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6 Ways to Use Microsoft Power Automate to Improve Workflows

December 1, 2022

Microsoft Power Automate (previously Microsoft Flow) allows users to automate repetitive manual tasks by creating custom workflows without any required knowledge of code. It features a drag-and-drop workflow interface and allows you to sync data across 500+ native and third-party applications. This means that you can automate tasks, create notifications, collect data and more from most any application you use for business. You can create automations from scratch or choose from ready-made templates organized by common use-case scenarios.  


There are several key functions for which you can use Microsoft Power Automate. These include the following: 


- Automate processes/approvals

- Perform repetitive tasks

- Send real-time notifications 

- Capture and sync data and files between apps

- Collect/organize data  

When creating an automated workflow, you can choose to have the task triggered by an event, triggered manually as needed, or scheduled on a regular basis at a set date and time. 


For a step-by-step example of how to create a custom automated workflow triggered by an event, check out this video tutorial by Xelplus.  


Now let’s look at several specific use-case scenarios for Microsoft Power Automate that can streamline your business and help improve common workflows. 


6 use-case scenarios for Microsoft Power Automate 


1. Automate vacation requests

From within Microsoft Teams, you can create a channel for vacation requests. Within this channel, team members can submit time-off requests. Whenever a team member submits a request, Microsoft Power Automate triggers an approval/denial notification to their supervisor. If the supervisor approves the request, the vacation calendar within Microsoft or Google Calendar is automatically updated to reflect the approved time off. 


2. Save email attachments to OneDrive

You can create a workflow that automatically saves email attachments of a specific file type, such as an Excel or Google Spreadsheet, to a designated folder in OneDrive. 


3. Track/collect data from invoices

Bookkeepers can use Power Automate to track unpaid invoices and send payment reminders after a designated period of time. They can also use it to collect data from invoices. For example, they could set up a workflow that starts with receiving an invoice in your Gmail inbox. When that email is received, Power Automate would then extract whatever data they identify as pertinent in the workflow and then store that data in an Excel spreadsheet.  


4. Automate new document approval requests

Use Power Automate to automatically request an approval whenever a new document is uploaded into SharePoint. Once approval is granted, relevant team members are then notified via Microsoft Teams. 


5. Capture and sync data between apps

With the ability to integrate with 500+ native and third-party apps, Power Automate provides a wealth of potential when it comes to synchronizing data between applications. One example of this would be to capture customer data from a lead capture form on your website and automatically organize it in your CRM system


6. Social media management 

Social media managers can automatically track specific hashtags or mentions and compile the data into an Excel spreadsheet. By creating a workflow in Power Automate, you can connect to a third-party social media app like Twitter, and then use the workflow to search for tweets with a specific hashtag. Once found, those tweets can be automatically downloaded into an Excel spreadsheet. 


Using Power Automate for business success

Microsoft Power Automate has endless possibilities for improving workflows across departments and applications. Its ability to automate repetitive tasks can free up precious time for stretched employees, improving productivity and job satisfaction. It can also keep projects on track, organize files, and remind team members of important deadlines. Power Automate is an incredibly powerful tool for any business.  


For more information on getting started with Power Automate, check out Microsoft’s Power Automate FAQ’s. Our team of IT experts is also always happy to help. Schedule your free consultation today


Related reading: 

How to Use Technology to Improve Collaboration in the Workplace

What You Need to Know About Windows 11

How to Organize Your Inbox in Outlook for a More Efficient Workday

Feature photo by ThisisEngineering RAEng on Unsplash


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