Flow / Power Automate - Create an Automated Flow with Power Automate Tutorial

Discover how to create an automated cloud flow triggered by specific events, such as adding a file to a OneDrive folder. Learn to automatically generate a PDF version while preserving the original file, using Power Automate. Follow step-by-step instructions, set triggers, specify actions, control output formats, and receive notifications for successful conversions. Start creating your own automated flow now!

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Available in Microsoft365

Objectifs :

This document aims to provide a comprehensive guide on establishing an automated cloud flow using Power Automate, specifically triggered by the addition of a file to a OneDrive folder. It outlines the steps to create a flow that converts a file to PDF format and notifies a team upon successful conversion.

Chapitres :

Introduction to Automated Cloud Flows
Automated cloud flows are powerful tools that allow users to automate repetitive tasks triggered by specific events. In this guide, we will explore how to set up a flow that automatically converts a file added to a OneDrive folder into a PDF format.
Setting Up the Flow
To begin, click the create button and select the 'Automated cloud flow' option. You will need to name your flow and specify the trigger, which is the action that initiates the process. In this case, the trigger will be 'When a file is created' in your OneDrive for Business space.
Configuring the Trigger
After selecting the trigger, set the path for the folder you want to monitor. For this example, we will use a folder named 'source'. This means that whenever a file is added to this folder, the flow will be activated.
Chaining the PDF Conversion
Once a file is created in the specified folder, the next step is to convert it to PDF. Choose the action 'Convert file' associated with OneDrive. You will need to identify the file to be converted using its unique identifier, which acts like a fingerprint for the file.
Using Dynamic Elements
To retrieve the unique file identifier, use the lightning bolt icon to access dynamic elements from previous steps in your flow. Control the output format by selecting PDF as the desired format for the conversion.
Creating the Final PDF File
After the conversion, you need to create the final PDF file. Choose the action 'Create file' and specify the target storage folder. Use dynamic elements to set the name of the PDF file, ensuring it matches the original file's name, and include the content generated from the conversion.
Notifying the Team
To finalize your flow, add a notification step to inform your team that the conversion was successful. Choose the action to publish a message in a Teams conversation. Set the flow bot parameter as the sender and specify yourself as the recipient. You can personalize the message with dynamic elements, such as the name of the converted document.
Testing the Flow
After saving your flow, test it manually by depositing a Word file into the specified folder. Be patient, as the execution time may vary based on the complexity of the document and the actions performed by the flow. Power Automate will inform you of the success of each step and the execution time.
Verifying the Output
Once the flow has executed, double-check to ensure that the PDF file is present in your target folder. Your flow should now be active and visible in the 'My flows' section, where you can modify, deactivate, or track its execution history.
Conclusion
In summary, creating an automated cloud flow to convert files to PDF format in OneDrive is a straightforward process. By following the outlined steps, you can streamline your workflow and enhance productivity through automation.

FAQ :

What is an automated cloud flow?

An automated cloud flow is a process that runs automatically in the cloud, triggered by specific events, allowing users to automate tasks without manual intervention.

How do I create a flow in Power Automate?

To create a flow in Power Automate, click the create button, select the automated cloud flow option, name your flow, specify the trigger, and define the actions to be taken when the trigger occurs.

What is the purpose of a trigger in a flow?

A trigger is an event that initiates the execution of a flow. For example, a flow can be triggered when a file is created in a specific OneDrive folder.

How can I convert a file to PDF using Power Automate?

To convert a file to PDF using Power Automate, you need to choose the 'convert file' action, specify the file to be converted using its unique identifier, and control the output format to PDF.

What are dynamic elements in a flow?

Dynamic elements are variables in a flow that can change based on the input or context, allowing for more flexible and personalized automation.

How do I receive notifications in Teams after a flow execution?

You can receive notifications in Teams by adding an action to publish a message in a conversation, specifying the sender and recipient, and personalizing the message with dynamic elements.

Quelques cas d'usages :

Automating Document Management

In a corporate environment, an automated cloud flow can be set up to convert all newly uploaded Word documents in a specific OneDrive folder into PDF format. This ensures that all documents are consistently formatted and easily shareable, improving document management efficiency.

Streamlining Team Notifications

A team can use Power Automate to notify members in Microsoft Teams whenever a new file is added to a shared OneDrive folder. This keeps everyone updated on important documents and enhances collaboration.

Efficient File Archiving

An organization can implement a flow that automatically converts and archives files uploaded to a designated OneDrive folder. This not only saves time but also ensures that all archived files are in a standard format, making retrieval easier.

Monitoring File Changes

A project manager can set up a flow to monitor changes in project files stored in OneDrive. When a file is updated, the flow can send a notification to the team, ensuring everyone is aware of the latest changes and can act accordingly.

Glossaire :

Automated Cloud Flow

A process that runs automatically in the cloud, triggered by specific events, allowing users to automate tasks without manual intervention.

OneDrive

A cloud storage service from Microsoft that allows users to store files and data online, accessible from any device.

PDF Conversion

The process of transforming a document into a Portable Document Format (PDF), which preserves the formatting and layout of the original document.

Trigger

An event that initiates the execution of a flow in automation, such as the creation of a file in a specified folder.

Dynamic Elements

Variables in a flow that can change based on the input or context, allowing for more flexible and personalized automation.

Unique File Identifier

A specific identifier assigned to each file that distinguishes it from others, even if the files share the same name.

Power Automate

A Microsoft service that allows users to create automated workflows between applications and services to synchronize files, get notifications, and collect data.

Teams Notification

A message sent within Microsoft Teams to inform users about specific events or updates, such as the successful conversion of a file.

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For instance, when a file is added to a specific onedrive folder,

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you can automatically create a PDF version of that

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file in a target folder while preserving the original.

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After clicking the create button and selecting the automated cloud flow option,

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name your flow and specify the trigger,

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which is the action associated with the application that

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will start the process contained within your flow.

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Here, it will be your professional onedrive space

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onedrive for business associated with the action. When a file is created,

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then click the trigger to set the path corresponding to the folder to be monitored.

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Here, it will be the folder named source. For this example,

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once a file is created or deposited in this folder,

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your flow must be chained to the PDF conversion.

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Choose the action convert file associated with onedrive by identifying

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the file to be converted using its unique identifier.

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A unique file identifier is like a fingerprint that uniquely

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distinguishes each file even if they have the same name

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to retrieve this information,

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use the lightning bolt icon to retrieve information

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related to the previous steps of your flow.

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These are the dynamic elements,

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control the output format. In this case, it will be PDF.

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And there will be one important step left regarding

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creating the final file based on your original converted file

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still associated with your onedrive for business application.

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Choose the action, create file

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in the properties, specify the target storage folder. Again

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using dynamic elements to specify the name of your PDF,

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which here will have the same label as your original file and its content,

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which will be the result generated by the PDF conversion.

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In the previous step,

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you can finalize your flow with a team's

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notification indicating that the conversion was successful.

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Choose the action to publish a message in a conversation associated with teams

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to keep it simple. Leave the flow bot

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parameter as the sender specify that the publication will be effective in your

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conversations and do not forget to specify that you are the recipient,

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then personalize the message by adding if you wish dynamic

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elements such as the name of the concerned document,

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save your flow and test it manually,

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then deposit a word file to be converted into the folder specified in your flow.

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Be patient. The execution time can be a bit long.

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It depends on the type of action your flow generates as

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well as the weight or complexity of the source document.

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During execution power automate informs you of the success

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of each step as well as the execution time.

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Your flow executed successfully,

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double check to ensure the PDF file is present in your target folder,

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which should be the case here.

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Your flow is now active and visible in my flows

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in the three little dots menu.

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You can modify it, deactivate it or track the execution history.

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That is how to create a simple and functional automated flow.

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