Power Automate is a robust tool by Microsoft that enables organizations to automate repetitive tasks and integrate various applications and services to streamline workflows. A key distinction within Power Automate is the concept of Cloud Flows and Desktop Flows. Both types of flows enable automation, but they have distinct differences in terms of functionality, use cases, and deployment. Below is a detailed explanation of the differences between Cloud Flows and Desktop Flows.
1. What Are Cloud Flows?
Cloud Flows are automated workflows that are triggered and run in the cloud. These flows connect different cloud-based services such as Microsoft 365 apps, third-party services, and other online applications. Cloud Flows are particularly useful for automating tasks that involve data stored in the cloud and require no direct interaction with local systems or on-premises infrastructure.
Key Features of Cloud Flows:
- Cloud-Based Execution: Cloud Flows run entirely in the cloud, without requiring local resources or servers.
- Connectivity to Cloud Services: They can easily connect to various cloud-based applications and services, including Microsoft services like SharePoint, Outlook, and OneDrive, as well as third-party services such as Salesforce, Twitter, and Dropbox.
- Triggers and Actions: Cloud Flows are initiated by triggers (events like an email arriving or a new file being uploaded) and carry out actions (such as sending a notification, creating a record, or updating a database).
- Access Anywhere: Cloud Flows can be managed and monitored from anywhere as long as there’s internet connectivity.
- No On-Premises Dependencies: There’s no need to rely on a local machine or on-premises systems for execution.
Use Cases for Cloud Flows:
- Automating Email Alerts: Sending notifications or reminders when specific emails are received or a certain condition is met.
- Managing Files in Cloud Storage: Automatically organizing files in cloud-based storage solutions like OneDrive or SharePoint when they are uploaded.
- CRM Integration: Automating tasks between cloud-based CRM tools (such as Salesforce) and other cloud apps, like creating a lead in Salesforce when a form is filled out in a web app.
2. What Are Desktop Flows?
Desktop Flows are automated workflows that are executed on a local machine, typically involving processes that interact with desktop applications and on-premises systems. These flows are powered by Robotic Process Automation (RPA) and are best suited for tasks that require direct interaction with local files, applications, and systems.
Key Features of Desktop Flows:
- Local Execution: Desktop Flows run on a local machine and require the machine to be turned on and connected to the internet to execute.
- Interaction with Desktop Applications: Desktop Flows are particularly useful for automating tasks in legacy desktop applications, including those that don’t have cloud-based APIs (e.g., Microsoft Excel, Outlook, SAP).
- UI Automation: Desktop Flows can interact with the user interface (UI) of desktop applications, simulating clicks, keystrokes, and other interactions in real-time.
- Requires RPA Setup: Users must have Power Automate Desktop (PAD) installed on their machine, and the automation involves configuring and running bots that perform the tasks.
- Unattended Automation: Desktop Flows can be executed either attended (with human supervision) or unattended (fully automated with no human intervention), depending on the user’s requirements.
Use Cases for Desktop Flows:
- Automating Desktop Tasks: Automating repetitive actions like entering data in desktop applications (e.g., Excel), generating reports, or updating databases without needing to manually open and work with each application.
- Legacy System Integration: For businesses relying on legacy systems without APIs or cloud connectors, Desktop Flows can automate the process by mimicking human actions, such as interacting with old software systems or moving files between local directories.
- Data Scraping: Scraping data from desktop applications and generating reports based on that data.
3. Key Differences Between Cloud Flows and Desktop Flows
| Feature | Cloud Flows | Desktop Flows |
|---|---|---|
| Execution Location | Runs in the cloud, no need for local resources | Runs on local machines, requiring Power Automate Desktop |
| Connectivity | Connects to cloud-based services (e.g., SharePoint, Office 365) | Interacts with local desktop applications or systems |
| Automation Type | Best for cloud-based apps, processes, and online tasks | Best for desktop apps, legacy systems, and on-premises tasks |
| Triggers and Actions | Triggers based on cloud events (e.g., new email, form submission) | Triggers based on desktop events (e.g., file modification, UI interaction) |
| Requires Internet Connection | Yes, to trigger and run workflows | Yes, for cloud integration but can run offline for local automation |
| RPA Features | Doesn’t include RPA capabilities | Includes RPA for simulating user interactions in desktop apps |
| Accessibility | Can be accessed and managed anywhere with internet access | Can only be managed on the local machine unless using cloud-based RPA |
| Integration with Services | Connects with cloud-based apps and services | Can connect to both local apps and cloud-based services (if configured) |
4. When to Use Cloud Flows
Cloud Flows are ideal when you’re dealing with cloud-based data, apps, or services that don’t require local machine interaction. These flows are most effective when:
- You need to automate tasks across cloud applications (e.g., Microsoft 365 apps, Salesforce).
- The automation involves connecting and manipulating data in cloud storage (e.g., SharePoint, OneDrive).
- You need to trigger workflows based on online events like form submissions or receiving emails.
For example, Cloud Flows are perfect for automating data synchronization between your CRM system (Salesforce) and a cloud storage service (Google Drive) or sending approval workflows for new document uploads in SharePoint.
5. When to Use Desktop Flows
Desktop Flows are best suited for tasks that require interaction with desktop applications and legacy systems that don’t have cloud-based connectors or APIs. These flows are ideal when:
- You need to automate repetitive tasks that involve legacy desktop applications (e.g., Excel, Outlook, or even legacy ERP systems).
- Automation requires interacting with local systems such as moving files between directories or scraping data from legacy software.
- You require Robotic Process Automation (RPA) to automate manual data entry tasks or generate reports based on desktop applications.
For example, Desktop Flows are perfect for automating the generation of reports from Excel data, moving files from one location to another, or filling out forms in older desktop applications.
6. Conclusion
Both Cloud Flows and Desktop Flows serve unique needs within the automation landscape. Cloud Flows excel at automating tasks involving cloud-based services and applications, while Desktop Flows provide robust automation capabilities for desktop and legacy systems using Robotic Process Automation (RPA).
Choosing between them depends on the nature of the processes you want to automate. If your automation relies heavily on cloud services, Cloud Flows are the obvious choice. However, if your organization depends on legacy desktop systems or needs to automate manual, repetitive desktop tasks, Desktop Flows will be more appropriate.
By understanding the core differences and use cases of Cloud Flows and Desktop Flows, you can implement Power Automate in a way that best serves your business needs.