How Power Automate Flows Help You Be Productive, Efficient and Consistent

Power Automate Blog Image

Power Automate, is a core component of Microsoft’s Power Platform, enabling you to connect apps, streamline processes and improve efficiency throughout your organisation. Through intelligent workflows that handle repetitive and/or complex tasks, you can maximise productivity and work smarter.

In this blog, we explore several examples to demonstrate how your organisation could use Power Automate to speed up processes, reduce manual effort and empower individuals to trigger automations.

Types of Power Automate Flows

There are three main types of flows to help you complete tasks quicker and consistently.

Automated Flow

Automated Flow

Flows that are triggered in near real-time by events occurring to complete a set of tasks.

Scheduled Flow

Scheduled Flow

Flows that are triggered once a designated time is reached or elapsed for reoccurring automation.

Instant Flow

Instant Flow

On-demand flows triggered with the push of a button by users. Especially useful for repetitive but ad-hoc tasks.

6 Ways You Could Use Power Automate Flows:

1. Send Automated Emails at Case Closure (Automated Flow)

Where a case has been solved, users often close down the case, record details on the resolution and send off a feedback survey to understand customer sentiment.

Instead, you could automatically send a feedback survey through a Power Automate flow whenever a case record is set to 'resolved'. This process will ensure the survey invite is consistently sent on time and it reduces manual work. Additional elements on the email, such as details of the case, can easily be customised.

2. Keep On Top of Meeting Statuses (Scheduled Flow)

For those with really busy calendars, where meetings are constantly changing and there is a lot of last-minute scheduling.

Often it can be too late before you realise people have not confirmed, and meeting time can be wasted chasing up on attendees.

Have a flow that runs daily to check the status of meetings for the next day. This will email a report detailing each meeting, attendees, individual RSVPs and overall meeting status. Giving you the information you need and time to check in with those who've yet to confirm their attendance.

Power Automate Calendar Check

3. Update Child Records based on changes to a Parent Record (Instant Flow)

    Sometimes a process will involve a sequence of follow-up tasks, but only sometimes. These actions may be repetitive and tedious because they're not always needed, so can’t be addressed with an automated flow.

    Fear not, a button flow allows automation flexibility!

    For example, if users are updating address details on a parent account, sometimes they may need to update child accounts and contact records, but in other instances, this isn’t required. In these scenarios, an instant flow provides a button that will trigger an automation flow, only when it is clicked, to apply these actions for you.

    4. Integration with ERP/Accounting Applications (Automated Flow)

      If you have systems that sit outside the Microsoft Dataverse ecosystem, there may not be any native integration, but Power Automate can help bridge those gaps. Changes made in one system can trigger a flow that will map this new information to the other.

      For example, when an opportunity is closed as won in Dynamics 365, and an order record is created, details such as payment amount, payment terms and contact details can be then sent to your accounting application. This ensures the latest detail is synchronised and allows finance teams to quickly issue invoices without any need to duplicate these data entries.

      5. Update Currency Conversion Rates (Scheduled Flow)

        Currency rates are ever-changing, so rather than manually update these in Dynamics 365, it will be more accurate and simple to automate this process. For example, Preact has built customer flows where multiple currencies are tracked against sterling that refresh conversions daily to ensure quotes, orders, invoices and other processes reflect the latest exchange rates.

        For organisations that operate across many countries or simply have large numbers of international clients, this automation could save a lot of time.

        6. Request Approval When Ready (Instant Flow)

        You may be working on a complex quote that contains many elements, requiring confirmation from multiple people in your organisation before this proposal is sent.

        Having a “Request Approval” button means will send a notification to your team lead once you've drafted the quote.

        Each notification can be customised to ensure summary details about the quote are provided and link these to the appropriate record which simplifies the process for approvers to quickly access the information they need and provide their response.

        Power Automate Request Approval Button

        Next Steps

        Creating these smart workflows in Power Automate allows your users to complete tasks quicker, consistently and efficiently to remove time-consuming processes and transform productivity. The examples above cover just a few scenarios where automation enables organisations to innovate more quickly.

        Please complete the form below, or phone us now, if you want help getting started with Power Automate or understanding what processes you can automate.

        By submitting this form, you agree to Preact's privacy policy and the processing of this data.