Power Automate

Question 1

Types

Answer 1

1) Automated Cloud Flow
2) Instant Cloud Flow/Button Flow
3) BPF
4) UI /RPA Flow/ Desktop Flow
5) Scheduled Cloud Flow

Question 2

Features on Power Automate Mobile App

Answer 2

1) Activity Feed
2) Browsing
3) Buttons
4) Managing Flows

Question 3

Where can I create and administer Power Automate

Answer 3

1) Browser (make.poweraps.com/flow.microsoft.com)

2) Power Automate mobile app

Question 4

Tasks that can be performed using Power Automate mobile App

Answer 4

1) Turn flows on or off from wherever you are.
2) See when a flow has failed.
3) Review detailed run history reports.
4) View and filter runs by notification type.

Question 5

SharePoint list as a co-owner of a flow

Answer 5

Can add Microsoft SharePoint lists as co-owners of a flow.
Everyone who has edit access to the list automatically gets edit access to the flow.
After the flow is shared, you can just distribute a link to it.

Question 6

Restrictions on changes to flows

Answer 6

Any owner of the team flow can contribute connections to a flow. After another person has access to the flow, that person can use any connections in it, but only within the scope of that flow.
The owner can use services in a flow, but they can’t change the credentials for a connection that another owner created.

eg

• John creates a flow that updates items in SharePoint with his account, and he shares the flow with Mary.
• Mary will be able to change the use of SharePoint inside that flow, but not in any of her personal flows. *Likewise, Mary can change the flow so that it uses her SharePoint connection, but John still won’t able to use that new SharePoint connection in any of his flows.

Question 7

Categories of connections

Answer 7

1) Embedded - are used in the flow.

2) Other- have been defined for the flow, but they aren’t used in it.

Question 8

Other issues based on limits and caveats

Answer 8

Each account can have up to:

1) 250 flows.
2) 15 custom connectors.
3) 20 connections per application programming interface (API) and 100 connections total.
4) You can install a gateway only in the default environment.
5) Some external connectors, like Twitter, implement connection throttling to control the quality of service. Your flows might fail when throttling is in effect.

Question 9

Trigger Tokens

Answer 9

• are data points that are known and available to the device that a button flow is running on.
• these can use information like Global Positional System (GPS) data, date information, or email.
  For example, if you run a button flow on a phone, the phone probably knows the time at your current location, the date, and your current address. In other words, the time and date, and the address where the phone is located, are all determined when the button flow runs. They’re automatically available for use in any button flows that are run on the device.

Question 10

Change Tracking

Answer 10

To invoke a flow trigger, the Dynamics 365 customer engagement entity that’s used with the flow must have change tracking turned on

Question 11

Limitations of trigger-based logic

Answer 11

Triggers like When a record is created, When a record is updated, and When a record is deleted will start your flow within a few minutes after the event occurs. But in rare cases, it might take up to two hours for your flow to be triggered.

When the trigger occurs, the flow receives a notification, but the flow runs on the data that exists when the action runs. For example, if your flow is triggered when a new record is created, and you update the record twice before the flow runs, your flow runs only once with the latest data.

Question 12

Add Power Automate in Power Apps

Answer 12

1) Go to Action tab and select Power Automate on the toolbar.

Question 13

Integration of SharePoint with Power Automate

Answer 13

You can create and start flows directly from a SharePoint list, and store and change that data in SharePoint.

Question 14

Integration of SharePoint with Power Apps

Answer 14

1) From a SharePoint list, select Power Apps on the top toolbar, and then select Create an app.
2) In the Create an app pane, enter a name for your app, and then select Create.
Power Apps is started, and you can finish creating the app.

Question 15

Connections in Button Flows

Answer 15

1) can either let users use all the connections that the button uses
2) they use their own connections.
* If they use your connections, they can’t access your credentials in your connection.
* They can’t reuse those connections in any other flow.

Question 16

Use Shared button

Answer 16

Before you can run a button that someone has shared with you, you must add it to your Buttons tab from the Add buttons page.

1) On the Buttons tab, select Get more (or the New buttons are available banner if it appears).
2) Select the button to use.

The button is immediately added to the Buttons tab. You can then run the button from the Buttons tab, just like any other button that’s listed there.

Question 17

Desktop Flow/UI Flow limitation

Answer 17

When running a Power Automate flow that includes a Desktop flow, it is currently necessary that the computer in which the flow is running be configured with a single display monitor.

Question 18

Difference between Business Process Flow and Power Automate

Answer 18

Use a business process flow if you:

1) Want to create automated business processes with Dynamics 365 Solutions.
2) Want a simple visual guide to help users complete a process.
3) Want to use out-of-the-box business process flows.
4) Have a Dynamics 365 license and want to create automated business processes with Microsoft Dataverse.
5) Users are not limited on how long they run a business process or how long they have a stage open.

Use a Power Automate flow if you:

1) Want to schedule a workflow to start based on a predefined time interval or after X minutes, hours, or days of some action or event.
2) Want to trigger a flow based on data outside of Dataverse (SharePoint, for example).
3) Do not want to store data that is captured in the flow in Dataverse.
4) Want to push notifications outside of Outlook (SMS or Gmail, for example).
5) Want to use and create workflows with only an Office 365 license.
6) A flow can be configured to time out if it is not completed in a certain time and can be triggered to move between steps based on data or user interaction.
7) Flows support complex logic and looping and a Power Automate flow can call another Power Automate flow as needed.

Question 19

6 Power Automate reports are available in PPAC

Answer 19

1) Run
2) Usage
3) Created
4) Error
5) Shared
6) Connectors
Everything is in context of an environment, nothing at the moment across a tenant for up to 28 days.
Expect upto 3-4 hour delay before the latest analytics are published.

Question 20

When to use Power Automate

Answer 20

1) need to run complex logic
2) need multiple connectors
3) don’t want user to wait for the action to finish
4) creating an approval process.
5) output is being produced in another format
6) want to reduce dependency on device-side processing power.

Question 21

Share Cloud Flow

Answer 21

1) Add an owner to a cloud flow
2) Share a cloud flow with run-only privileges (for instant flow or button flow)
3) Share a copy of a cloud flow. (Send a copy)

You can add SharePoint lists as co-owners of a cloud flow so that everyone who has edit access to the list automatically gets edit access to the flow.

Question 22

Types of Datasources

Answer 22

1) Tabular -returns data in a structured table format
(a) Power Apps can directly read and display these tables through galleries, forms, and other controls.
(b) if the data source supports it, Power Apps can create, edit, and delete data from these data sources
(c) eg Microsoft Dataverse, SharePoint, SQL

2) Function-based - uses functions to interact with the data source
(a) - These functions can be used to return a table of data but offer more extensive action such as the ability to send an email, update permissions, or create a calendar event
(b) Eg - Office 365 Users, Project Online, and Azure Blob Storage

Question 23

Custom Connectors can be used in

Answer 23

1) Power Automate
2) Power Apps
3) Azure Logic Apps

Question 24

Creating Custom Connector

Answer 24

1) using a blank custom connector
2) from an OpenAPI definition
3) from Postman Collection
they all will require power apps per app or per user plan.

Question 25

To create a DLP Policy

Answer 25

1) you need to be tenant admin or

2) have Environment Admin role

Question 26

Types of Triggers

Answer 26

1) Polling triggers: These triggers call your service at a specified frequency to check for new data. When new data is available, it causes a new run of your workflow instance with the data as input.
2) Push triggers: These triggers listen for data on an endpoint, that is, they wait for an event to occur. The occurrence of this event causes a new run of your workflow instance.

Question 27

Variable initialization

Answer 27

When you use the Initialize variable action, it must be done at the top level of the flow. You can’t initialize variables in loops, conditions or scopes.
The following are the available types you can use: Boolean, Integer, Float, String, Object, or Array.

Question 28

Do Until

Answer 28

By default the loop will only occur up to 60 times, you can increase the limit to 5,000 using the change limits section.

Question 29

Error Handling

Answer 29

Configure run after
1) Failed – Any type of failure other than a timeout. For example, if the user did not have permission on the table or the column you were filtering on was invalid.

2) Skipped – The prior action was skipped, this could occur for example if the prior action had the default configuration of run only when successful and the action that preceded that failed.
3) Timed out – This could occur when a call to Dataverse or other connector times out. Some steps like approvals allow setting the timeout and by handling timeout you can treat it as a planned execution path

You can’t configure it on the flow triggering action, or the one following the trigger, or the first action inside a loop or scope.

Question 30

Approvers can respond to approval requests from

Answer 30

1) their email inbox,
2) the approvals center on the Power Automate website,
3) or through the Power Automate app.

Question 31

What are desktop flows?

Answer 31

• Desktop flows are used to automate tasks on the Web or the desktop
• You need the on-premises data gateway for your device to have the desktop flow triggered by Power Automate, Latest version of Edge or Chrome and Power Automate Desktop App
• Alternatively, you can use the two legacy methods of creating desktop flows: Windows recorder (V1) and Selenium ID.
• You must use the same work or school account to set up the gateway, to sign into Power Automate, and to log into your Windows device.