, or dealing with other forms of production and service.
Increases employee satisfaction: When tedious processes are automated, employees are freed up to focus
on more critical business needs. As RPA reduces repetitive tasks typically performed by humans,
employee satisfaction increases. Employees can then apply their skills to jobs that require strategic
thinking, like business planning, public relations, and brainstorming.
Figure 1-4 shows the who, what, and why of RPA.

Figure 1-4 Summary of RPA

RPA can be used in different industry verticals, including the following.

Banking:
Mortgage lending
Compliance reporting
Customer service
Client onboarding (KYC/CDD)
Compliance and risk management
Equity research
Logistics:
Order scheduling and tracking
Invoicing and credit collection
Researching loads
Manufacturing:
Supply chain automation
Inventory tracking and processing
Pricing and procurement
Healthcare:
Patient eligibility
Customer service
Scheduling
Physician credentialing
Customer service
Insurance:
Claims processing
Compliance reporting
Customer service
Retail and travel:
Competitive intelligence and price monitoring
Brand monitoring and fraud protection
RPA can be used in different departments within an organization, including the following.
Finance:
Process to pay
 Order to cash
Record to report
Supply chain:
Inventory management
Demand and supply
Planning
IT:
Server and app monitoring
Routine maintenance and monitoring
HR:
Payroll
Onboarding and offboarding
Benefits administration
Customer service:
Address change
Password reset
Payments

Microsoft Flow and Its Evolution to Power Automate

Figure 1-5 shows the evolution of Power Automate.

Figure 1-5 Evolution of Power Automate

Microsoft Flow was initially a cloud-based SaaS service introduced in 2016 and was mainly used in the
Microsoft ecosystem. It allowed users to automate workflows across multiple applications and services
without requiring coding skills. It enabled the creation of automated workflows or “flows” that integrated
different software services and automated repetitive tasks, such as data collection, synchronization,
notification, and management.
In July 2019, Microsoft rebranded Microsoft Flow as Power Automate to reflect the product’s growing
capabilities and evolution. The core functionality and features of Power Automate are the same as Microsoft
Flow. The name change represents the broader vision of the platform as an automation tool that enables
users to drive business productivity and efficiency.
Microsoft added RPA capabilities by introducing Uiflows (with Selenium IDE). In May 2020, Microsoft
acquired Softomotive and incorporated the desktop automation functionality by Win Automation, one of the
market’s leading RPAs. They merged its Uiflows to introduce Desktop Flow.
Microsoft then renamed Desktop Flow Power Automate Desktop (PAD). Power Automate has the
following features:
Cloud Flows: Cloud-based digital process automation (DPA)
Power Automate Desktop (aka Desktop Flow): Desktop-based Robotic Process Automation (RPA)
AI Builder: Intelligent Process Automation (IPA)
Power Automate integrates with over 500 services, including Microsoft applications such as Excel,
SharePoint, and Teams, as well as other popular services like Dropbox, Google Drive, Twitter, and Slack.
Users can create flows using prebuilt templates or customize them based on their specific needs. Users can
also monitor and manage their flows from a central dashboard. Power Automate is designed to improve
productivity, reduce errors, and simplify business processes. It does the following:
Automates repetitive tasks: Power Automate allows users to automate repetitive tasks that would
otherwise require manual effort, saving time and reducing errors.
Connects different applications and services: Power Automate integrates with over 500 services, enabling
users to connect various applications and services and automate complex workflows and tasks.
Enhances productivity: By automating workflows, Power Automate frees up time for employees to focus
on more valuable tasks, which can help improve productivity and efficiency.
Improves accuracy: Automating tasks reduces the risk of human error, which can improve the accuracy
and quality of work.
Enables collaboration: Power Automate can automate and streamline collaboration processes between
teams, which can help enhance communication and cooperation.
Reduces costs: By automating processes and workflows, organizations can reduce costs associated with
manual labor and streamline their operations.
Overall, Power Automate can help organizations be more efficient, effective, and competitive in their
respective industries. As per Microsoft, you can automate your business processes with Power Automate.
The basic steps are as follows (see Figure 1-6):
Plan: Identity the who, what, when, and why.
Design: Design your new automated process “on paper” and consider various automation methods.
Make: Create the Power Automate flows.
Test: Try the automation you created.
Deploy and refine: Start using the automation in production, identify processes that can be refined, and
decide what to change or add.

Figure 1-6 Business process automation steps

Comparing Power Automate and the Leading RPAs in the Market

As of February 2023, the five-year trend analysis per Google Trend
(https://trends.google.com/trends/—see Figure 1-7) shows how Microsoft Power Automate
compares to leading RPAs in the market:
UiPath (www.uipath.com/)
Automation Anywhere (www.automationanywhere.com/)
Blue Prism (www.blueprism.com/)
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Figure 1-7 Google Trend view of the leading RPAs
As per Gartner Magic Quadrant6, Power Automate is in the leader segment, along with the leading RPA
tools.

Comparing UiPath and Power Automate

There are many RPAs in the market, but UiPath is the leader, so it’s smart to compare it to Power Automate.
Similarities:
Both support cloud-based and on-premises environment setup.
Both provide unattended and attended automated orchestration and AI solutions for businesses.
Power Automate has AI Builder, whereas UiPath has AI Center, which provides the same drag-and-drop
usability for bringing machine learning models into automated workflows.
Both need a Windows environment to run the Desktop Flows.
Differences:
The Power Automate licensing and implementation costs are comparatively cheaper.
UiPath has a very active developer community with new flows being rolled out every day, while Power
Automate’s society is still growing.
UiPath bots are comparatively more scalable than Power Automate flows.
Power Automate is available on desktop, mobile, web, and Microsoft Teams; the user interface is more
straightforward than UiPath.
In Power Automate, it’s simpler to integrate with other Microsoft platforms, which have a vast library of
connectors in comparison to UiPath.
UiPath is easier to maintain and debug, whereas Power Automate still needs improvement.
Power Automate has templates to quickly create flows, whereas UiPath allows saving templates for reuse.
Power Automate can be targeted to smaller businesses, whereas UiPath targets customers from SMBs to
enterprises when cost is not a concern.
If cost is a concern, Power Automate is a better option. It has massive potential if Microsoft keeps
investing in it and it can compete with other RPA competitors. Also, if the customer IT ecosystem heavily
relies on Microsoft technologies, Power Automate is a better option than UiPath.

Intelligent Process Automation (IPA) vs. Robotic Process Automation (RPA)

As per UiPath, “Intelligent Process Automation (IPA) refers to the application of AI and related new
technologies, including computer vision, cognitive automation, and machine learning to Robotic Process
Automation.”7
As per Automation Anywhere, “Intelligent Automation (IA) is a fusion of Robotic Process Automation (RPA)
and artificial intelligence (AI) technologies, which together help end-to-end business process automation and
accelerate digital transformation.”8

What Is Intelligent Process Automation (IPA)?

IPA is the fusion of RPA, Business Process Management (BPM), and AI to automate complete, end-to-end
business processes.
It is the evolution of basic, rules-based task automation of structured data into managing and automating
entire business processes of unstructured data using AI technologies. See Figure 1-8.

Figure 1-8 Type of process automation at a glance

Components of IPA are classified into three categories:

Robotic Process Automation (RPA): This is the automation of repetitive, rules-based business tasks
using attended or unattended bots/programs.
Attended: During execution, requires human intervention.
Unattended: During execution, no human intervention is required.
Artificial Intelligence (AI): Technology that mimics human intelligence by analyzing data faster than
humans and makes decisions based on past learnings.
Natural Language Processing (NLP): Software that can understand, interpret, and manipulate language,
spoken or written.
Machine Learning (ML): A process that uses algorithms to find patterns in structured, historical data
and uses those patterns to make precise predictions on outcomes.
Computer Vision: Technology that enables computers to parse and interpret images. It includes tools
such as OCR (Optical Character Recognition) that scan and transform documents into text.
Business Process Management (BPM): Businesses want to know the scope and candidates for
automation, including the cost-benefit analysis, including maintenance.
Process mining: Helps take the event data from your system of records and visualize the processes
happening in your organization. Process mining provides novel insights that can help you identify
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