Overview
Power Automate allows you to automate complex, multi-step workflows using loops (iteration) and conditions (logic-based decisions). These features help process multiple records, handle repetitive tasks, and make workflows dynamic.
1️⃣ Using Loops in Power Automate
Loops help automate repetitive tasks, such as processing multiple items in a list or iterating over records in a dataset.
Types of Loops in Power Automate
| Loop Type | Description | Use Case |
|---|---|---|
| Apply to Each | Iterates through a collection (array, list, or records) | Processing multiple emails, looping through SharePoint list items |
| Do Until | Repeats actions until a condition is met | Waiting for an approval, retrying an action until successful |
Example: Using “Apply to Each”
Scenario: Send an email to all employees in a SharePoint list.
- Trigger: “When an item is created” (SharePoint).
- Action: “Get items” (Retrieve all employee emails).
- Apply to Each: Loop through each email and send an email.
plaintextCopyEditApply to Each (Employee List)
├── Send an Email (To: Employee Email)
2️⃣ Using Conditions in Power Automate
Conditions allow workflows to make decisions based on data values.
Types of Conditions
| Condition Type | Description | Use Case |
|---|---|---|
| If Condition | Runs different actions based on True/False logic | Approving requests only if the amount > $500 |
| Switch Case | Runs different actions based on multiple values | Assigning priority levels based on request type |
| Parallel Branching | Runs multiple actions simultaneously | Sending notifications via Teams and Email at the same time |
Example: Using “Condition” for Approvals
Scenario: Approve an expense only if it’s above $500.
- Trigger: “When an item is created” (Expense Submission).
- Condition: If Amount > 500, send for approval; otherwise, notify rejection.
plaintextCopyEditCondition: If Amount > 500
├── Yes → Start Approval Process
├── No → Send Rejection Email
3️⃣ Combining Loops and Conditions
You can use loops inside conditions to handle more complex workflows.
Example: Processing Orders with Conditions
Scenario: Process orders and check if the total amount is greater than $1000 before approving.
- Trigger: “When a new order is created”
- Action: “Get order details”
- Loop: “Apply to Each” (Loop through order items)
- Condition: If Total Amount > $1000, approve order; otherwise, flag for review.
plaintextCopyEditApply to Each (Order Items)
├── Condition: If Total Amount > 1000
├── Yes → Approve Order
├── No → Flag for Review
Best Practices for Using Loops and Conditions
Avoid Infinite Loops: Ensure “Do Until” loops have a valid exit condition.
Optimize Performance: Use filters before loops to reduce the number of iterations.
Use Parallel Branching: Run independent actions in parallel to speed up workflows.
Limit Apply to Each Items: Power Automate has a limit of 5000 items; use pagination for large datasets.