A. What is Power Automate?

Power Automate (formerly called Microsoft Flow) is a Microsoft service that lets you automate tasks across
different apps and services.
You can build flows that can:
• Send automatic emails
• Copy files
• Collect data
• Post messages in Teams
• Connect apps like Excel, Outlook, SharePoint, Word, etc.
It saves time by doing repetitive tasks automatically.

How to Create Basic Flows (Step-by-Step)

1. Flow 1: Sending an Email Automatically

Goal: Send an email when something happens (or just manually).
Steps:
1. Go to Power Automate.
2. Sign in using your Microsoft account.
3. Click Create (on the left menu).
4. Select Instant cloud flow → Give a name like "Send Email Flow" → Choose trigger: Manually trigger a
flow → Click Create.
5. Click + New Step → Search for Send an email (V2) (from Outlook).
6. Fill in:
o To: recipient's email
o Subject: Your email subject
o Body: Your email message
7. Click Save.
8. Press Test → Manually → Run flow → Done!
👉 Tip: You can also schedule emails instead of manual by choosing Scheduled flow at the start.

2. Flow 2: Responding to an Email

Goal: When you receive an email, automatically send a reply.
Steps:
1. Go to Create.
2. Select Automated cloud flow.
3. Enter name like "Auto Reply Email" → Search for trigger: When a new email arrives (V3) (Outlook) →
Select it → Click Create.
4. Click + New Step → Search for Send an email (V2).
5. In the To field, select From (Senders email) (from Dynamic content).
6. Add your Subject and Body (what you want to reply with).
7. Click Save.
8. Done! Whenever an email arrives, it replies automatically.
👉 Tip: You can add conditions like "If Subject contains 'URGENT', reply with a different message."
3. Flow 3: Create an MS Excel File from MS Word Documents
Goal: Convert text from Word documents into a new Excel file.
Steps:
1. Important: Save your Word documents in OneDrive or SharePoint, because Power Automate works easily
with cloud files.
2. Go to Create.
3. Select Automated cloud flow.
4. Name it "Word to Excel Flow" → Choose trigger: When a file is created (OneDrive for Business or
SharePoint) → Create.
5. Choose the folder where Word documents are stored.
6. + New Step → Search Word Online (Business) → Action: Get file content.
7. + New Step → Search Excel Online (Business) → Action: Add a row into a table.
o Choose your Excel file (or create one first with a table).
o Map the fields from Word content to Excel table columns.
8. Save and Test.
👉 Tip:
• You must have a table created in your Excel file (Power Automate needs a table to add data).
• If Word documents are structured (e.g., Forms or known sections), it's easier to extract and insert into
Excel properly.

Please Note: In the context of Power Automate (and many other Microsoft services), "V2" refers to the second
version of a particular action or connector.
For example:
• Send an email (V2) refers to the second version of the "Send an email" action available in Power
Automate. This version often includes new features, improvements, and optimizations over the original
(V1) version.
Why "V2"?
• The "V2" versions of actions and connectors are typically more advanced, supporting newer features and
better integration with Microsoft 365 services. For instance, Send an email (V2) provides more options
like the ability to send emails with dynamic content, attachments, and improved error handling compared
to the older version.
In general, newer versions (like V2) tend to be more reliable and may offer enhanced capabilities or better
performance than their predecessors.
Power Automate Practice Case Scenarios

Case 1: Auto-Save Email Attachments to OneDrive

• Trigger: When a new email arrives with attachments
• Action: Save all attachments automatically into a OneDrive folder
Use:
• Trigger: When a new email arrives (V3)
• Condition: If Has Attachments = Yes
• Action: Create file (OneDrive for Business)

Case 2: Daily Reminder Email

• Trigger: Every day at 9 AM
• Action: Send yourself (or team) a reminder email
Use:
• Trigger: Recurrence (daily at 9 AM)
• Action: Send an email (V2)

Case 3: Send Teams Message for New Form Response

• Trigger: New response submitted on Microsoft Forms
• Action: Post a message in a Microsoft Teams channel with the details
Use:
• Trigger: When a new response is submitted (Forms)
• Action: Post a message (Teams)

Case 4: Approval Request for New Document Upload

• Trigger: A new document is uploaded in a SharePoint folder
• Action: Send an approval request to manager
• Outcome:
o If Approved → Move file to "Approved" folder
o If Rejected → Move to "Rejected" folder
Use:
• Trigger: When a file is created (SharePoint)
• Action: Start and wait for an approval
• Condition: Based on approval outcome

Case 5: Create Excel Record When a Form is Filled

• Trigger: Microsoft Form submission
• Action: Insert the submitted details into an Excel Table (for record-keeping)
Use:
• Trigger: When a new response is submitted (Forms)
• Action: Get response details
• Action: Add a row into a table (Excel Online)
🎯 Bonus Easy Scenarios:
Scenario Trigger Action
Birthday Email Date matches birthday field Send email
Twitter Alert New tweet with specific keyword Send notification
RSS Feed to Email New post on a blog/RSS feed Send daily summary email

📚 Power Automate MCQs with Explanations

Q1. In Power Automate, which of the following is used to start a flow manually?
A) Scheduled Trigger
B) Instant Trigger
C) Automated Trigger
✅ Correct Answer: B) Instant Trigger
Explanation: An Instant Trigger lets you start a flow manually, like clicking a button.
• Scheduled runs automatically at a time you set.
• Automated reacts to an event (like an email arriving).

Q2. What action is used to send an email in Power Automate?

A) Post a message
B) Send an email (V2)
C) Create a file
✅ Correct Answer: B) Send an email (V2)
Explanation: The action Send an email (V2) (Outlook) is specifically designed to send emails through flows.
• Post a message is for Teams.
• Create a file is for OneDrive/SharePoint.

Q3. What do you need in an Excel file to insert data using Power Automate?
A) Random cells
B) Named Ranges
C) A Table
✅ Correct Answer: C) A Table
Explanation: Power Automate requires an Excel Table (Insert → Table) to properly map and insert rows.
• Named Ranges or random cells are not enough; they must be structured.

Q4. Which trigger would you use to automate saving email attachments?
A) When a file is created
B) When a new email arrives (V3)
C) When a new item is added to a SharePoint list
✅ Correct Answer: B) When a new email arrives (V3)
Explanation: Trigger When new email arrives (V3) monitors your inbox and can check for attachments to process.
• "File created" is for OneDrive/SharePoint files.
• "New item added" is for SharePoint lists.
Q5. In Power Automate, what is the purpose of a Condition control?
A) To create a new file
B) To decide actions based on Yes/No logic
C) To manually trigger a flow
✅ Correct Answer: B) To decide actions based on Yes/No logic
Explanation: Conditions let your flow make decisions:
• "If yes, do this; if no, do that."
• It is like an IF-ELSE logic in programming.

📚 Advanced Power Automate MCQs with Explanations

Q6. Which connector in Power Automate requires a premium license?

A) [Link]
B) Salesforce
C) SharePoint
✅ Correct Answer: B) Salesforce
Explanation: Salesforce is a premium connector (paid).
• [Link] and SharePoint are standard connectors included in basic Microsoft 365 plans.

Q7. In Power Automate approvals, which action is used to start an approval process?
A) Start and wait for an approval
B) Create an item
C) Post a message
✅ Correct Answer: A) Start and wait for an approval
Explanation: The action Start and wait for an approval sends an approval request and waits for the decision
(Approve/Reject).
• "Create an item" adds something to SharePoint.
• "Post a message" sends a Teams message.

Q8. If you want a flow to run every Monday at 9 AM, which trigger should you use?
A) When an item is modified
B) Scheduled recurrence
C) Button trigger
✅ Correct Answer: B) Scheduled recurrence
Explanation: A Scheduled recurrence trigger allows setting a specific day and time (like Monday 9 AM) for a flow
to run automatically.
• "Item modified" is for SharePoint changes.
• "Button" is for manual triggers.

Q9. Which type of variable stores true/false values in Power Automate?

A) String B) Integer C) Boolean
✅ Correct Answer: C) Boolean
Explanation: Boolean variables hold true/false (yes/no) type values.
• String is for text.
• Integer is for numbers.
Q10. What happens if a flow step fails but 'Configure Run After' is set to 'has failed'?
A) The next step will run even if the previous step fails
B) The flow will stop immediately
C) The flow will restart from the beginning
✅ Correct Answer: A) The next step will run even if the previous step fails
Explanation: Using Configure Run After set to "has failed" means:
Even if a previous step fails, the next step will still run (good for custom error handling).
• Otherwise, by default, a flow stops at the first error.

📝 Power Automate Mini-Test (Self-Check)

Q1. Which trigger would you use to start a flow manually?

A) Scheduled Trigger B) Automated Trigger C) Instant Trigger

Q2. In Power Automate, which action is used to post a message in Microsoft Teams?
A) Send an email (V2) B) Post a message (V3) C) Create a task

Q3. What connector is considered Premium?

A) SQL Server B) Outlook C) SharePoint

Q4. Which action lets you automatically wait for someone's decision in a flow?
A) Start and wait for an approval
B) Delay
C) Send an email notification

Q5. Which type of variable stores numeric values in Power Automate?

A) String B) Integer C) Boolean

Q6. If you want a flow to run every Friday at 5 PM, which trigger do you choose?
A) Recurrence (Scheduled)
B) Instant trigger
C) When a new item is created

Q7. What is required inside an Excel file to insert data using Power Automate?
A) A pivot table B) A table (formatted cells) C) A chart

Q8. Which connector is used to automate file storage in OneDrive?

A) OneDrive for Business B) [Link] C) Dynamics 365

Q9. Which condition control allows you to branch logic in a flow?

A) Apply to each B) Condition C) Do until

Q10. In 'Configure Run After,' selecting 'has failed' means what?

A) Flow stops if the step fails
B) Next step will run even if previous step fails
C) Flow restarts automatically
✅ Answer Key & Explanations

Q Answer Explanation
1 C) Instant Trigger Manual start
2 B) Post a message (V3) Sends message to Teams
3 A) SQL Server Premium connector
4 A) Start and wait for an approval Approval process
5 B) Integer Numeric data type
6 A) Recurrence (Scheduled) Scheduled at set time
7 B) Table (formatted cells) Excel needs table for flows
8 A) OneDrive for Business File storage automation
9 B) Condition Logic branching (IF/ELSE)
0 B) Next step will run even if previous step fails Error handling using Configure Run After

🏆 Mini Project: Automated Leave Request Approval System

📋 Scenario
You work in a small company.
Employees submit leave requests using Microsoft Forms.
Your job is to build a Power Automate Flow that:
1. When an employee submits a leave request,
2. Send an approval request to the Manager,
3. If Approved → Send confirmation email to the employee,
4. If Rejected → Send rejection email to the employee,
5. (Bonus): Store leave request info in an Excel file for records!

🛠 Tools You Will Use

• Trigger: Microsoft Forms (When a new response is submitted)
• Actions:
o Get response details
o Start and wait for an approval
o Condition control (if approved or rejected)
o Send an email (Outlook)
o Add a row into Excel table (Bonus)

Step-by-Step Plan
Step 1: Prepare Microsoft Form
Create a simple Microsoft Form:
• Employee Name (Short answer)
• Employee Email (Short answer)
• Leave Start Date (Date)
• Leave End Date (Date)
• Reason for Leave (Paragraph)
Step 2: Prepare Excel File (optional bonus)
Create an Excel file with a table in OneDrive or SharePoint.
Columns like:
• Name, Email, Start Date, End Date, Reason, Status (Approved/Rejected)

Step 3: Build the Flow in Power Automate

1. Trigger:
• When a new response is submitted (Microsoft Forms)
2. Action:
• Get response details
3. Action:
• Start and wait for an approval
o Approval type: Approve/Reject - First to respond
o Title: "Leave Request from @{outputs('Get_response_details')?['body/EmployeeName']}"
o Details: Include dates and reason for leave.
4. Condition Control:
• IF Outcome is "Approve"
o Action: Send an Email (to Employee) → "Your Leave is Approved!"
o (Bonus) Add row to Excel table (Status: Approved)
• ELSE (Rejected)
o Action: Send an Email (to Employee) → "Your Leave is Rejected."
o (Bonus) Add row to Excel table (Status: Rejected)

🎯 Final Result
• Managers get approval requests instantly 📩
• Employees get automatic emails based on approval ✅
• All requests are stored neatly in Excel 📄

⭐ Extra Credit (Optional):

• Add a Teams notification to HR group when any leave is approved.
• Use dynamic content in emails to personalize the message (like "Hi [Employee Name]...").
B. Troubleshoot Flows

🛠 Step-by-Step Guide: How to Troubleshoot Flows in Power Automate

✅ Step 1: Check the Flow's Run History

1. Open Power Automate:
Go to Power Automate portal.
2. Find your flow:
On the left, click My flows → Find the flow you're checking.
3. Open Run History:
Under the flow name, you’ll see a list of recent flow runs.
o Green check mark ✅ = Successful run
o Red cross ❌ = Failed run
o Grey clock 🕒 = Waiting or running
👉 Click on a run to see what happened step-by-step!

✅ Step 2: Identify Where It Failed

Inside a flow run:
• Green ✔️ = Step succeeded
• Red ❌ = Step failed
• Grey ⚪ = Step skipped
👉 Expand the failed step to read the error message carefully.
Example: "Item not found." "Invalid email address." "Access Denied."

✅ Step 3: Understand the Error Message

Common types of errors:
• Connection errors: Authentication failed, expired passwords.
• Data errors: Missing fields, wrong file path, wrong dynamic content.
• Permission errors: Not enough rights to access files, SharePoint lists, Excel sheets, etc.
• Logic errors: A value is missing or unexpected (like null values).
🔎 Read the Details section — sometimes it even suggests what to fix!

✅ Step 4: Edit the Flow

After you understand the problem:
1. Click Edit your flow.
2. Go to the step where the problem happened.
3. Fix the issue:
o Correct email addresses, file paths, or field mappings.
o Check the dynamic content.
o Update login connections if required.
🛠 Sometimes you just need to reconnect the flow to a service (like Outlook, Excel, SharePoint).
✅ Step 5: Use "Test" Mode
After fixing:
1. In the top-right, click Test.
2. Choose:
o Automatically (use recent data) OR
o Manually (trigger it yourself)
🧪 Testing helps you see errors immediately without waiting for real data.

✅ Step 6: Configure Error Handling (Optional, for smarter flows)

For future-proofing:
• Use Configure Run After to continue flows even if a step fails.
• Add Scope controls to group steps and handle success/failure neatly.
• Use Terminate action to stop the flow with a custom error message.

🧠 Quick Example Troubleshooting

Problem Likely Cause Quick Fix
"Invalid email address" Email field empty Check Form fields and dynamic content
"Access Denied" Wrong permissions Check file or folder access rights
"File not found" Wrong file path Correct file name or folder in OneDrive
"Invalid connection" Expired login Reconnect account in Power Automate

🎯 Summary Checklist
✅ Check run history
✅ Expand and read error details
✅ Fix wrong dynamic fields or reconnect services
✅ Test again to confirm
✅ Add error-handling (optional for advanced flows)

📚 Scenario-Based MCQs with Explanation

Q1. Scenario: You created a flow to send a confirmation email after someone submits a Microsoft Form.
However, no emails are being sent and the flow shows a "Connection error".
What should you do first?
A) Recreate the entire flow
B) Check and refresh the Outlook connection
C) Delete and create a new Microsoft Form
✅ Correct Answer: B) Check and refresh the Outlook connection
Explanation: If there’s a connection error, it usually means that the app (Outlook here) lost authentication (e.g.,
password change or permission issue).
You don't need to recreate the whole flow — just refresh the Outlook connection.
Q2. Scenario: Your flow adds form responses into an Excel sheet.
You notice the flow fails with the error "No table found".
What is the most likely cause?
A) The Excel file was deleted
B) You forgot to format the Excel data range as a Table
C) Power Automate does not support Excel files
✅ Correct Answer: B) You forgot to format the Excel data range as a Table
Explanation: Power Automate requires that data inside Excel be in a Table format (Insert > Table in Excel).
If you just type data without making a table, the flow can’t find it.

Q3. Scenario: You set up a flow to trigger when a file is created in OneDrive.
But nothing happens even when new files are added.
What could be the problem?
A) The trigger is wrong or not properly connected
B) The file names are too long
C) Power Automate doesn’t support OneDrive triggers
✅ Correct Answer: A) The trigger is wrong or not properly connected
Explanation: If the trigger isn't firing, it’s usually because:
• You selected the wrong folder
• The OneDrive connection failed
• The trigger needs to be re-saved and reconnected
Power Automate does support OneDrive triggers.

Q4. Scenario: In your flow, you use an "Apply to each" action to send multiple emails based on a list.
The flow fails midway because one email address is missing.
How can you prevent the flow from failing completely?
A) Remove the Apply to each
B) Add error handling using "Configure Run After"
C) Send fewer emails
✅ Correct Answer: B) Add error handling using "Configure Run After"
Explanation: Using Configure Run After, you can continue the flow even if one step inside "Apply to each" fails.
This prevents the entire flow from crashing just because of one bad/missing email.

Q5. Scenario: You’re testing a flow, but it only processes part of the data and then stops without any error
message.
What should you check first?
A) The "Timeout" setting of loops (Apply to Each, Do Until)
B) The color theme of Power Automate
C) The storage location of Power Automate itself
✅ Correct Answer: A) The "Timeout" setting of loops (Apply to Each, Do Until)
Explanation: If your loops process a lot of items, they might hit a timeout limit (default is 1 hour for free plans).
You should check if your loop settings need adjustment or if you need to optimize/batch the process.
C. Recurring Flow
🛠 Step-by-Step Guide: Create a Recurring Flow in Power Automate

✅ Step 1: Go to Power Automate

• Open Power Automate Portal.
• Log in with your Microsoft Account (Work/School account preferred).

✅ Step 2: Create a New Automated Flow

• Click Create from the left-hand menu.
• Select Scheduled cloud flow (this is the option for recurring flows).
You'll see a popup asking:
• Flow Name → (Example: "Daily Reminder Email")
• Start Date and Time → Choose when you want it to start
• Repeat Every → Set the frequency (minutes, hours, days, etc.)
✅ Example:
• Start Date → Today, 9:00 AM
• Repeat Every → 1 Day
👉 Click Create once you've filled this.

✅ Step 3: Add an Action

After setting the schedule trigger, now add the action you want the flow to perform.
Example 1: Send an Email every day
• Click + New Step
• Search for "Send an email (V2)"
• Select Outlook or Gmail (based on your setup)
• Fill the email fields:
o To: your email address or a team email
o Subject: "Daily Reminder"
o Body: "Don't forget to submit your daily report."

✅ Step 4: Save and Test Your Flow

• Click Save at the top.
• Then click Test > Manually (optional, to test immediately).
• Wait for the scheduled time, or manually run the flow for testing.
✅ If setup properly, the flow will automatically run at the scheduled interval!

🧠 Important Notes on Recurring Flows

Setting Meaning
Interval Number of units (e.g., every 1 day, 2 hours, etc.)
Frequency Unit of time (Minute, Hour, Day, Week, Month)
Time zone Always make sure your time zone is set correctly
Start time If you want the first run at a specific time
📚 Real-Life Examples of Recurring Flows
Scenario Description
Daily Email Send a motivational quote every morning
Weekly Backup Copy SharePoint files to OneDrive every Sunday
Monthly Report Email monthly sales data on the 1st of every month
Birthday Reminders Send birthday wishes automatically based on a contact list

🎯 Quick Recap (Checklist)

✅ Create a Scheduled cloud flow
✅ Set start date, frequency, and interval
✅ Add the action you want (like send email, create file, update list)
✅ Save and Test ✅ Sit back and relax — the flow runs automatically! 😎

📚 Scenario-Based MCQs (Recurring Flows) with Explanations

Q1. Scenario: You are building a flow that sends a report to your manager every Monday at 8:00 AM
automatically.
Which trigger should you choose when creating the flow?
A) Instant cloud flow (manually triggered)
B) Scheduled cloud flow (recurring)
C) Automated cloud flow (triggered by an event)
✅ Correct Answer: B) Scheduled cloud flow (recurring)
Explanation: Since you want the action to happen on a regular schedule without manual action, you should use a
Scheduled cloud flow.
Instant flows need manual start, and automated flows react to events — not time.

Q2. Scenario: Your flow is set to "Repeat every 1 hour", but you notice it runs every 2 hours instead.
What is the MOST likely cause?
A) Wrong Time Zone setting
B) Wrong connection to Outlook
C) Flow timeout
✅ Correct Answer: A) Wrong Time Zone setting
Explanation: If the time zone is incorrectly set (e.g., UTC instead of your local time), it can cause unexpected
behavior like wrong intervals.
Connections and timeouts affect running flows but not their scheduled timing.

Q3. Scenario: You created a recurring flow to back up a SharePoint document library every day.
Suddenly, it stops running without any notification.
What could be the reason?
A) You hit the Power Automate flow run limits
B) SharePoint deleted your documents
C) Recurrence trigger does not support SharePoint
✅ Correct Answer: A) You hit the Power Automate flow run limits
Explanation: Each Power Automate plan has a run quota (e.g., 2000 runs per month).
If you cross the limit, flows pause or fail silently until the quota resets.
SharePoint is fully supported, so option C is wrong.

Q4. Scenario: You schedule a flow to run every week, but you need it to run on Monday, Wednesday, and Friday
only.
What is the BEST way to handle this?
A) Create three different scheduled flows
B) Modify the recurrence trigger to select specific days
C) Manually trigger the flow on those days
✅ Correct Answer: B) Modify the recurrence trigger to select specific days
Explanation: Power Automate’s recurrence trigger can be set to run on multiple specific days inside the same
flow.
No need to create three flows or manual actions!

Q5. Scenario: Your recurring flow sends a daily motivational quote email.
Sometimes it fails because the source file ([Link]) is locked or unavailable.
What is the most efficient solution?
A) Send emails only when the file is manually available
B) Add "Scope" and "Configure Run After" to handle failures
C) Delete the flow and build a new one
✅ Correct Answer: B) Add "Scope" and "Configure Run After" to handle failures
Explanation: Instead of building new flows or manually checking, you can use error-handling techniques like Scope
control and Configure Run After.
This way, the flow will continue gracefully even if one run faces issues.

🎯 Quick Summary Table

Question Correct Option Main Reason
Weekly report B) Scheduled cloud flow Based on time, not event
Runs at wrong time A) Time zone error Wrong time zone setting
Flow stops running A) Flow run limits Exceeded quota
Specific days B) Modify trigger Use recurrence advanced options
File unavailable B) Error handling Make flow smarter

⚡ Bonus Tip for Recurring Flows:

When you edit the recurrence settings, you can customize:
• Frequency (Day, Week, Month)
• Interval (Every 1 week, Every 2 weeks)
• Days of week (Monday, Wednesday, etc.)
• Start time and time zone
It’s extremely powerful once you get used to it! 🔥
🛠 Practical Exercise: Create a Weekly Backup Flow to Copy Files (to automatically copy files from one folder to
another. This exercise will help you get hands-on with recurring flows and file management in Power Automate.)

Scenario: You want to back up files from a "Work Files" folder on your OneDrive for Business to a Backup folder
every Monday at 9:00 AM automatically.

📝 Steps to Complete the Exercise:

1. Create the Flow
1. Log in to Power Automate:
Open Power Automate and log in with your Microsoft account.
2. Create a Scheduled Flow:
o Click on Create from the left menu.
o Select Scheduled cloud flow.
3. Set up the Recurrence Trigger:
o Flow Name: Weekly Backup Flow
o Start Time: Select today’s date and set the time to 9:00 AM.
o Repeat Every: Set this to 1 Week.
o On these days: Select Monday.
Now your flow will trigger every Monday at 9:00 AM.

2. Add Action to Get Files from the Source Folder (OneDrive)

1. Add Action:
o After the Recurrence trigger, click on + New Step.
o Search for OneDrive for Business and select the Get files (properties only) action.
2. Set Folder Path:
o In the Folder Path field, click on the folder icon to select the "Work Files" folder in your OneDrive
(this is the folder where the files are stored that you want to back up).

3. Add Action to Copy Files to Backup Folder

1. Add Another Action:
o Click + New Step again.
o Search for OneDrive for Business and choose the Create file action.
2. Configure the Copy Action:
o Folder Path: Click the folder icon and select the "Backup" folder in your OneDrive (this is where
you want the files to be copied to).
o File Name: Use the Dynamic Content picker to select File Name from the Get files (properties
only) action.
o File Content: Use the Dynamic Content picker again to select File Content from the Get files
(properties only) action.
This action will copy each file from "Work Files" to "Backup" every time the flow runs.

4. Save and Test the Flow

1. Save the Flow:
Once you have completed the steps above, click Save at the top-right corner.
 2. Test the Flow:
You can test the flow by clicking Test and selecting Manually to run it immediately and confirm everything
works as expected.

5. Check the Backup Folder

• After the flow runs, go to your Backup folder in OneDrive and verify that the files from "Work Files" have
been copied.

🎯 Expected Outcome:
By the end of this exercise, you'll have a flow that:
• Runs automatically every Monday at 9:00 AM.
• Copies all files from your "Work Files" folder to your "Backup" folder in OneDrive.

📚 Extra Challenge (Optional):

If you want to expand this flow:
• Check if the file already exists in the Backup folder to avoid overwriting.
• Add a condition to only copy certain file types (e.g., .docx, .xlsx).

Pro Tip:
• If you’re working with larger files or multiple folders, consider using "Apply to each" to loop through each
file and process them individually, ensuring a smooth backup.
D. Incoming Emails
Let’s now create a Weekly Flow for Incoming Emails: You’ll be able to automatically back up all incoming emails
from a specific sender or with a certain subject to a OneDrive folder.
🛠 Practical Exercise: Create a Weekly Flow to Save Incoming Emails to OneDrive

Scenario: You want to automatically save incoming emails with the subject "Weekly Report" from a specific sender
(e.g., your manager) to a "Email Backups" folder in OneDrive every Monday at 9:00 AM.

📝 Steps to Complete the Exercise:

1. Create the Flow
1. Log in to Power Automate:
Open Power Automate and log in with your Microsoft account.
2. Create a Scheduled Flow:
o Click on Create from the left menu.
o Select Scheduled cloud flow.
3. Set up the Recurrence Trigger:
o Flow Name: Weekly Email Backup Flow
o Start Time: Choose today’s date and set the time to 9:00 AM.
o Repeat Every: Set to 1 Week.
o On these days: Select Monday.
Your flow will now trigger every Monday at 9:00 AM.

2. Add Action to Get Emails from Outlook

1. Add Action:
o After the Recurrence trigger, click on + New Step.
o Search for Outlook and select the Get emails (V3) action.
2. Configure Email Filters:
o Folder Path: Choose Inbox (or any other folder where the email arrives).
o Filter: You can use the "Subject filter" to only get emails with the subject "Weekly Report".
o From: Optionally, you can filter by the email sender's address (e.g., manager@[Link]).
This action will now fetch emails with the specific subject from your Inbox.

3. Add Action to Save Emails to OneDrive

1. Add Another Action:
o Click + New Step.
o Search for OneDrive for Business and select the Create file action.
2. Configure the Save Action:
o Folder Path: Choose or create a folder in OneDrive, e.g., "Email Backups".
o File Name:
▪ Use Dynamic Content to select Subject or From for the email’s file name. You can also
use a combination like Email Subject - From.
o File Content:
▪ Use Dynamic Content to select Body or Body (HTML) depending on the content type
(HTML or plain text).
This action will save the email as a file in OneDrive with the subject or details from the email as the
filename.
4. Save and Test the Flow
1. Save the Flow:
Click Save in the top-right corner of the screen.
2. Test the Flow:
Click Test and choose Manually to run the flow immediately or wait until the scheduled time to test it.

5. Check the Backup Folder in OneDrive

• After the flow runs, check your "Email Backups" folder in OneDrive and confirm that the emails have
been saved as files with the proper names and content.

🎯 Expected Outcome:
By the end of this exercise, you will have a flow that:
• Runs automatically every Monday at 9:00 AM.
• Saves emails with the subject "Weekly Report" from a specified sender to a OneDrive folder.

📚 Extra Challenge (Optional):

If you want to expand this flow:
• Save attachments: Add actions to download any email attachments and save them separately in your
OneDrive folder.
• Filter by multiple subjects or senders: Use multiple filters or conditions to handle more specific scenarios.

Pro Tip: You can also format the email subject or sender’s name to create better filenames for each email. For
example, if your subject is "Weekly Report - Week 12", it could be saved as Weekly Report - Week 12 - [Sender].

🛠 Updated Practical Exercise: Weekly Email Backup Flow with Attachments and Notifications
Let's add some extra functionality to the Weekly Email Backup Flow to handle email attachments and send you a
notification when the flow runs successfully.

Scenario Update: You want to automatically save emails with the subject "Weekly Report" from a specific sender
(e.g., your manager) to a "Email Backups" folder in OneDrive, save any attachments, and send a notification
(email or Teams message) confirming the flow ran successfully every Monday at 9:00 AM.

📝 Steps to Complete the Updated Exercise:

1. Create the Flow (Recap)
1. Log in to Power Automate:
Open Power Automate and log in with your Microsoft account.
2. Create a Scheduled Flow:
o Click on Create from the left menu.
o Select Scheduled cloud flow.
3. Set up the Recurrence Trigger:
o Flow Name: Weekly Email Backup Flow with Attachments
o Start Time: Choose today’s date and set the time to 9:00 AM.
o Repeat Every: Set to 1 Week.
o On these days: Select Monday.
This will trigger the flow every Monday at 9:00 AM.
2. Add Action to Get Emails from Outlook
1. Add Action:
o After the Recurrence trigger, click on + New Step.
o Search for Outlook and select Get emails (V3).
2. Configure Email Filters:
o Folder Path: Choose Inbox (or a custom folder).
o Filter: Use the Subject filter to only get emails with the subject "Weekly Report".
o From: Filter by the sender's email address (e.g., manager@[Link]).

3. Add Action to Save Email Content to OneDrive

1. Add Another Action:
o Click + New Step.
o Search for OneDrive for Business and select Create file.
2. Configure the Save Action:
o Folder Path: Choose or create a folder in OneDrive, e.g., "Email Backups".
o File Name:
▪ Use Dynamic Content to select Subject or From for the email’s file name.
▪ You can create a custom name like Email Subject - From.
o File Content:
▪ Use Dynamic Content to select Body or Body (HTML).

4. Save Attachments to OneDrive

1. Add Another Action to Handle Attachments:
o Click + New Step.
o Search for Outlook and select Apply to each (This will loop through each attachment).
o In the "Select an output from previous steps" field, choose Attachments from the Get emails
action.
2. Create File for Each Attachment:
o Inside the Apply to each action, add Create file (OneDrive for Business).
o Folder Path: Choose the "Email Backups" folder.
o File Name:
▪ Use Dynamic Content and select Attachment Name.
o File Content:
▪ Select Attachment Content.
Now, any attachments in the email will be saved separately in the "Email Backups" folder.

5. Add Action for Notification

1. Add an Email or Teams Notification:
o After all the file creation steps, click + New Step.
o Search for Send an email (V2) (if you want an email notification) or Post a message (Teams).
2. Configure the Notification:
o To: Enter your email or the team’s email (for Teams, select the channel).
o Subject: "Weekly Backup Completed"
o Body: You can include dynamic content such as:
▪ "The Weekly Backup flow ran successfully and copied the emails and attachments to
OneDrive."
6. Save and Test the Flow
1. Save the Flow:
Click Save in the top-right corner.
2. Test the Flow:
Click Test and choose Manually to run the flow immediately or wait for the scheduled time.

7. Check the Backup Folder in OneDrive

• Go to your "Email Backups" folder in OneDrive and check if:
o The emails are saved as files.
o The email attachments are saved as separate files.
• Also, check if you received an email or Teams notification confirming that the flow ran successfully.

🎯 Expected Outcome:
By the end of this exercise, you will have a flow that:
• Runs automatically every Monday at 9:00 AM.
• Saves emails with the subject "Weekly Report" from a specific sender to your OneDrive folder.
• Saves any attachments from the emails to OneDrive as separate files.
• Sends you an email or Teams notification confirming the backup is complete.

📚 Extra Challenge (Optional): If you’d like to further extend this flow:

• Zip Attachments: If there are multiple attachments, you can use a Zip file creation action to compress
them into one file before saving to OneDrive.
• Conditional Notifications: Add a condition to only send the notification if attachments were found in the
email.

Pro Tip:
• Error Handling: If you want to handle errors, use the Scope and Configure Run After feature to ensure the
flow doesn’t fail silently. For example, if the file already exists in OneDrive, you can make the flow
overwrite it or handle it differently.
E. Error Handling in Power Automate

Let’s now dive into Error Handling in Power Automate. This is a key concept to ensure your flows run smoothly and
you’re alerted if something goes wrong. Error handling can help with retries, logging, or managing specific
scenarios where a flow might fail.

What is Error Handling?

Error handling ensures that if a step in your flow fails (e.g., a file creation action fails or an email attachment fails
to upload), you can define alternative actions to handle the failure gracefully. You can decide to send an alert, log
the error, or even retry the action.

Step-by-Step Guide to Implement Error Handling

Let’s update our Weekly Email Backup Flow to include error handling so that it can handle situations like:
• The file already exists in OneDrive.
• A step in the flow fails (e.g., the email attachment upload fails).

📝 Steps to Add Error Handling to Your Flow:

1. Using Scope to Group Actions
1. Add a Scope:
o After your Get Emails action, click + New Step, then search for Scope. This will group the actions
where you want to implement error handling.
2. Group Actions inside Scope:
o Inside the Scope, add the following actions:
▪ Create file (to save emails to OneDrive).
▪ Apply to each (to handle attachments).
By grouping actions in a Scope, you can monitor all actions in that group as a single unit.

2. Configure "Configure Run After" for Error Handling

1. Configure "Run After" for Scope:
o Click on the ellipsis (three dots) next to the Scope action and select Configure Run After.
2. Set Conditions for Error Handling:
o A panel will appear. Here, you can configure what should happen if the Scope fails or succeeds.
▪ Success: The flow should run normally if the Scope is successful.
▪ Failure: If any action in the Scope fails, you can specify actions to take (e.g., send an
email or log the failure).
3. Configure Action After Failure:
o For example, after the Scope, you can add an action to send a failure notification.
o Click + New Step and search for Send an email (V2) or Post a message in Teams.
o Configure it to notify you that the flow has failed and include the error message.

3. Using Retry Policies for Actions

1. Add Retry Policy to Actions:
o For actions that might fail (like creating files or uploading attachments), you can set a retry
policy.
o Click on the ellipsis (three dots) on the action (e.g., Create file action).
o Select Settings.
 o In the Retry Policy section, you can choose:
▪ No retry (default).
▪ Retry on failure: Set how many times to retry the action and the delay between each
retry.
▪ Custom retry policy: Set more granular control over retry conditions (e.g., only retry if
there’s a temporary error).
This is useful for scenarios where network or server issues might cause temporary failures, and you want
to give the flow a few more chances to succeed.

4. Handle Specific Errors with Conditions

1. Add a Condition to Check for Specific Errors:
o If you want to handle specific error scenarios, you can add a Condition after a failing action.
o For example, after trying to Create file in OneDrive, check if the file already exists.
o You can use a condition like:
▪ If File Exists → "Yes" → Proceed with overwriting the file or skipping.
▪ If File Does Not Exist → "No" → Proceed to create the file.

5. Use the “Terminate” Action for Critical Failures

1. Add a Terminate Action:
o If an error occurs that should stop the flow entirely (e.g., a critical failure like a permission issue),
you can use the Terminate action.
o After detecting an error, add a Terminate action to stop the flow from proceeding.
2. Configure Terminate Action:
o In the Terminate action, you can choose:
▪ Status: Success, Failure, or Cancelled.
▪ Error Message: Provide a message that will appear in the flow run history.

6. Testing and Monitoring the Flow

1. Test the Flow:
o After implementing error handling, test the flow to simulate errors (e.g., trying to upload a file
that already exists or failing to create a file due to permissions).
o Check the flow run history for any failures or retries and see if the error handling actions are
triggered as expected.
2. Monitor Flow Runs:
o Go to the My Flows section in Power Automate.
o Check the Run History for successful or failed runs.
o You’ll be able to see exactly where the flow failed and what action was taken in response.

🎯 Expected Outcome with Error Handling:

By the end of this update, your flow will:
• Automatically retry failed actions (e.g., file creation) based on your retry policy.
• Send notifications when something goes wrong, e.g., email or Teams message.
• Handle specific errors, like checking if a file exists and skipping or overwriting it.
• Terminate the flow gracefully for critical failures, ensuring no unnecessary steps are taken.
Optional Challenge (Advanced):
• Implement Logging: You can add an action to log every step’s success or failure to a SharePoint list or
Excel file. This way, you can maintain a record of all flow executions, including which ones were successful
or failed.

🛠 Logging Errors in Power Automate

Let’s now dive into Logging Errors in Power Automate. This is an advanced technique where you can track all
errors and flow statuses to a central log, such as a SharePoint list, Excel file, or Dataverse table. This is especially
useful for monitoring and troubleshooting, as you can review logs to see why a flow failed and take corrective
actions.
Scenario: You want to log any errors or important information from your Weekly Email Backup Flow to a
SharePoint list or Excel file. The flow will log details like:
• Flow run status (Success/Failure)
• Error messages or failure details
• Timestamp of when the error occurred
This will allow you to track any issues and monitor the flow over time.

📝 Steps to Log Errors in Power Automate:

1. Create a SharePoint List for Logging
1. Create a SharePoint List:
o Go to your SharePoint site and create a new list called Flow Error Logs.
o Add the following columns to the list:
▪ Error ID (Single line of text)
▪ Flow Name (Single line of text)
▪ Error Message (Multiple lines of text)
▪ Timestamp (Date and Time)
▪ Status (Choice: Success, Failure)
▪ Additional Details (Multiple lines of text)
This list will serve as a central place to store error logs.
2. Add Logging Actions to Your Flow
1. Add a Scope for Error Handling:
o Add a Scope at the beginning of your flow to group actions together (as described earlier).
For example, this scope could include:
▪ Get Emails (to fetch emails)
▪ Create File (to save emails in OneDrive)
▪ Apply to Each (to save attachments)
2. Add a Condition to Check Flow Status:
o After your Scope, add a Condition to check if the flow was successful or failed.
o Set up the condition as follows:
▪ If status is 'Failed', log the error details to SharePoint.
▪ If status is 'Succeeded', you can log a success message.
Example Condition:
o Condition: If the action status is Failed, then log to SharePoint.
3. Log Success and Failure to SharePoint:
o In the 'If yes' branch (Failure):
 ▪ Add an action Create item (SharePoint).
▪ Site Address: Select your SharePoint site.
▪ List Name: Select your Flow Error Logs list.
▪ Flow Name: Set the name of your flow, e.g., "Weekly Email Backup".
▪ Error Message: Use the Error Message dynamic content from the flow or specify a
custom error message.
▪ Status: Set to "Failure".
▪ Timestamp: Use the Current time dynamic content.
▪ Additional Details: Add any additional information or details you want to capture, such
as the action that failed.
o In the 'If no' branch (Success):
▪ Add an action Create item (SharePoint).
▪ Set Status to "Success" and log details accordingly (like the timestamp and flow name).
3. Alternative: Log Errors to an Excel File
1. Create an Excel File:
o Create an Excel file in OneDrive or SharePoint with the following columns:
▪ Error ID
▪ Flow Name
▪ Error Message
▪ Timestamp
▪ Status
▪ Additional Details
2. Log the Error in Excel:
o After the Scope action, add a Condition as described above.
o In both the If yes and If no branches, use the Add a row action to log the details into Excel.
▪ File Location: Choose the location of your Excel file.
▪ Table Name: Select the table where you want to log the details.
▪ Columns: Map the dynamic content (like Error Message, Flow Name, Timestamp) to the
respective columns.
4. Testing the Flow
1. Test the Flow:
o Run the flow manually and simulate an error (for example, by stopping OneDrive from saving a
file).
o Check your SharePoint list or Excel file to verify that the error has been logged correctly.
2. Verify Success Logs:
o Ensure that success runs are also logged with a Status of Success and other relevant details.

🎯 Expected Outcome: By the end of this, your flow will:

• Log successful and failed runs with details in a SharePoint list or Excel file.
• Provide you with a centralized log to track issues and monitor the status of your flows.
• Allow you to quickly analyze errors (e.g., file creation failures, permission issues) and resolve them.

📚 Pro Tip: Use the Run History: You can access the Run History in Power Automate to troubleshoot any failed
runs, but logging errors into SharePoint or Excel gives you a permanent record of flow performance and makes it
easier to spot recurring issues over time.
Scenario of Practice MCQs:
You have created a flow in Power Automate to copy files from one folder to another on a weekly basis. The flow is
working fine, but occasionally the flow fails when trying to copy a file because the file already exists in the
destination folder. You want to handle this situation and ensure that the flow does not fail but instead either
overwrites the existing file or skips it.

MCQ Question:
How can you handle the situation where the flow fails because the file already exists in the destination folder?
A) Use the Condition action to check if the file exists and add logic to overwrite the file.
B) Set the File Creation action to Create file, and Power Automate will automatically overwrite the file if it already
exists.
C) Use the Terminate action to stop the flow and notify you when the file exists.

Correct Answer: A) Use the Condition action to check if the file exists and add logic to overwrite the file.
Explanation: A) Correct Answer:
The best approach here is to use a Condition action to check if the file exists in the destination folder. If the file
exists, you can decide to either:
o Overwrite the file by using a Create file action with the same name (which will replace the existing file).
o Skip creating the file if it already exists.
By using this method, you have full control over what should happen when a file already exists. You can also log
the event or notify someone in case the file is being overwritten.

Correct Answer: A) Use the Condition action to check if the file exists and add logic to overwrite the file.
Explanation: Using the Condition action allows you to create a more dynamic and flexible flow that can handle
specific scenarios, like checking if a file already exists in the destination folder.
Here’s why this is the best approach:
• Checking file existence: The Condition action lets you check if a file exists in the destination folder using
the "Get file metadata" or "Get files" actions.
• Custom logic: Once the flow checks if the file exists, you can specify the behavior:
o Overwrite: If the file exists, you can overwrite it by using a Create file action. Power Automate will
replace the existing file.
o Skip: If the file exists, you can decide to skip creating the file, which can be helpful in scenarios where
you don’t want duplicate files.
• Error Handling: This approach ensures the flow doesn't fail unexpectedly, and you can handle different
file situations (e.g., duplicates, missing files) without stopping the entire flow.
This method gives you full control over how to handle existing files, ensuring the flow runs smoothly even in these
edge cases.
3 Mini Projects:

1. Weekly Report Generation & Email Notification

Objective: Automatically generate a report in Excel or Word and send it via email every week.
Steps:
1. Trigger: Use the Recurrence trigger to schedule the flow every week (e.g., every Monday at 8 AM).
2. Action: Use the Get data from Excel file action to extract information from an Excel file stored in
OneDrive or SharePoint (e.g., sales data, attendance records, etc.).
3. Action: Use the Compose action to format the data as a summary or report.
4. Action: Use the Send an email (V2) action to automatically send the weekly report via email, attaching
the file or including a summary in the email body.

2. File Upload Notification

Objective: Notify stakeholders whenever a new file is uploaded to a SharePoint or OneDrive folder.
Steps:
1. Trigger: Use the When a file is created (properties only) trigger for SharePoint or OneDrive to detect
when a new file is uploaded.
2. Action: Use the Get file properties action to retrieve the file name, path, and other details.
3. Action: Use the Send an email (V2) action to notify relevant users, including a link to the uploaded file or
specific file details in the email.

3. Customer Feedback Collection and Acknowledgment

Objective: Automatically acknowledge customer feedback submitted through a form and send a thank-you email.
Steps:
1. Trigger: Use the When a new response is submitted trigger for Microsoft Forms or a SharePoint list.
2. Action: Use the Get response details action to retrieve customer feedback or form responses.
3. Action: Use the Send an email (V2) action to automatically send a personalized thank-you email to the
customer for their feedback.
F. Understanding Variables, Data Types, and Their Use in Flow
In Power Automate, variables are used to store data that you want to use later in your flow. Variables can help you
keep track of temporary data and perform manipulations like calculations, condition checks, or looping.
Let's break down the key concepts:

1. Variables in Power Automate: Variables are used to hold and manipulate data during the execution of a flow.
You can define variables, change their values, and use them in different actions within the flow.

2. Types of Variables: Variables in Power Automate can have different data types. Most commonly used types are:
1. String:
o Used to store text data.
o Example: "Hello, World!", "Power Automate".
2. Integer:
o Used to store whole numbers (no decimals).
o Example: 5, 100, 2000.
3. Float/Decimal:
o Used to store numbers with decimals.
o Example: 2.5, 9.99, 100.75.
4. Boolean:
o Used to store true or false values.
o Example: true, false.
5. Array:
o Used to store a collection of items (could be strings, numbers, or objects).
o Example: ["Apple", "Banana", "Cherry"].
6. Object:
o Used to store structured data, like records or JSON objects.
o Example: {"name":"John", "age":30}.

3. Input and Output Variables

Input Variables: These are variables that are passed into a flow from an external source, such as a button press,
HTTP request, or other flows. They are typically used when you need the flow to accept user input or parameters.
• Example: When you trigger a flow using a Power Apps button, the button might pass an input value (e.g.,
a customer ID) into the flow.
Output Variables: These are variables that store the result of an action or calculation and can be returned to the
user or used later in the flow. Output variables can be useful when you want to send the result of your flow to
another system or service.
• Example: After performing a calculation in your flow, you can store the result in an output variable and
send it in a notification email or use it in subsequent actions.

4. Variable Manipulation: Variables can be manipulated in various ways within a flow:

1. Set Variable:
o You can set or change the value of a variable.
o Example: Use Set Variable to change a variable from 5 to 10 during the flow.
2. Increment Variable:
o You can increment a number variable (e.g., increase by 1).
 o Example: If you want to count the number of items in a loop, you can increment a variable by 1
each time.
3. Append to Array Variable:
o You can add a new item to an array variable.
o Example: Use Append to array variable to add items like names or numbers to an existing array.
4. Append to String Variable:
o You can add more text to a string variable.
o Example: If you’re building a message dynamically, you can use Append to string variable to add
parts of the message together.
5. Expression:
o You can manipulate data using expressions in the flow (like adding, subtracting, comparing
values).
o Example: To calculate the sum of two variables, you could use the expression
add(variables('Var1'), variables('Var2')).

5. Sensitive Variables: are those that contain sensitive information, such as API keys, passwords, or personal data.
Power Automate allows you to mark variables as sensitive to prevent them from being logged in the run history.
How to Handle Sensitive Variables:
1. Sensitive Data Masking:
o When you set a variable as sensitive, Power Automate will mask the value in the run history. This
ensures that sensitive data is not exposed to unauthorized users.
2. Using Sensitive Data:
o Sensitive data can still be used in actions like sending emails or interacting with systems, but it
won’t be logged or exposed in plain text in the flow’s run history.
3. Example:
o When dealing with API keys or login credentials, you should always mark those variables as
sensitive to keep them secure.

Step-by-Step Guidance for Using Variables in Power Automate

Let’s walk through an example flow where we use variables:

Scenario: You want to create a flow that checks if a customer’s order is eligible for a discount, calculates the
discount, and sends an email notification.

Step 1: Initialize Variables

1. Trigger: The flow will be triggered when a new order is placed (e.g., when a new item is added to a
SharePoint list).
2. Initialize Variable:
o Name: OrderAmount
o Type: Float
o Value: 0 (initial value)
3. Initialize Variable:
o Name: DiscountEligible
o Type: Boolean
o Value: false
4. Initialize Variable:
o Name: DiscountAmount
 o Type: Float
o Value: 0

Step 2: Set Order Amount

1. Use the Set variable action to set the OrderAmount variable from the SharePoint item or another source
(e.g., $100).

Step 3: Check Discount Eligibility

1. Add a Condition to check if the OrderAmount is greater than $50:
o If true, set the DiscountEligible variable to true and calculate the discount (e.g., 10%).
o If false, leave the DiscountEligible variable as false and set DiscountAmount to 0.

Step 4: Calculate the Discount

1. Set variable for DiscountAmount:
o Expression: mul(variables('OrderAmount'), 0.10) (10% discount).
o This will calculate 10% of the OrderAmount.

Step 5: Send an Email

1. If the DiscountEligible is true, use the Send an email (V2) action to notify the customer about their
discount.
o Subject: “Congratulations, You’ve earned a discount!”
o Body: Include dynamic content such as OrderAmount and DiscountAmount.

Step 6: Handling Sensitive Data (Optional)

1. If any sensitive data (e.g., API keys, passwords) is involved, make sure to use the Sensitive option when
initializing or using those variables to keep them safe from being logged.

Conclusion:
• Variables help store and manipulate data during the flow execution.
• Sensitive variables protect confidential data.
• Input and output variables allow you to pass data to and from other systems or parts of the flow.
• You can use conditions, expressions, and other actions to manipulate variables and trigger responses
based on certain criteria.
Scenario 1: Handling Order Quantity
Scenario: You are building a flow that tracks the order quantity in a warehouse. The flow needs to check if the
ordered quantity is greater than 100. If it is, the flow should apply a special handling charge. If not, no additional
charge should be added. You are using a variable to store the ordered quantity.

Question: How would you implement this logic to check the quantity and apply the handling charge?
A) Use a Condition action to check if the ordered quantity variable is greater than 100, and set the handling charge
variable accordingly.
B) Use a Switch case action to check the order quantity against multiple values (greater than 50, 100, etc.).
C) Use an Append to string variable to add the handling charge to the quantity.

Correct Answer: A) Use a Condition action to check if the ordered quantity variable is greater than 100, and set
the handling charge variable accordingly.

Explanation:
• A) Correct Answer:
The Condition action is perfect for checking if the ordered quantity exceeds a certain value. In this case,
you would use a simple comparison like OrderQuantity > 100. If the condition is met (true), you can then
set a variable for the handling charge (e.g., handlingCharge = 10). If it’s false (quantity <= 100), the
handling charge can be set to zero.
Why it's correct: This method is straightforward and efficient for checking a single condition (whether the
order quantity is greater than 100) and then taking an action (setting the handling charge variable).
• B) Incorrect:
A Switch case action is useful when you need to handle multiple distinct cases. However, in this case, we
are only interested in a single condition (whether the quantity is greater than 100), so a Condition action
is simpler and more appropriate.
• C) Incorrect:
Appending to a string variable would not work here because we're not dealing with text but rather
comparing numbers and setting a handling charge. Append to string variable is used for adding text to a
string, not for conditional checks or number-based calculations.

Scenario 2: Sending Emails After Approval

Scenario: You are creating a flow for an approval process. After an item is approved, the flow needs to send an
email to the employee who requested the approval, notifying them that their request was approved. You are using
a Boolean variable to track the approval status.

Question: How can you structure this flow to send an email only after the request is approved?
A) Use a Condition action to check if the ApprovalStatus variable is true, and send the email if true.
B) Use a Parallel branch to send the email and check approval status simultaneously.
C) Use the Terminate action to stop the flow before sending an email if the approval status is false.

Answer: A) Use a Condition action to check if the ApprovalStatus variable is true, and send the email if true.

Explanation:
• A) Correct Answer: The Condition action is the best way to check if the ApprovalStatus is true
(approved). If the condition evaluates to true, you can then send the email. This ensures that the email is
only sent if the approval is granted.
 Why it's correct: The Condition action checks if the approval is true (approved) and then sends an email,
ensuring that you only notify the requester when the approval is successful.
• B) Incorrect: A Parallel branch is useful when you need to run two processes at the same time, but this is
unnecessary for checking a simple approval status. It would add complexity to the flow without any
benefit in this case.
• C) Incorrect: Terminate is used to end the flow, not to check or send an email based on a condition. If you
use Terminate, you would be stopping the flow before sending an email, which isn't what you want if the
approval is true. The goal is to check the condition and proceed with sending the email only when
appropriate.

Scenario 3: Calculating Discount for Customers

Scenario: A flow needs to calculate a discount based on a customer's membership level. If the membership level is
"Gold," the discount should be 20%; if it's "Silver," the discount should be 10%. If neither, no discount is applied.
You are using a String variable for the membership level.

Question: How can you structure the flow to calculate the appropriate discount?
A) Use a Switch case action to check the membership level and apply the corresponding discount.
B) Use a Condition action to check if the membership level is "Gold" and set the discount accordingly, then use
another Condition for "Silver."
C) Use a Set variable action to assign a static discount value and manually apply it to the price.

Answer: A) Use a Switch case action to check the membership level and apply the corresponding discount.

Explanation:
• A) Correct Answer: Switch case action is perfect for handling multiple possible values of a variable. In this
case, you would check the membership level and apply the corresponding discount based on the value
("Gold" or "Silver"). If the membership level doesn't match either case, you can set the discount to 0.
Why it's correct: Switch case is designed to handle multiple options for a variable in a clean and efficient
way. It's easier to manage and extend than using multiple Condition actions.
• B) Incorrect: Using multiple Condition actions to check each possible membership level is a valid
approach, but it’s less efficient than using Switch case. Each condition would add complexity and is harder
to scale if additional membership levels need to be added in the future.
• C) Incorrect: Set variable alone wouldn't allow you to calculate the discount based on membership level.
A Set variable action would only assign a single value, but it doesn't evaluate conditions or perform
calculations like a Switch case or Condition action would.

Scenario 4: Handling Customer Support Tickets

Scenario: You are creating a flow to manage customer support tickets. The flow should check if a ticket is marked
as "High Priority" and, if so, send an immediate notification to the support team. Otherwise, a regular email should
be sent to acknowledge the ticket.

Question: How can you check the priority of the ticket and send the appropriate email?
A) Use a Condition action to check if the priority is "High," and send the immediate email if true.
B) Use a Switch case to check the priority levels and send emails accordingly.
C) Use a Do until loop to check if the priority is "High" until it’s resolved.

Answer: A) Use a Condition action to check if the priority is "High," and send the immediate email if true.
Explanation:
• A) Correct Answer: Condition action allows you to check whether the priority of the ticket is "High." If the
condition is true, an immediate email will be sent to the support team. If the condition is false, a regular
acknowledgment email can be sent. This method is simple and efficient for a straightforward check.
Why it's correct: The Condition action is the most efficient way to check a single value (in this case, the
ticket priority) and take appropriate actions based on whether the condition is true or false.
• B) Incorrect: While the Switch case action is good for handling multiple values, it’s overkill for a simple
"High" vs. "Not High" check. A Condition action is more appropriate in this case for a straightforward
comparison.
• C) Incorrect: A Do until loop is used for repeated checking until a certain condition is met, which is
unnecessary here. Since we only need to check the priority once, a Condition action is more efficient.

Scenario 5: Collecting Data from Forms

Scenario: You want to create a flow that collects data from a form and then sends an acknowledgment email to
the person who submitted it. The flow should store the user’s name and email from the form, and then send a
confirmation message.
Question: How would you structure this flow to collect and use form data to send an email?
A) Use the When a new response is submitted trigger, then retrieve the form details and use the Send an email
(V2) action.
B) Use the Initialize variable action to store form responses, then manually set the email and name fields.
C) Use a Do until loop to repeatedly check for form submissions until the data is collected.

Correct Answer: A) Use the When a new response is submitted trigger, then retrieve the form details and use
the Send an email (V2) action.

Explanation:
• A) Correct Answer: When a new response is submitted trigger is the most efficient way to capture form
data. After the trigger, you can use the Get response details action to retrieve the form responses (like
the user’s name and email). Then, use the Send an email (V2) action to send the acknowledgment email.
Why it's correct: This approach is built specifically for handling form responses, allowing you to easily
trigger the flow, retrieve data, and send an email without any manual handling or complex logic.
• B) Incorrect: Initializing variables is not necessary in this case, since the form responses can be captured
directly using the Get response details action. You don’t need to manually store or set the fields because
the flow will automatically capture the submitted data.
• C) Incorrect: Do until loop is not needed because we don’t need to repeatedly check for form
submissions. Trigger is designed to activate when a new response is submitted, so no need for a loop.

Scenario 6: Updating Database Records

Scenario: You have a flow that updates records in a database whenever a new order is placed. If the order status is
"Shipped," the flow should update the record and notify the customer. If the order is not "Shipped," the flow
should wait for the status to change.

Question: How would you implement this flow to handle both shipped and non-shipped orders?
A) Use a Condition action to check if the order status is "Shipped." If true, update the record and send the email;
otherwise, use the Delay action to wait until the order status changes.
B) Use a Switch case to handle all possible statuses of the order, including "Shipped" and others.
C) Use a Terminate action to stop the flow if the order status is not "Shipped."
Correct Answer: A) Use a Condition action to check if the order status is "Shipped." If true, update the record
and send the email; otherwise, use the Delay action to wait until the order status changes.

Explanation:
• A) Correct Answer: The Condition action is the best choice to check if the order status is "Shipped." If
true, the flow can proceed to update the record and notify the customer. If false, you can use the Delay
action to wait for a certain period before re-checking the order status. This ensures that the flow does not
run indefinitely but continues once the order status changes.
Why it's correct: This approach is straightforward, ensuring that the flow only sends notifications and
updates when the order is "Shipped." The Delay action provides a simple mechanism to pause the flow
until the status changes, making the flow more efficient.
• B) Incorrect: While a Switch case could handle multiple statuses, it’s unnecessary for just checking the
"Shipped" status and delaying for others. A Condition action is more suitable for this case since we are
only concerned with whether the order is "Shipped" or not.
• C) Incorrect: Using a Terminate action would stop the flow if the order status is not "Shipped." This is not
what you want, as the flow should wait for the status to change rather than end abruptly. The Delay
action is better suited for handling this scenario.

Scenario 7: Logging Errors

Scenario: You are building a flow to log errors when data extraction fails from a database. If the extraction fails,
the flow should log the error and send a notification to the system administrator.
Question: What is the best way to handle errors in this scenario?
A) Use a Scope action to group the database extraction and error handling together, and add a Configure Run
After condition to the error handling scope.
B) Use a Terminate action to end the flow immediately if an error occurs during data extraction.
C) Use a Do until loop to continuously attempt data extraction until it succeeds.

Correct Answer: A) Use a Scope action to group the database extraction and error handling together, and add a
Configure Run After condition to the error handling scope.

Explanation:
• A) Correct Answer: The Scope action is a great way to group a set of actions (such as data extraction) and
manage error handling separately. You can configure the Run After condition to trigger an action only if
the previous actions fail. This allows you to log the error and notify the administrator only when the
extraction fails, without stopping the flow immediately.
Why it's correct: The Scope action with Run After gives you control over error handling and ensures that
the flow continues smoothly by only triggering the error notification when necessary.
• B) Incorrect: Using a Terminate action would stop the flow immediately after an error occurs, which is not
ideal for logging errors and notifying users. You want to allow for proper error handling and notifications
without abruptly ending the flow.
• C) Incorrect: Using a Do until loop would unnecessarily retry data extraction multiple times, which is not
the most efficient or appropriate solution for error handling. Instead, the Scope action and Run After
conditions provide better control for error logging and notifications.

Scenario 8: Managing Approval Requests

Scenario: You have created a flow for approval requests. When a manager approves a request, an email should be
sent to the requester confirming the approval. If the request is rejected, a different email should be sent notifying
the requester.
Question: How can you structure the flow to send the correct email based on the approval or rejection?
A) Use a Condition action to check the outcome of the approval process (approved or rejected) and send the
appropriate email.
B) Use a Switch case to check multiple approval outcomes (approved, rejected, pending, etc.) and send emails
based on those outcomes.
C) Use a Terminate action to stop the flow if the approval is rejected.

Correct Answer: A) Use a Condition action to check the outcome of the approval process (approved or rejected)
and send the appropriate email.

Explanation:
• A) Correct Answer: The Condition action is the most straightforward way to check if the approval was
successful (approved) or rejected. Based on the result, you can send either a confirmation or rejection
email to the requester.
Why it's correct: Condition action is ideal for simple true/false checks, like whether an approval is granted
or rejected. It allows for a clear flow of logic, sending the appropriate email based on the outcome.
• B) Incorrect: While a Switch case is useful for handling multiple distinct values, in this case, we are only
concerned with two outcomes: approved or rejected. A Condition action is more efficient for a binary
decision.
• C) Incorrect: Terminate is used to stop the flow entirely, which is not necessary when the approval is
rejected. You want to handle the rejection properly by sending a notification to the requester, not
stopping the flow abruptly.

Scenario 9: Storing Data in a SharePoint List

Scenario: You are creating a flow to collect data from a form and then store the responses in a SharePoint list. The
form responses include text fields like "Name," "Email," and "Feedback."
Question: How can you configure the flow to save the form responses into a SharePoint list?
A) Use the Create item action to insert the form responses into the SharePoint list, mapping each form field to the
corresponding column.
B) Use the Update item action to update an existing SharePoint item with the form responses.
C) Use the Append to array variable action to store the form responses in a variable and then save it to
SharePoint.

Correct Answer: A) Use the Create item action to insert the form responses into the SharePoint list, mapping
each form field to the corresponding column.

Explanation:
• A) Correct Answer: The Create item action is used to create a new item in a SharePoint list. By mapping
each form response field to the corresponding SharePoint list column, you can easily store the data in the
list. This action is designed for inserting new records into a list.
Why it's correct: The Create item action is the right choice for storing new data in a SharePoint list. It
allows for easy mapping of form responses to SharePoint list columns.
• B) Incorrect: The Update item action is used to update an existing item in a SharePoint list. If you are
storing new data from a form, you should use Create item rather than Update item, which is for
modifying existing records.
• C) Incorrect: The Append to array variable action stores data in a variable, but it doesn't directly help
with inserting records into SharePoint. To add form responses to SharePoint, the Create item action
should be used instead.
Scenario 10: Automating Social Media Posts
Scenario: You want to create a flow that automatically posts content to a social media platform (e.g., Twitter)
when a new blog post is published on your website. The flow should retrieve the blog post title and URL, then
compose and send a post on Twitter.
Question: Which actions would you need to use to automate this social media posting process?
A) Use the HTTP action to retrieve the blog post data, then use the Twitter connector to post the tweet.
B) Use the When a new item is created trigger to get the blog post data, then use the Twitter connector to send
the post.
C) Use a Do until loop to check for new blog posts until one is published and then post on Twitter.

Correct Answer: B) Use the When a new item is created trigger to get the blog post data, then use the Twitter
connector to send the post.

Explanation:
• B) Correct Answer: The When a new item is created trigger is ideal for detecting when a new blog post is
published. After this trigger, you can retrieve the blog post title and URL, and then use the Twitter
connector to send a tweet containing that information. This flow efficiently automates the process from
start to finish.
Why it's correct: The When a new item is created trigger is specifically designed for scenarios where you
need to take action upon the creation of a new item (e.g., a new blog post). Following this with a Twitter
action ensures that the flow sends the social media post automatically.
• A) Incorrect: Using the HTTP action to retrieve blog post data adds unnecessary complexity when the
When a new item is created trigger is already designed for this purpose. The Twitter connector is also
easier to use than handling HTTP requests directly.
• C) Incorrect: Using a Do until loop to check for new blog posts is inefficient. The When a new item is
created trigger already automatically activates when a new post is published, so there's no need to
continuously check for new posts with a loop.

Scenario 11: Handling Multiple Email Recipients

Scenario: You need to send an email to multiple recipients, where some of them may be in a specific group (e.g., a
manager group) and others are general employees. The email content should differ based on whether the
recipient is a manager or an employee.
Question: How can you structure this flow to send the appropriate email to each group?
A) Use a Condition action to check the recipient’s group and send a customized email to either managers or
employees.
B) Use a Switch case to handle different groups of recipients and send emails based on those groups.
C) Use the Send an email (V2) action for each recipient, checking their group before sending.

Correct Answer: A) Use a Condition action to check the recipient’s group and send a customized email to either
managers or employees.

Explanation:
• A) Correct Answer: The Condition action is perfect for checking the recipient’s group (manager or
employee) and then taking the appropriate action. If the recipient is a manager, send one email, and if the
recipient is an employee, send a different email. This structure allows you to handle multiple groups with
custom email content based on the condition.
Why it's correct: The Condition action allows you to easily separate the flow into different paths based on
the recipient's group, making it ideal for this scenario.
• B) Incorrect: While a Switch case could be used to check different groups, it is overkill for just two groups
(managers and employees). A Condition action is simpler and more efficient for this binary choice.
• C) Incorrect: Using the Send an email (V2) action for each recipient without a condition would not provide
the logic needed to customize the content based on their group. You would still need a condition to
determine which email to send.
G. What are Connectors in Power Automate?
Connectors in Power Automate are pre-built integrations that allow your flows to interact with external services,
applications, and data sources. These connectors enable you to automate tasks such as sending emails, updating
SharePoint lists, interacting with databases, and much more without having to write complex code.
Types of Connectors
1. Standard Connectors:
These are available to all users and include popular services like Outlook, SharePoint, Excel, and OneDrive.
2. Premium Connectors:
These connectors require an additional license. Examples include Salesforce, SQL Server, and Dynamics
365.
3. Custom Connectors:
These are user-defined connectors that allow you to integrate with APIs or services that are not available
in the standard or premium categories.
4. Built-in Connectors:
These connectors come pre-installed in Power Automate and handle internal actions like conditions,
loops, etc.
Common Use Cases for Connectors
• Sending an email using Outlook or Gmail
• Updating a SharePoint list
• Sending push notifications
• Connecting to SQL databases to fetch and manipulate data
• Uploading files to OneDrive or Dropbox

Step-by-Step Guidance for Using Connectors in Power Automate

1. Create a Flow
To start, create a new flow in Power Automate.
• Go to Power Automate: Visit [Link] and sign in with your Microsoft account.
• Create a New Flow: Click on "Create" and choose the type of flow you want to create (e.g., Automated
flow, Instant flow, or Scheduled flow).
2. Select a Trigger (Event to Start the Flow)
The trigger is the event that starts your flow. You can select from various triggers that are available for the
connectors.
• Search for a Connector: For example, if you want to start a flow when a new email arrives in your Outlook
inbox, you can search for Outlook in the trigger search bar.
• Choose the Trigger: Select the appropriate trigger (e.g., When a new email arrives (V2)).
3. Add an Action (Task to Perform)
After the trigger is selected, the next step is to add an action. Actions are tasks that the flow will execute after the
trigger event happens.
• Search for the Action: Click "New Step" and search for the connector you want to use. For instance, if you
want to send an email after receiving a new email, search for Outlook and select Send an email (V2).
• Configure the Action: Provide the necessary information for the action, like email subject, recipient, body,
etc.
4. Test the Flow
Once the flow is configured, test it to ensure everything works as expected.
• Save the Flow: After configuring the flow, click Save.
• Run the Flow: Trigger the flow manually (or wait for the event to happen if it’s an automated flow) to see
if it runs successfully.
 • Check Flow Run History: You can check the flow’s run history by going to My Flows and selecting the flow
you just created. This will show you details on whether it succeeded or failed.
5. Troubleshoot and Adjust if Necessary
• If the flow fails, go to the Run History and check the details to see which part of the flow failed.
• You can adjust actions, conditions, or configurations to fix issues.

Example 1: Sending an Email When a New Item is Created in SharePoint

Here’s a step-by-step guide for using a SharePoint connector to trigger an email when a new item is added to a
SharePoint list.
Step 1: Create a Flow
• Go to Power Automate and click on Create > Automated flow.
• Name your flow (e.g., "Send email when new SharePoint item is added").
• Choose When an item is created as the trigger and select the appropriate SharePoint site and list.
Step 2: Add Action to Send an Email
• After the SharePoint trigger, click on New Step.
• Search for Outlook (or any other email connector like Gmail) and select Send an email (V2).
• Fill in the email details, such as:
o To: Choose a recipient (e.g., dynamic field like “Created By”).
o Subject: Add a subject like "New Item Created in SharePoint List".
o Body: Use dynamic content to add details like the Title and Description of the SharePoint item.
Step 3: Save and Test the Flow
• Save the flow and go to your SharePoint list. Add a new item.
• After the item is created, Power Automate will trigger the flow and send the email.

Example 2: Posting a Tweet When a New Blog Post is Published

This example demonstrates how to use a Twitter connector to automatically post a tweet when a new blog post is
published.
Step 1: Create a Flow
• Create a new Automated flow.
• Choose a trigger like RSS Feed or a custom trigger that monitors your blog for new posts.
Step 2: Add Action to Post on Twitter
• After the trigger, click New Step.
• Search for Twitter and select Post a tweet.
• Configure the tweet action with dynamic content from the blog post (e.g., title, URL).
Step 3: Save and Test the Flow
• Save the flow and test it by publishing a new blog post. The flow should trigger and post a tweet
automatically.

Using Connectors for Data Integration

Power Automate can also be used to connect data sources such as SQL databases or Excel files to automate data
processes. For example:
Example 3: Adding Data from an Excel Sheet to a Database
• Trigger: Set a flow to trigger when an Excel file is modified.
• Action: Use the SQL Server connector to insert the new data into a SQL database.
• Benefit: This automates the process of syncing Excel data to a database.
Conclusion
Connectors in Power Automate are powerful tools for automating tasks across different services and applications.
By using connectors like SharePoint, Outlook, Twitter, SQL, and others, you can streamline business processes,
integrate systems, and improve workflow efficiency without writing any code.

Scenario-based MCQs with explanations

Scenario 1: Sending a Reminder Email

Scenario:
You are creating a flow to send a reminder email to users 2 days before their subscription expires. The flow should
check a SharePoint list that stores user subscriptions and send a personalized email reminder.
Question:
What would be the best way to configure the flow to send the reminder email 2 days before the subscription
expires?
A) Use the "When an item is created or modified" trigger in SharePoint and add a Condition to check if the
expiration date is 2 days away.
B) Use the "Recurrence" trigger to check daily and then use Condition to compare today's date with the expiration
date.
C) Use the "When a new email arrives" trigger to check for subscription expiration emails and send a reminder.

Correct Answer: B) Use the "Recurrence" trigger to check daily and then use Condition to compare today's date
with the expiration date.

Explanation:
• B) Correct Answer:
The Recurrence trigger allows you to check daily for upcoming subscription expirations. By using a
Condition action to compare today's date with the expiration date minus 2 days, you can determine
whether a reminder email should be sent. This is the most efficient way to schedule a recurring check and
send the email reminder.
Why it's correct: Using the Recurrence trigger ensures the flow runs daily, which is suitable for a recurring
task like sending reminders. The Condition action then ensures the email is sent only when the
subscription expiration is exactly 2 days away.
• A) Incorrect:
The "When an item is created or modified" trigger is useful for changes in SharePoint, but it won't allow
for a time-based recurrence. You would have to rely on the timing of when items are added or changed,
which doesn't fit the requirement of sending an email exactly 2 days before expiration.
• C) Incorrect:
The "When a new email arrives" trigger is unrelated to checking subscription expiration dates. It’s more
appropriate for flows triggered by incoming emails, not for recurring tasks based on data like subscription
expiration.

Scenario 2: Storing Data from a Web Form

Scenario:
You are creating a flow that collects responses from a web form and stores them in a SharePoint list. The form data
includes a name, email address, and message. The flow should trigger when the form is submitted and add the
data to the list.
Question:
Which trigger should you use to automate this process?
A) Use the "When a new response is submitted" trigger from Microsoft Forms and then use "Create item" action
for SharePoint.
B) Use the "When an item is created" trigger from SharePoint and then use a "Send an email" action.
C) Use the "When a new email arrives" trigger and then use a "Create item" action for SharePoint.

Correct Answer: A) Use the "When a new response is submitted" trigger from Microsoft Forms and then use
"Create item" action for SharePoint.

Explanation:
• A) Correct Answer:
The "When a new response is submitted" trigger from Microsoft Forms is designed to activate when a
user submits a form. You can then use the "Create item" action to store the form data in a SharePoint list.
This is the most straightforward and efficient way to capture form submissions and store them in
SharePoint.
Why it's correct: The trigger is directly tied to form submissions, and the "Create item" action is designed
to add data to SharePoint lists, making this the correct approach for the given scenario.
• B) Incorrect:
The "When an item is created" trigger applies to SharePoint lists, not form submissions. This would not
be suitable for handling web form submissions as it is designed for SharePoint-specific actions.
• C) Incorrect:
The "When a new email arrives" trigger is for flows that are activated by incoming emails, which isn't
relevant to collecting data from a form.

Scenario 3: Conditional Notification for New Files

Scenario:
You have a flow set up to notify you whenever a new file is uploaded to a folder in OneDrive. However, you want
the notification to be sent only when the file is of a certain type (e.g., PDF files).
Question:
What is the best way to set up this flow?
A) Use the "When a file is created" trigger in OneDrive, then add a Condition to check if the file extension is
".pdf".
B) Use the "When a file is created" trigger in OneDrive, then use Switch case to check if the file is a PDF, Word, or
Excel file.
C) Use the "When a file is modified" trigger in OneDrive and then send a notification for every file regardless of
type.

Correct Answer: A) Use the "When a file is created" trigger in OneDrive, then add a Condition to check if the file
extension is ".pdf".

Explanation:
• A) Correct Answer:
The "When a file is created" trigger in OneDrive activates when a new file is added. By adding a Condition
action, you can check the file extension using dynamic content (e.g., File Name). If the file is a PDF
(extension ".pdf"), the flow can send a notification.
Why it's correct: This approach is efficient because the Condition action directly evaluates the file type
and sends a notification only for the desired file type, like PDFs.
• B) Incorrect:
A Switch case is useful for multiple specific values, but in this case, a simple Condition action is more
appropriate since you only need to check one file type (PDF).
 • C) Incorrect:
The "When a file is modified" trigger responds to modifications in files, not new file uploads. Additionally,
sending notifications for every file without checking the type would flood you with notifications that are
irrelevant to your needs.

Scenario 4: Scheduling a Weekly Report

Scenario:
You need to create a flow that sends out a weekly report of sales data from an Excel file stored in OneDrive to a list
of recipients.
Question:
What trigger should you use for this task?
A) Use the "Recurrence" trigger to schedule the flow to run weekly and use the "Get rows" action to retrieve data
from the Excel file, then send an email.
B) Use the "When a file is created" trigger to detect when the Excel file is updated and send an email with the
report.
C) Use the "When a new item is created" trigger from SharePoint and then send an email with the report.

Correct Answer: A) Use the "Recurrence" trigger to schedule the flow to run weekly and use the "Get rows"
action to retrieve data from the Excel file, then send an email.

Explanation:
• A) Correct Answer:
The "Recurrence" trigger allows you to schedule the flow to run weekly. You can then use the "Get rows"
action to retrieve sales data from the Excel file, and the "Send an email" action to send the report to
recipients.
Why it's correct: Scheduling the flow with the Recurrence trigger ensures that it runs regularly without
requiring manual activation. The Get rows action retrieves data from Excel, and Send an email lets you
share the report.
• B) Incorrect:
The "When a file is created" trigger is triggered when a new file is uploaded, not on a schedule. It’s more
appropriate for detecting new files rather than sending regular weekly reports.
• C) Incorrect:
The "When a new item is created" trigger applies to SharePoint lists, not Excel files, making it unsuitable
for this scenario where the data is in an Excel file.
H. Step-by-Step Guidance for Creating UI Flows in Power Automate
UI Flows in Power Automate (now known as Desktop Flows) are used to automate tasks on your computer by
simulating user actions, such as clicking buttons, filling forms, or interacting with desktop applications. These flows
are useful when you need to automate tasks that do not have an API or cloud-based integration, such as
interacting with legacy software or desktop applications.
UI Flows can be used for automating repetitive manual tasks, like logging into applications, extracting data, and
more. These flows are created using Power Automate Desktop and can be triggered by Power Automate in the
cloud.
Prerequisites
1. Power Automate Desktop: Ensure you have Power Automate Desktop installed on your machine. You
can download it from here.
2. Power Automate Cloud: You need a Power Automate cloud account to integrate and trigger the flows
from the web.
Step-by-Step Guide to Creating UI Flows (Desktop Flows)

Step 1: Install Power Automate Desktop

1. Download and Install:
Download Power Automate Desktop from the Power Automate website. Once downloaded, install the
software on your local machine.
2. Sign In:
Sign in to Power Automate Desktop using the same account you use for Power Automate cloud (e.g.,
Microsoft 365 account).

Step 2: Create a New Desktop Flow

1. Open Power Automate Desktop:
o After signing in, open Power Automate Desktop on your computer.
2. Create New Flow:
o Click on New Flow on the home screen.
o Provide a name for your flow (e.g., "Login Automation").
o Choose Create to begin.

Step 3: Record a UI Flow (Desktop Flow)

1. Start Recording:
o Once inside the flow editor, click Start Recording (a small red button).
o Power Automate Desktop will now record the actions you perform on your computer, such as
typing, clicking buttons, and opening applications.
2. Perform Actions:
o Perform the task you want to automate, such as opening a web browser, navigating to a login
page, and entering login credentials.
3. Stop Recording:
o Once you've completed the steps you want to automate, click Stop Recording.
o Power Automate Desktop will generate a series of actions (steps) based on your recorded
actions.

Step 4: Edit and Refine the Flow

1. Edit the Actions:
 o You can now see the recorded actions in the flow editor. These actions represent the steps you
just performed (e.g., typing text, clicking buttons, etc.).
o You can edit these actions to add additional steps or modify existing ones. For instance, you can:
▪ Modify delays between actions.
▪ Add conditions to check if a button is visible.
▪ Add loops if needed to repeat certain actions.
2. Add Dynamic Inputs:
o If you need the flow to work with dynamic inputs, such as usernames and passwords, you can
use variables.
o For example, you can store the login credentials in variables and use those variables during the
login process instead of hard-coding them.

Step 5: Add Error Handling

1. Add Error Handling:
o To ensure that your flow runs smoothly, it is a good idea to add error handling.
o Use actions like Try-Catch to handle errors, such as an application not loading or an incorrect
username/password.
2. Logs and Notifications:
o You can also add logging actions to capture flow execution details or send notifications in case of
errors.

Step 6: Test the Flow

1. Test the Flow:
o Click on the Run button to test the flow.
o Power Automate Desktop will simulate the actions you recorded and perform the task on your
computer automatically.
o Watch the flow run, and ensure that it performs the task correctly (e.g., logging in successfully or
completing a form).
2. Debug the Flow:
o If the flow fails or doesn't perform as expected, use the Debug mode to troubleshoot. The flow
will pause at each step, allowing you to inspect variables, delays, and actions.

Step 7: Publish the Flow to Power Automate Cloud

1. Save and Publish:
o Once you're satisfied with the flow's performance, click Save and then Publish.
o Publishing the flow makes it available for execution from Power Automate Cloud.
2. Trigger the Flow from the Cloud:
o After publishing, you can trigger your desktop flow from Power Automate Cloud, which can be
integrated with other cloud-based workflows or scheduled.
o You can create automated triggers (e.g., based on time, event, or another flow) to execute the UI
flow remotely.

Step 8: Monitor and Manage the Flow

1. Monitor the Flow:
o Go to Power Automate Cloud to monitor the flow’s execution.
o View logs, see success/failure reports, and make any necessary adjustments based on how the
flow is performing.
 2. Manage Desktop Flows:
o In Power Automate Cloud, go to My Flows and find your Desktop Flow under Desktop flows.
o Here, you can modify, delete, or trigger your flow on demand.

Example: Automating Login to an Application

Let's walk through a simple example of using UI Flows to automate logging into a website (e.g., a test login page).
Step 1: Create a New Flow
• Name your flow "Automated Login".
• Click Create.
Step 2: Start Recording
• Click Start Recording and perform the following steps:
o Open a web browser (e.g., Google Chrome).
o Navigate to the login page (e.g., [Link]
o Enter username and password.
o Click the login button.
Step 3: Stop Recording
• Once you’ve completed the actions, stop the recording.
Step 4: Refine the Actions
• Edit the actions to:
o Add variables for username and password instead of hardcoding them.
o Add wait times to allow the page to load before entering credentials.
Step 5: Test the Flow
• Click Run to test if the flow logs in successfully.
Step 6: Publish and Trigger
• Once successful, publish the flow.
• You can now trigger it using Power Automate Cloud, and it will log into the application automatically on
your computer whenever required.

Conclusion
UI Flows (Desktop Flows) in Power Automate provide a powerful way to automate repetitive desktop tasks without
needing to write complex code. Whether it’s logging into applications, filling forms, or automating legacy systems,
these flows allow you to save time and streamline your daily processes.
Detailed, step-by-step example of creating a UI Flow (Desktop Flow) in Power Automate.
We will now automate the task of logging into a web application (for example, [Link] using
Power Automate Desktop. This will involve recording the necessary actions, refining them, and then publishing the
flow for execution.
Example: Automating Login to a Website Using Power Automate Desktop

Step 1: Install Power Automate Desktop

Before starting, make sure you have Power Automate Desktop installed on your machine. If you haven’t installed
it already, follow these steps:
1. Go to the Power Automate Website:
Visit the Power Automate Desktop download page.
2. Download and Install:
Download and install the Power Automate Desktop tool on your machine.
3. Sign In:
Open Power Automate Desktop and sign in with your Microsoft 365 account.

Step 2: Create a New Desktop Flow

1. Open Power Automate Desktop: Launch Power Automate Desktop from your computer.
2. Create a New Flow:
o On the Power Automate Desktop screen, click on New Flow.
o Name the flow, for example, "Automated Login".
o Click Create.

Step 3: Record Your Actions

Now, let's record the actions to log into the website.
1. Start Recording:
o Once in the flow editor, click on the Start Recording button (it’s a small red button in the top-
right corner).
2. Perform the Task: Follow these steps in your web browser as part of the recording:
o Open a Web Browser: Open a web browser such as Google Chrome or Microsoft Edge.
o Navigate to the Login Page: Go to the login page, e.g., [Link]
o Enter Username: Click on the username field and type your username.
o Enter Password: Click on the password field and type your password.
o Click the Login Button: Click the "Login" button.
3. Stop Recording: After completing the steps above, return to Power Automate Desktop and click Stop
Recording.
Power Automate Desktop will capture all your actions and show them as individual steps (actions).

Step 4: Refine the Actions

1. Edit Actions: After the recording stops, you will see a list of actions that represent each step you
performed:
o Opening the browser.
o Navigating to the login page.
o Typing the username.
o Typing the password.
o Clicking the login button.
You can edit these actions to make the flow more dynamic:
 o Use Variables: Instead of hardcoding the username and password, use variables.
▪ Create two variables, username and password, and assign the appropriate values to
them.
▪ Replace the static text (username and password) with the variables in the recorded
steps.
o Add Delays: Add a delay action if necessary to allow time for the page to load between actions.
o Refine Conditions: You can also add conditions to check if the login was successful (e.g., check
for the presence of a specific element or error message on the page).
2. Actions to Add:
o To create a variable, click Actions on the left pane, then search for Set Variable and drag it to the
flow.
o Assign values to the variables, like:
▪ username = "your_username"
▪ password = "your_password"
o Edit the Type Text actions to use these variables instead of typing the text directly.

Step 5: Test the Flow

1. Run the Flow:
o Click on Run to test the flow.
o The flow will execute all the recorded actions automatically, including opening the browser,
navigating to the website, and entering the credentials.
2. Check for Success:
o Ensure that the flow logs into the website successfully.
o If there are any issues, such as delays or missing actions, go back to the flow editor and adjust
the actions or add new ones.

Step 6: Add Error Handling (Optional)

1. Error Handling with Try-Catch: You can add error handling to manage unexpected issues like the website
not loading or incorrect credentials.
o Add a Try-Catch block to the flow:
▪ In the flow editor, drag a Try-Catch action from the actions pane.
▪ Place the recorded actions (like typing the username, password, and clicking the login
button) inside the Try block.
▪ In the Catch block, you can handle errors like showing a message or logging the issue.
2. Logging Actions: You can also add logging to track the flow’s progress. For example, use a Write to Log
File action to log details of the actions performed.

Step 7: Publish the Flow to Power Automate Cloud

1. Save the Flow:
o Once you're happy with your flow and it works as expected, click Save.
2. Publish the Flow:
o You will now need to publish the flow so that it can be triggered remotely from Power Automate
Cloud.
o Click Publish in Power Automate Desktop.
o Log in to Power Automate Cloud if prompted.

Step 8: Trigger the Flow from Power Automate Cloud (Optional)

 1. Go to Power Automate Cloud:
o Log in to Power Automate cloud ([Link]
2. Create a New Cloud Flow:
o Create a new flow using any trigger (e.g., a scheduled flow, button press, or another automated
process).
3. Add Desktop Flow Action:
o In your cloud flow, add the action "Run a Desktop Flow".
o Select the flow you just created (e.g., "Automated Login").
o The flow will now trigger your desktop automation from the cloud.
4. Test the Trigger:
o Run the cloud flow to ensure it triggers your desktop flow properly.

Step 9: Monitor and Manage the Flow

1. Monitor Flow Execution:
o Go back to Power Automate cloud and view the Run History of the flow.
o Here, you can see if the flow executed successfully, or if it failed, along with error details.
2. Adjust as Needed:
o If you notice errors or improvements are needed, return to Power Automate Desktop and modify
the flow accordingly.
o You can add new actions, adjust timings, or improve error handling to ensure smooth execution.

Conclusion
You’ve now created a UI Flow (Desktop Flow) that automates logging into a website! This example showcases the
power of Power Automate Desktop in automating desktop-based tasks that cannot be done directly in cloud flows.
By recording actions, editing them, and using variables, you can customize your flow to handle a wide variety of
tasks, from logging into web applications to interacting with desktop software.

Example: Automating File Download from a Website

Step 1: Install Power Automate Desktop (if not installed already)

If you haven’t already installed Power Automate Desktop, follow the same steps as mentioned in the previous
guide to download, install, and sign in.
1. Download Power Automate Desktop from the Power Automate website.
2. Sign In using your Microsoft 365 account.

Step 2: Create a New Flow

1. Open Power Automate Desktop.
2. Create a New Flow:
o On the home screen, click New Flow.
o Name your flow (e.g., “Automated File Download”).
o Click Create.

Step 3: Record Your Actions

In this case, we will record the actions needed to automate downloading a file from a website.
1. Start Recording:
 o Once in the flow editor, click on Start Recording to begin recording the actions.
2. Perform the Task: Perform the following steps on your computer while Power Automate Desktop records
the actions:
o Open a Web Browser: Open Google Chrome or any preferred browser.
o Navigate to the Website: Go to the website where the file is available for download (e.g.,
[Link]
o Find and Click the Download Link: Navigate to the location of the file you want to download and
click the download link (e.g., a button or a hyperlink).
o Save the File: If prompted, select a location to save the file.
3. Stop Recording:
o Once you’ve completed these steps, click on Stop Recording.
o Power Automate Desktop will generate the actions that represent each of these tasks.

Step 4: Refine the Actions

1. Edit Actions: After the recording stops, you will see the list of recorded actions.
o You can refine these actions to ensure the flow works more reliably.
2. Use Variables for Dynamic Input:
o Instead of hardcoding the file path or URL, you can use variables to make the flow more
dynamic.
o For example, you could store the URL of the file in a variable and change it whenever you need to
download a different file.
o Create a variable for the file URL:
▪ Go to Actions and search for Set Variable.
▪ Assign a value to the variable, e.g., fileURL = "[Link]
o Replace the URL in the recorded actions with the fileURL variable.
3. Add Error Handling:
o You can add error handling to deal with unexpected issues, such as the file not being available or
the browser not opening.
o Use Try-Catch blocks to handle potential errors gracefully.

Step 5: Test the Flow

1. Run the Flow:
o Click on Run to test the flow. This will execute all the actions in sequence, including opening the
browser, navigating to the website, and downloading the file.
2. Verify Download:
o Check if the file is being downloaded to the specified location.
o If any issues arise (like the browser not opening), return to the flow editor to adjust the actions
or add more steps.

Step 6: Add Delay and Conditions

To ensure the flow works smoothly, especially if the website takes time to load or the file is large:
1. Add a Delay:
o Insert a Delay action between steps, especially after clicking the download button, to give the
browser time to start downloading.
o For instance, add a delay of 5 seconds between clicking the download link and saving the file.
2. Check for Conditions:
 o Use a Condition action to check if the download link exists or if the file has been successfully
downloaded.
o For example, check if a "Download complete" message appears on the page before continuing.

Step 7: Publish the Flow to Power Automate Cloud

1. Save the Flow:
o After you’ve tested the flow and made sure it works, click Save to store your flow.
2. Publish the Flow:
o Click Publish to make the flow available for triggering from Power Automate Cloud.
o Power Automate Desktop will then upload the flow to the cloud.

Step 8: Trigger the Flow from Power Automate Cloud (Optional)

1. Go to Power Automate Cloud:
o Log in to Power Automate Cloud using your Microsoft 365 account.
2. Create a New Cloud Flow:
o In Power Automate Cloud, create a new flow.
o Choose a trigger based on your use case. For example, you might want the flow to run on a
schedule (e.g., every week) or when a specific event occurs.
3. Add Desktop Flow Action:
o In the cloud flow editor, add the Run a Desktop Flow action.
o Choose the desktop flow you just created (e.g., "Automated File Download").
4. Test the Trigger:
o Once you configure the trigger, test it by running the flow either on demand or on the schedule
you set.

Step 9: Monitor and Manage the Flow

1. Monitor Flow Execution:
o In Power Automate Cloud, go to My Flows and find the Run History of the flow.
o Check the execution results to see if the flow executed successfully or if there were any errors.
2. Adjust the Flow:
o If there are errors or improvements needed, return to Power Automate Desktop and adjust the
actions accordingly. You might need to add more error handling or modify the flow’s logic.

Conclusion
Now you’ve automated the process of downloading a file from a website using Power Automate Desktop. This
example showcases how to:
• Record desktop actions.
• Use variables for dynamic data.
• Add delays and error handling to ensure smooth execution.
• Publish and trigger the flow from Power Automate Cloud.
You can apply this approach to automate other desktop tasks, like data entry, form submissions, or interacting
with legacy applications. The flexibility of UI Flows allows you to handle tasks that can't be automated through API
integrations alone.
MCQ Question 1:
Scenario:
You are creating a desktop flow to automate logging into an online banking application. The application has a
CAPTCHA that appears intermittently when logging in. How can you handle this situation in your flow?
Options:
A) Add an error handling action to skip CAPTCHA.
B) Use the "Pause" action and manually resolve the CAPTCHA before continuing.
C) Automate CAPTCHA resolution using OCR or third-party tools in Power Automate.
Correct Answer: B) Use the "Pause" action and manually resolve the CAPTCHA before continuing.
Explanation:
Captchas are specifically designed to prevent automated systems from performing actions like logging in. While
Power Automate Desktop can record actions and automate tasks, resolving CAPTCHAs requires human
intervention. The best approach here is to pause the flow and allow manual CAPTCHA resolution before continuing
with the rest of the automation.

Question 2:
Scenario:
You are designing a UI flow to automate logging into a system. After entering the username and password, the
system shows a "Remember me" checkbox. You want to automate the click of this checkbox, but the element's ID
changes with each session. How do you handle this in your UI flow?
Options:
A) Use the "Click UI element in the browser" action and specify a fixed ID.
B) Use the "Click UI element in the browser" action and try to use a relative selector or XPath.
C) Skip clicking the checkbox since the element ID changes every session.
Correct Answer: B) Use the "Click UI element in the browser" action and try to use a relative selector or XPath.
Explanation:
When dealing with dynamically changing element IDs, it’s best to use relative selectors or XPath to locate the
element. XPath allows you to find an element based on its attributes or position relative to other elements. This
way, even if the ID changes, the flow will be able to interact with the checkbox correctly.

Question 3:
Scenario:
You’ve automated the process of downloading monthly reports from a website. However, sometimes the website
may be down, and you want the flow to check if the website is accessible before proceeding. How can you
implement this check in your UI flow?
Options:
A) Use the "Check if file exists" action after attempting to download the report.
B) Add a "Navigate" action to the website and use an exception handling mechanism to retry or stop if the website
is unavailable.
C) Manually check the website status before running the flow.
Correct Answer: B) Add a "Navigate" action to the website and use an exception handling mechanism to retry or
stop if the website is unavailable.
Explanation:
Before proceeding with further actions like downloading reports, it's best to use the Navigate action to check if the
website is accessible. If the website is down, you can use exception handling (e.g., retry logic) to retry the action or
stop the flow based on the result, ensuring robustness in the automation.

Question 4:
Scenario:
You are creating a UI flow to interact with an application that frequently opens new windows or pop-up dialogs.
How should you handle pop-ups or new windows in your flow?
Options:
A) Automatically ignore pop-ups and continue the flow.
B) Use the "Handle window" action to focus on the pop-up or new window before interacting with it.
C) Close all pop-ups manually before starting the flow.
Correct Answer: B) Use the "Handle window" action to focus on the pop-up or new window before interacting
with it.
Explanation:
UI flows should handle pop-ups or new windows explicitly using the Handle window action. This action allows you
to bring focus to the pop-up or new window, ensuring that interactions with it are properly executed. Ignoring
pop-ups can lead to missed actions or errors in the flow.

Question 5:
Scenario:
In Power Automate Desktop, you need to automate the process of logging into a website and saving an important
document. The document is generated on the website after login, but it may take some time to load and become
available. What should you do to ensure your flow doesn’t proceed until the document is fully available?
Options:
A) Add a Delay action for a fixed amount of time after logging in.
B) Use the Wait for UI element action to wait for the document to become available.
C) Proceed immediately to the file download step after login.
Correct Answer: B) Use the "Wait for UI element" action to wait for the document to become available.
Explanation:
Rather than using a fixed delay, which might be inefficient or too long, you should use the Wait for UI element
action. This action ensures the flow waits for a specific element (e.g., the document download button or link) to
appear on the page before continuing. This approach makes the flow more reliable and adaptive to varying load
times.

Question 6:
Scenario:
You’ve created a UI flow to automate form filling in a web-based application. You want to ensure that the flow
works even if the browser window size changes. What action can you take to make the flow more flexible and
reliable?
Options:
A) Use the Set Window Size action to fix the browser window size.
B) Use relative selectors or coordinates for identifying and interacting with UI elements.
C) Ignore the window size since it won’t affect the flow.
Correct Answer: B) Use relative selectors or coordinates for identifying and interacting with UI elements.
Explanation:
Using relative selectors or coordinates helps make the flow flexible and adaptive to changes in window size. This
way, even if the browser window size changes, the flow will still be able to interact with elements based on their
relative position or other properties, making it more resilient to variations.

Question 7:
Scenario:
You are automating a process where you need to enter data into an online form. The form elements change based
on the browser window size. How would you ensure your flow works even when the window size changes?
Options:
A) Use fixed coordinates for UI elements to ensure the flow clicks at the right position.
B) Use relative selectors or XPath to locate the UI elements.
C) Resize the window to a fixed size before starting the flow.
Correct Answer: B) Use relative selectors or XPath to locate the UI elements.
Explanation:
Instead of relying on fixed coordinates, which may break if the window size changes, it’s more effective to use
relative selectors or XPath. These allow the flow to locate UI elements based on their properties or positions
relative to other elements, ensuring the automation remains functional despite changes in window size.

Question 8:
Scenario:
You are automating the process of logging into a website. After entering the credentials, the website asks you to
verify your identity through an email. What should you do in your flow to handle this situation?
Options:
A) Automatically click the "Verify" button after entering the credentials.
B) Pause the flow and wait for you to manually verify the email.
C) Continue without checking the verification email.
Correct Answer: B) Pause the flow and wait for you to manually verify the email.
Explanation:
Since identity verification typically involves a manual action (such as clicking a link in an email), it is not possible to
automate this process within Power Automate. You can use a Pause action to wait for the manual verification
before continuing the flow. Automating email verification would require a more complex setup (possibly involving
third-party integrations or services), which is beyond the scope of basic UI flows.

Question 9:
Scenario:
You are automating the process of downloading files from a website. The file download link is generated
dynamically every time the page reloads. How would you handle this in your flow?
Options:
A) Use a fixed URL to download the file.
B) Use dynamic selectors to find the download link every time the page loads.
C) Manually locate the link each time and download the file.
Correct Answer: B) Use dynamic selectors to find the download link every time the page loads.
Explanation:
When dealing with dynamic elements (like download links generated after page reload), you should use dynamic
selectors or XPath to locate the element. This ensures that the flow can correctly identify and click on the
download link, regardless of any changes in the URL or element ID.

Question 10:
Scenario:
You are creating a UI flow to interact with an application that may sometimes be slow to respond. You want the
flow to wait until the application is ready for the next action. How would you implement this in your flow?
Options:
A) Use the Pause action for a fixed amount of time.
B) Use the Wait for UI element action to wait for a specific element to be available.
C) Continue without waiting and hope the application responds in time.
Correct Answer: B) Use the "Wait for UI element" action to wait for a specific element to be available.
Explanation:
The Wait for UI element action ensures that your flow will pause until a specific element is available (e.g., a button
or text field) before continuing. This is much more reliable than using a fixed Pause action, as it adapts to the
actual response time of the application.

Question 11:
Scenario:
You want to automate an Excel task where data is entered into an Excel file and then saved to a specified location.
The file location may change based on the time of day. How can you automate this in Power Automate Desktop?
Options:
A) Use a static file path that does not change.
B) Use variables to dynamically set the file path based on the time of day.
C) Manually enter the file path each time the flow runs.
Correct Answer: B) Use variables to dynamically set the file path based on the time of day.
Explanation:
To make the flow more dynamic and adaptable, use variables to set the file path. For example, you can create a
variable that generates a file path based on the current date or time, allowing the flow to automatically adjust the
location without needing manual intervention.

Question 12:
Scenario:
You are automating a data entry task, and the system sometimes shows an error message if a field is invalid. You
want the flow to check for the error and continue. What should you do?
Options:
A) Ignore the error and let the flow fail.
B) Use error handling actions to check for errors and continue.
C) Manually check for errors before continuing.
Correct Answer: B) Use error handling actions to check for errors and continue.
Explanation:
Using error handling actions allows you to handle specific errors (such as invalid fields) without the flow failing.
You can configure the flow to check for specific error messages and either skip the invalid field or log the error for
review, ensuring smooth flow execution even when errors occur.

Question 13:
Scenario:
You are automating a process that interacts with an external application, and the application sometimes opens a
confirmation dialog box asking for approval before proceeding. What action should you take to handle this in your
flow?
Options:
A) Manually close the confirmation dialog box.
B) Use the "Handle Window" action to automatically close or interact with the dialog box.
C) Skip the dialog box and continue the flow.
Correct Answer: B) Use the "Handle Window" action to automatically close or interact with the dialog box.
Explanation:
The Handle Window action allows you to interact with windows or dialog boxes that appear during the flow. You
can use this action to click buttons like "OK" or "Cancel" or to close the dialog box automatically, making the flow
more autonomous and reliable.