Cloud flows in Power Automate are automated workflows that run in the cloud and connect various applications and services. They help users automate repetitive tasks, integrate data across platforms, and improve productivity without requiring complex coding.
This guide will explain Cloud Flows, their types, key components, and use cases.
1. Understanding Cloud Flows
A Cloud Flow is a process that runs based on a trigger and performs actions across different cloud services. Since it runs in the cloud, users don’t need to install anything on their local devices.
Cloud flows can integrate with over 1,000 connectors, including Microsoft 365, SharePoint, Teams, Outlook, OneDrive, Dynamics 365, SQL Server, and third-party services like Salesforce and Twitter.
2. Types of Cloud Flows
Power Automate provides three main types of Cloud Flows:
2.1 Automated Cloud Flow
✔ Triggered automatically when a specific event occurs.
✔ Best for event-driven automation.
✔ Examples:
- Send an email when a new file is uploaded to SharePoint.
- Notify Teams when a task is assigned in Planner.
- Sync data between Excel and a database automatically.
2.2 Instant Cloud Flow
✔ Triggered manually by a user with the click of a button.
✔ Best for on-demand tasks.
✔ Examples:
- Manually trigger an approval request.
- Send a custom message to a Teams channel.
- Move selected emails to a specific folder in Outlook.
2.3 Scheduled Cloud Flow
✔ Runs on a pre-defined schedule (e.g., hourly, daily, weekly).
✔ Best for automated data updates and reporting.
✔ Examples:
- Generate and send a weekly report via email.
- Refresh a Power BI dataset every morning.
- Sync data from SharePoint to a database daily.
3. Key Components of a Cloud Flow
A Cloud Flow consists of three main components:
3.1 Triggers
- The event that starts the flow.
- Examples:
- “When an email arrives in Outlook”
- “When a new item is added to SharePoint”
- “Every Monday at 9 AM” (Scheduled flow)
3.2 Actions
- The steps the flow takes after the trigger occurs.
- Examples:
- “Send an email notification”
- “Create a new task in Planner”
- “Save the data in an Excel sheet”
3.3 Conditions and Loops
- Conditions – Define logic to run specific actions based on certain rules (e.g., “If status is ‘Approved’, send an email”).
- Loops – Automate repeated actions (e.g., “For each email in a folder, save the attachment to OneDrive”).
4. Benefits of Using Cloud Flows
✔ Time-Saving – Reduces manual work by automating repetitive tasks.
✔ Seamless Integration – Connects Microsoft apps, databases, and third-party services.
✔ No Coding Required – Uses a drag-and-drop interface for easy workflow creation.
✔ Cloud-Based – Works from any device, anytime, anywhere.
✔ Improved Efficiency – Ensures real-time updates and notifications.
5. Real-World Use Cases for Cloud Flows
5.1 Automating Notifications
- Send a Teams notification when a new SharePoint document is added.
- Alert a manager when a leave request is submitted in Microsoft Forms.
5.2 Managing Approvals
- Automate document approval workflows in SharePoint.
- Route expense approvals to the finance team via Power Automate.
5.3 Data Syncing
- Copy new customer records from Forms to Excel automatically.
- Sync OneDrive files to an external database every night.
5.4 Email Automation
- Send reminder emails to employees for upcoming deadlines.
- Automatically forward customer inquiries to the support team.
5.5 Automating Social Media Posts
- Post new blog articles to Twitter and LinkedIn.
- Monitor brand mentions on social media and send alerts.
6. How to Create a Cloud Flow in Power Automate
Step 1: Open Power Automate
- Go to Power Automate (https://flow.microsoft.com).
- Click Create.
Step 2: Choose a Flow Type
- Automated Cloud Flow (trigger-based)
- Instant Cloud Flow (manual trigger)
- Scheduled Cloud Flow (runs at set intervals)
Step 3: Select a Trigger
- Example: “When a new email arrives in Outlook”
Step 4: Add Actions
- Example: “Send a Teams notification”
Step 5: Configure Conditions (Optional)
- Example: “If email contains ‘Urgent’, send an SMS alert”
Step 6: Save and Test the Flow
- Click Save and Test the flow to ensure it works correctly.
7. Best Practices for Using Cloud Flows
✔ Use Templates – Start with prebuilt flow templates for faster setup.
✔ Optimize Performance – Avoid unnecessary actions and conditions.
✔ Secure Your Flows – Use role-based permissions and data loss prevention (DLP) policies.
✔ Monitor & Maintain – Regularly review and update flows to avoid errors.
✔ Limit API Calls – Be mindful of API call limits in Power Automate licensing.