Power Automate Desktop (PAD) allows users to automate desktop applications, while Cloud Flows handle automation across cloud-based services. Connecting these two enables a hybrid automation solution, where cloud flows trigger desktop flows or vice versa.
This guide covers:
✔ How Power Automate Desktop and Cloud Flows work together.
✔ Steps to integrate PAD with cloud flows.
✔ Triggering desktop flows from the cloud and vice versa.
✔ Best practices for seamless integration.
1. Why Connect Power Automate Desktop to Cloud Flows?
Key Benefits
Automate legacy desktop apps using PAD while leveraging cloud services.
Use Power Automate Cloud Flows to trigger and manage desktop flows remotely.
Pass data between desktop and cloud for end-to-end process automation.
Scale automations by scheduling, monitoring, and securing PAD flows via the cloud.
2. Prerequisites for Integration
Before setting up, ensure you have:
✔ Power Automate Desktop (PAD) installed.
✔ A Power Automate Premium or RPA (Robotic Process Automation) license.
✔ On-premises data gateway installed if running PAD on remote machines.
✔ A machine registered in Power Automate’s machine management.
3. Setting Up Power Automate Desktop for Cloud Integration
Step 1: Register the Machine in Power Automate
1️⃣ Open Power Automate Desktop and sign in with your Microsoft 365 account.
2️⃣ Click Settings > Machine settings.
3️⃣ Click “Set up a new machine” and follow the steps to register it.
4️⃣ If using multiple machines, add it to a machine group for better management.
4. Triggering Power Automate Desktop from Cloud Flows
Step 1: Create a Cloud Flow in Power Automate
1️⃣ Go to Power Automate (flow.microsoft.com) and select “Create a new flow”.
2️⃣ Choose a trigger, such as:
- “When an email arrives in Outlook”
- “When a new row is added to a SharePoint List”
- “When a button is clicked in Power Apps”
Step 2: Add the “Run a Flow Built with Power Automate Desktop” Action
1️⃣ Click “New step” and search for “Run a flow built with Power Automate Desktop”.
2️⃣ Select the registered machine or machine group.
3️⃣ Choose the Power Automate Desktop flow you want to execute.
4️⃣ Pass input parameters (e.g., customer names, order IDs).
Step 3: Run the Flow and Handle Output Data
1️⃣ Save the cloud flow and test it manually.
2️⃣ Monitor the run history to check if the desktop flow executes correctly.
3️⃣ If needed, capture output variables from PAD and use them in subsequent cloud flow actions.
5. Triggering Cloud Flows from Power Automate Desktop
Step 1: Use the “Call a Cloud Flow” Action in PAD
1️⃣ Open Power Automate Desktop and create a new desktop flow.
2️⃣ Add the “Call a Cloud Flow” action.
3️⃣ Select the cloud flow to trigger.
4️⃣ Pass any required input parameters.
Step 2: Process the Response in PAD
1️⃣ The cloud flow may return response data (e.g., approval status, processed data).
2️⃣ Store the response in variables and use it within the desktop flow.
6. Managing Power Automate Desktop and Cloud Flow Integration
A. Scheduling Desktop Flows from the Cloud
- Use Power Automate Cloud’s scheduling feature to run desktop flows at specific times.
- Ensure the machine is online and available.
B. Handling Errors and Exceptions
- Add error handling in Power Automate Desktop using Try-Catch actions.
- Use logging to capture issues and troubleshoot failed executions.
C. Monitoring Flow Runs
- Check Power Automate’s Run History to track executions.
- Use Power Automate analytics to review performance.
7. Best Practices for Cloud-Desktop Flow Integration
✔ Use Machine Groups to improve availability and load balancing.
✔ Secure connections by enabling Multi-Factor Authentication (MFA).
✔ Minimize latency by keeping both flows optimized (avoid unnecessary steps).
✔ Use structured input/output variables for seamless data exchange.
✔ Ensure machine readiness (turn on the machine, keep PAD updated).