Concepts
When it comes to automating repetitive tasks and processes, Microsoft Power Automate provides different options to suit your needs. Two of the most commonly used options are desktop flows and cloud flows. In this article, we will explore when to use a desktop flow, when to use a cloud flow, and when it’s beneficial to use them together.
Desktop Flows
Desktop flows, formerly known as UI flows, are designed to automate tasks on your local computer or virtual machine. They allow you to interact with desktop applications, web browsers, and other desktop environments. With desktop flows, you can automate complex tasks that involve user interface interactions, such as mouse clicks, keyboard inputs, and data extraction. These flows are especially useful when you need to automate tasks that do not have a well-defined API or when integration with other systems is not feasible.
Let’s consider a scenario where you need to automate the process of entering data from a spreadsheet into a legacy application that lacks an API. Using a desktop flow, you can create a flow that opens the spreadsheet, reads the data, and simulates the keyboard inputs to enter the data into the legacy application. This allows you to automate the process without requiring any changes to the existing systems.
Cloud Flows
On the other hand, cloud flows, also known as standard flows, are best suited for scenarios where you need to interact with cloud-based services and systems. Cloud flows allow you to automate tasks that involve communication with services like SharePoint, Dynamics 365, OneDrive, or custom APIs. They provide a range of connectors that simplify integration and data exchange between different systems. With cloud flows, you can build workflows that trigger on specific events or schedules, making them ideal for tasks such as data synchronization, notifications, or approvals.
For example, let’s say you want to automate the process of creating a calendar event whenever a new lead is added to your CRM system. In this case, you can use a cloud flow that triggers when a new lead record is created in Dynamics 365. The flow can retrieve the necessary details from the lead record and create a corresponding calendar event. This allows you to automate the process and ensure that the calendar is always up to date without manual intervention.
Using Desktop Flows and Cloud Flows Together
While desktop flows and cloud flows cater to different scenarios, there are situations where using them together can be advantageous. Desktop flows can be used within cloud flows as a step to automate tasks that require interaction with a local application or system. This combination enables you to create end-to-end automation workflows that span both local and cloud-based environments. You can leverage the strengths of each approach to build powerful and comprehensive automation solutions.
For instance, consider a scenario where you want to automate the process of generating a report by extracting data from a local application and then sending it via email. You can create a cloud flow that triggers on a schedule and uses a desktop flow as a step to interact with the local application, retrieve the required data, and pass it back to the cloud flow. The cloud flow can then use the data to generate the report and send it via email. This approach allows you to automate the entire process seamlessly, leveraging the capabilities of both desktop flows and cloud flows.
In conclusion, when deciding whether to use a desktop flow, a cloud flow, or a combination of both, consider the nature of the task you want to automate. Use desktop flows when you need to interact with local applications or systems without an API, and use cloud flows when you need to work with cloud-based services and systems. Combining both approaches can provide a comprehensive automation solution that covers both local and cloud environments. Microsoft Power Automate offers flexibility and versatility to meet your automation needs, empowering you to streamline your workflows and increase efficiency.
Answer the Questions in Comment Section
When integrating with on-premises systems, you should use a desktop flow because:
- a) It allows you to access on-premises data securely.
- b) It is faster and more efficient than a cloud flow.
- c) It provides more advanced options for integration.
- d) All of the above.
Correct answer: d) All of the above.
When automating repetitive tasks on a local machine, you should use a desktop flow because:
- a) It can interact with applications and files installed on the local machine.
- b) It can capture user interface actions and simulate human interaction.
- c) It provides advanced debugging capabilities for local processes.
- d) All of the above.
Correct answer: d) All of the above.
When orchestrating complex workflows across multiple systems and services, you should use a cloud flow because:
- a) It runs in the cloud and can interact with various cloud-based services.
- b) It offers built-in connectors for a wide range of applications and systems.
- c) It allows for scalable and reliable execution of workflows.
- d) All of the above.
Correct answer: d) All of the above.
When integrating with external APIs and web services, you should use a cloud flow because:
- a) It provides a more secure and scalable environment for accessing external resources.
- b) It offers built-in HTTP actions and connectors for popular web services.
- c) It can handle asynchronous processing and long-running operations.
- d) All of the above.
Correct answer: d) All of the above.
When building a solution that requires both desktop actions and cloud-based integrations, you should use:
- a) A desktop flow for local actions and a cloud flow for integrations.
- b) A cloud flow with additional connectors for desktop interactions.
- c) A combination of both desktop and cloud flows working together.
- d) Only a cloud flow, as it can handle all types of actions.
Correct answer: c) A combination of both desktop and cloud flows working together.
Which of the following scenarios is best suited for using a desktop flow?
- a) Updating a database record in an on-premises SQL Server.
- b) Sending an email notification using Outlook Online.
- c) Creating a new record in a cloud-based CRM system.
- d) Retrieving data from an external RESTful API.
Correct answer: a) Updating a database record in an on-premises SQL Server.
Which of the following scenarios requires the use of a cloud flow?
- a) Automating data entry in a Windows desktop application.
- b) Triggering an action based on a new SharePoint list item.
- c) Extracting text from PDF documents stored locally.
- d) Running a PowerShell script on a remote server.
Correct answer: b) Triggering an action based on a new SharePoint list item.
Which of the following statements is true about desktop flows?
- a) They are limited to running on a user’s local machine.
- b) They can interact with web-based applications and services.
- c) They require an on-premises gateway for connectivity to local resources.
- d) They cannot run unattended or in the background.
Correct answer: c) They require an on-premises gateway for connectivity to local resources.
Which of the following statements is true about cloud flows?
- a) They are limited to running in the cloud and cannot interact with local resources.
- b) They can run unattended and scheduled without user intervention.
- c) They require a Power Automate per-user or per-flow plan for execution.
- d) They do not support error handling and exception handling.
Correct answer: b) They can run unattended and scheduled without user intervention.
When integrating with legacy systems that do not have APIs or connectors available, you should:
- a) Use a cloud flow with custom code actions to interact with the legacy system.
- b) Develop a custom connector to bridge the gap between the legacy system and a cloud flow.
- c) Use a desktop flow to automate interactions with the legacy system’s user interface.
- d) Use a hybrid approach with both desktop and cloud flows working together.
Correct answer: c) Use a desktop flow to automate interactions with the legacy system’s user interface.
Great post on desktop and cloud flows! Can someone explain the main differences between desktop flows and cloud flows?
When should we use desktop and cloud flows together?
Very informative! Thanks for sharing!
Are there any performance concerns when combining desktop and cloud flows?
I think cloud flows are generally more flexible, don’t you agree?
Thanks for the info!
This wasn’t very helpful for me. The blog could have included more detailed use cases.
Is error handling different between desktop and cloud flows?