Types Of Power Automate Flows – A CTO’s Guide

Types Of Flows In Power Automate

Workflow automation is precisely the key function of Automated flows, but how many types of Power Automate flows are there is something you might be thinking of.

There are mainly six types of flows in Power Automate:

1. Automated Flows (Triggered by specific events).

2. Scheduled Flows (Run at specific times).

3. Instant Flows (Manually triggered).

4. Desktop Flows (For on-premises tasks).

5. Business Process Flows (For streamlining processes).

6. UI Flows (Automation without APIs)

Each flow type has its own purpose. Let’s delve further and understand how each flow contributes specifically to simplifying your business workflow.

Get low-code MVPs quickly with our Power Apps consulting services

Let’s Connect

1. Automated Flows

Imagine a light sensor which turns on when it gets dark and off when gets bright. Automated Flows work the same way. They activate when:

• A new email arrives in Outlook.
• A file is added to a SharePoint folder.
• A record is created/updated in a CRM.
• A form is submitted in Microsoft Forms.

No clicks required — just pure automation!

Here’s how to create a cloud flow in Power Automate.

Who Benefits the Most with Automated Flows?

Triggered type of flow often benefits Human resources, Sales, and IT departments. Here’s how:

• HR teams -> Automate onboarding emails for new hires.

• Sales teams -> Instantly update CRM when a lead fills out a form.

• IT departments -> Get alerts when a system issue is detected.

Use Cases of Automated Flows:

Given below are some of the best scenarios and use cases of Power Automate that you might find particularly helpful. Here’s where you can apply it.

Scenario	Automated Flow Example
Customer Support	Auto-respond to inquiries & create support tickets.
Finance	Notify teams of payment approvals or budget updates.
Marketing	Send follow-up emails when a lead downloads content.

Read More: How to Automate Power BI Reports Using Power Automate

Why Use Automated Flows? (The Benefits)

• Saves time – No more repetitive manual tasks.
• Reduces errors – Eliminates human mistakes in data entry.
• Boosts efficiency – Lets teams focus on strategic work, not admin tasks.

Is your business still relying on manual processes? It’s time to automate! Let’s connect to learn which type of flow suits you the most.

2. Instant Flows: Power at Your Fingertips

Imagine a "magic button" that instantly performs a task with just one click—whether it’s sending a reminder, approving a request, or triggering a process. That’s Instant Flows for you.

Manual Triggers: You’re in Control

Waiting for reports should not feel like waiting for a slow elevator. Speed matters in business decisions. Check out the below factors when choosing the best BI tool.

Unlike Automated Flows that run on their own, Instant Flows need a manual trigger—just like pressing a button to turn on the lights. They can be triggered from:

• Power Automate mobile app
• MS Power Apps
• Microsoft Teams

Who Benefits the Most?

• Managers & Executives -> Approve documents on the go.
• Sales Teams -> Instantly log meeting notes into CRM.
• Field Service Teams -> Trigger reports from mobile devices.

Here's how you can run instant flows in Power Automate.

Instant Flows Use Cases: Where Can You Use It?

Check out some of the top scenarios and use cases of Microsoft Flow that you might find particularly useful.

Scenario	Example
Task Reminders	Click a button to send an urgent reminder email.
Approval Processes	Approve expense reports from mobile.
Data Capture	Submit feedback forms instantly

Why Use Instant Flows?

• On-demand execution – You decide when it runs.
• Flexible & mobile-friendly – Works from anywhere.
• Simplifies approvals & requests – No more email chains!

Need quick actions at your fingertips? Instant Flows got you covered!

Improve your business decisions with Power BI consulting services

Let’s Connect

3. Scheduled Flows: Set It and Forget It

Wouldn’t it be great if reports landed in your inbox automatically every morning? Scheduled Flows handle that - they run at predefined times without human intervention.

Time-Based Triggers: Automation on a Timer

Think of this like setting an alarm—once configured, it runs at:

• Daily, weekly, or custom intervals
• Specific times of the day
• End-of-the-month reports

Read More: Power Automate License Types

Who Benefits the Most with Scheduled Types of Flows?

• Finance Teams -> Automate invoicing reminders.

• IT Teams -> Schedule data backups.

• Marketing Teams -> Send automated newsletters.

Scheduled Flow Use Cases

Below are some of the most effective scenarios and examples of Power Automate Scheduled Flows that you may find beneficial. This is how you can utilize it.

Scenario	Example
Data Backups	Run daily database backups automatically.
Reporting	Generate & send weekly performance reports.
Task Scheduling	Clean up outdated files every month.

Why Use Scheduled Flows?

• Consistency – Ensures timely execution.

• No manual effort – Automates routine work.

• Reliability – Runs in the background, rain or shine.

Why worry about deadlines when your Power Automate flows can handle it for you?

Image source

4. Desktop Flows: Automating the Traditional Way

Ever wished your computer could do all the repetitive tasks for you? Desktop Flows makes that possible by automating actions on legacy desktop applications.

RPA Capabilities:

Desktop Flows use Robotic Process Automation (RPA) to interact with apps just like a human would—clicking buttons, filling forms, and copying data.

Who Benefits the Most with Desktop Flows?

• Finance & HR Teams -> Automate payroll processing.
• Customer Support -> Auto-fill forms for service requests.
• IT Teams -> Automate software installations.

Build cloud-based apps securely with our Azure App Development Services

Get in touch

Use Cases of Desktop Flows

Listed here are some of the best examples and applications of Desktop Flows that you might find especially useful. Here’s how you can make use of it.

Scenario	Example
Data Entry Automation	Auto-fill Excel sheets from old software.
Repetitive Task Execution	Automate invoice processing.
File Management	Move & rename files based on rules.

Why Use Desktop Flows?

• No need for APIs – Works with apps that don’t support integration.
• Saves time & reduces errors – No more copy-pasting!
• Brings old systems into the modern world – Automates legacy apps.

Still relying on manual desktop tasks? It’s time to automate your business processes! Partner with iFour for Power Automate Consulting Services.

5. Business Process Flows: Your GPS for Workflows

Imagine onboarding a new employee—HR, IT, and Finance all need to complete tasks in sequence. Business Process Flows (BPFs) guide users step by step to ensure nothing is missed.

Read More: Logic Apps vs Power Automate: 15 Key Differences Explained

Guided Processes to Help You Stay on Track

BPFs enforce structured workflows, ensuring tasks follow a specific path. Just like GPS, they guide users through each step until completion.

Image source

Who Benefits the Most with Business Process Flows (BPFs)?

• Sales Teams -> Manage deal stages efficiently.
• HR Teams -> Standardize hiring & onboarding.
• Customer Service -> Handle support tickets methodically.

Business Process Flows Use Cases

Below are some of the most effective scenarios and use cases for Business Process Flows that you may find beneficial. This is how you can utilize it.

Scenario	Example
Sales Pipeline Management	Guide sales teams through deal stages.
HR Onboarding	Ensure every step is completed for new hires.
Customer Service	Standardize issue resolution steps.

Why Use Business Process Flows?

• Ensures process adherence – No skipped steps.

• Standardizes workflows – Reduces confusion.

• Improves compliance – Keeps records for audits.

Need a structured way to complete business tasks? BPFs got your back!

Simplify data management and analytics with MS Fabric consulting services

Let’s Connect

6. UI Flows: Automate Without APIs

Think of UI Flows as your digital assistant that mimics your clicks and keystrokes, automating actions on both web and desktop applications.

User Interface Automation: Simulating Human Interaction

Unlike API-based automation, UI Flows:

• Interact with UI elements (buttons, text fields, dropdowns)
• Fill forms, click links, copy-paste data
• Work with apps that don’t support integration

Who Benefits the Most with UI Flows?

• Data Analysts -> Automate data extraction from websites.

• HR Teams -> Auto-fill job applications.

• Finance Teams -> Automate invoice processing on web portals./p>

Read More: Power Apps vs Power Automate: When to Use What?

Use Cases of UI Flows

Let’s check out some of the most effective scenarios and use cases for UI Flows that are worth knowing. Here’s how you can utilize it.

Scenario	Example
Form Submissions	Auto-fill online forms using stored data.
Data Scraping	Extract financial data from websites.
Repetitive Web Tasks	Automate login, navigation, and data entry.

Why Use UI Flows in Power Automate?

• Works even when APIs don’t exist
• Eliminates manual errors
• Saves hours of tedious work

Need to automate tasks across different applications? UI Flows make it effortless!

So, that’s how the types of Power Automate flows contribute to automating your business processes. We hope this guide is helpful and informative.

If you need help selecting the best one from the types of flows in Power Automate, feel free to contact us. As a Microsoft Certified Solutions Partner, we can even assist you with Power Platform consulting services to fulfil your application requirements.

Types Of Power Automate Flows – A CTO’s Guide Power Automation is no longer an option but a necessity for every firm, be it legal, fintech, aviation, or healthcare. In times of hectic schedules, just imagine there you have an assistant who manages everything automatically like Sorting your emails, Reports updating, Notifying your team, Triggering alerts when the problem occurs, etc. That’s exactly what Automated Flows in Power Automate do. Now what are automated Flows? These are basically event-driven workflows that run spontaneously (automatically) when specific conditions are met. No manual intervention — Just set it once, and let the magic happen. In this blog, we will look at the types of flows in Power Automate and how each one sets itself apart. Types Of Flows In Power Automate Workflow automation is precisely the key function of Automated flows, but how many types of Power Automate flows are there is something you might be thinking of. There are mainly six types of flows in Power Automate: 1. Automated Flows (Triggered by specific events). 2. Scheduled Flows (Run at specific times). 3. Instant Flows (Manually triggered). 4. Desktop Flows (For on-premises tasks). 5. Business Process Flows (For streamlining processes). 6. UI Flows (Automation without APIs) Each flow type has its own purpose. Let’s delve further and understand how each flow contributes specifically to simplifying your business workflow. Get low-code MVPs quickly with our Power Apps consulting services Let’s Connect 1. Automated Flows Imagine a light sensor which turns on when it gets dark and off when gets bright. Automated Flows work the same way. They activate when: A new email arrives in Outlook. A file is added to a SharePoint folder. A record is created/updated in a CRM. A form is submitted in Microsoft Forms. No clicks required — just pure automation! Here’s how to create a cloud flow in Power Automate. Who Benefits the Most with Automated Flows? Triggered type of flow often benefits Human resources, Sales, and IT departments. Here’s how: HR teams -> Automate onboarding emails for new hires. Sales teams -> Instantly update CRM when a lead fills out a form. IT departments -> Get alerts when a system issue is detected. Use Cases of Automated Flows: Given below are some of the best scenarios and use cases of Power Automate that you might find particularly helpful. Here’s where you can apply it. Scenario Automated Flow Example Customer Support Auto-respond to inquiries & create support tickets. Finance Notify teams of payment approvals or budget updates. Marketing Send follow-up emails when a lead downloads content. Read More: How to Automate Power BI Reports Using Power Automate Why Use Automated Flows? (The Benefits) Saves time – No more repetitive manual tasks. Reduces errors – Eliminates human mistakes in data entry. Boosts efficiency – Lets teams focus on strategic work, not admin tasks. Is your business still relying on manual processes? It’s time to automate! Let’s connect to learn which type of flow suits you the most. 2. Instant Flows: Power at Your Fingertips Imagine a "magic button" that instantly performs a task with just one click—whether it’s sending a reminder, approving a request, or triggering a process. That’s Instant Flows for you. Manual Triggers: You’re in Control Waiting for reports should not feel like waiting for a slow elevator. Speed matters in business decisions. Check out the below factors when choosing the best BI tool. Unlike Automated Flows that run on their own, Instant Flows need a manual trigger—just like pressing a button to turn on the lights. They can be triggered from: Power Automate mobile app MS Power Apps Microsoft Teams Who Benefits the Most? Managers & Executives -> Approve documents on the go. Sales Teams -> Instantly log meeting notes into CRM. Field Service Teams -> Trigger reports from mobile devices. Here's how you can run instant flows in Power Automate. Instant Flows Use Cases: Where Can You Use It? Check out some of the top scenarios and use cases of Microsoft Flow that you might find particularly useful. Scenario Example Task Reminders Click a button to send an urgent reminder email. Approval Processes Approve expense reports from mobile. Data Capture Submit feedback forms instantly Why Use Instant Flows? On-demand execution – You decide when it runs. Flexible & mobile-friendly – Works from anywhere. Simplifies approvals & requests – No more email chains! Need quick actions at your fingertips? Instant Flows got you covered! Improve your business decisions with Power BI consulting services Let’s Connect 3. Scheduled Flows: Set It and Forget It Wouldn’t it be great if reports landed in your inbox automatically every morning? Scheduled Flows handle that - they run at predefined times without human intervention. Time-Based Triggers: Automation on a Timer Think of this like setting an alarm—once configured, it runs at: Daily, weekly, or custom intervals Specific times of the day End-of-the-month reports Read More: Power Automate License Types Who Benefits the Most with Scheduled Types of Flows? Finance Teams -> Automate invoicing reminders. IT Teams -> Schedule data backups. Marketing Teams -> Send automated newsletters. Scheduled Flow Use Cases Below are some of the most effective scenarios and examples of Power Automate Scheduled Flows that you may find beneficial. This is how you can utilize it. Scenario Example Data Backups Run daily database backups automatically. Reporting Generate & send weekly performance reports. Task Scheduling Clean up outdated files every month. Why Use Scheduled Flows? Consistency – Ensures timely execution. No manual effort – Automates routine work. Reliability – Runs in the background, rain or shine. Why worry about deadlines when your Power Automate flows can handle it for you? Image source 4. Desktop Flows: Automating the Traditional Way Ever wished your computer could do all the repetitive tasks for you? Desktop Flows makes that possible by automating actions on legacy desktop applications. RPA Capabilities: Desktop Flows use Robotic Process Automation (RPA) to interact with apps just like a human would—clicking buttons, filling forms, and copying data. Who Benefits the Most with Desktop Flows? Finance & HR Teams -> Automate payroll processing. Customer Support -> Auto-fill forms for service requests. IT Teams -> Automate software installations. Build cloud-based apps securely with our Azure App Development Services Get in touch Use Cases of Desktop Flows Listed here are some of the best examples and applications of Desktop Flows that you might find especially useful. Here’s how you can make use of it. Scenario Example Data Entry Automation Auto-fill Excel sheets from old software. Repetitive Task Execution Automate invoice processing. File Management Move & rename files based on rules. Why Use Desktop Flows? No need for APIs – Works with apps that don’t support integration. Saves time & reduces errors – No more copy-pasting! Brings old systems into the modern world – Automates legacy apps. Still relying on manual desktop tasks? It’s time to automate your business processes! Partner with iFour for Power Automate Consulting Services. 5. Business Process Flows: Your GPS for Workflows Imagine onboarding a new employee—HR, IT, and Finance all need to complete tasks in sequence. Business Process Flows (BPFs) guide users step by step to ensure nothing is missed. Read More: Logic Apps vs Power Automate: 15 Key Differences Explained Guided Processes to Help You Stay on Track BPFs enforce structured workflows, ensuring tasks follow a specific path. Just like GPS, they guide users through each step until completion. Image source Who Benefits the Most with Business Process Flows (BPFs)? Sales Teams -> Manage deal stages efficiently. HR Teams -> Standardize hiring & onboarding. Customer Service -> Handle support tickets methodically. Business Process Flows Use Cases Below are some of the most effective scenarios and use cases for Business Process Flows that you may find beneficial. This is how you can utilize it. Scenario Example Sales Pipeline Management Guide sales teams through deal stages. HR Onboarding Ensure every step is completed for new hires. Customer Service Standardize issue resolution steps. Why Use Business Process Flows? Ensures process adherence – No skipped steps. Standardizes workflows – Reduces confusion. Improves compliance – Keeps records for audits. Need a structured way to complete business tasks? BPFs got your back! Simplify data management and analytics with MS Fabric consulting services Let’s Connect 6. UI Flows: Automate Without APIs Think of UI Flows as your digital assistant that mimics your clicks and keystrokes, automating actions on both web and desktop applications. User Interface Automation: Simulating Human Interaction Unlike API-based automation, UI Flows: Interact with UI elements (buttons, text fields, dropdowns) Fill forms, click links, copy-paste data Work with apps that don’t support integration Who Benefits the Most with UI Flows? Data Analysts -> Automate data extraction from websites. HR Teams -> Auto-fill job applications. Finance Teams -> Automate invoice processing on web portals./p> Read More: Power Apps vs Power Automate: When to Use What? Use Cases of UI Flows Let’s check out some of the most effective scenarios and use cases for UI Flows that are worth knowing. Here’s how you can utilize it. Scenario Example Form Submissions Auto-fill online forms using stored data. Data Scraping Extract financial data from websites. Repetitive Web Tasks Automate login, navigation, and data entry. Why Use UI Flows in Power Automate? Works even when APIs don’t exist Eliminates manual errors Saves hours of tedious work Need to automate tasks across different applications? UI Flows make it effortless! So, that’s how the types of Power Automate flows contribute to automating your business processes. We hope this guide is helpful and informative. If you need help selecting the best one from the types of flows in Power Automate, feel free to contact us. As a Microsoft Certified Solutions Partner, we can even assist you with Power Platform consulting services to fulfil your application requirements. Types of Power Automate Flows - Final Thoughts Workflow automation is precisely the key function of Automated Flows which enables you to work smarter, not harder. This blog went through the types of flows available in Power Automate and here is the summary of each: 1. Business Process Flows (For streamlining processes). 2. Automated Flows (Triggered by specific events). 3. Scheduled Flows (Run at specific times). 4. Instant Flows (Manually triggered). 5. UI Flows (Automation without APIs) 6. Desktop Flows (For on-premises tasks). Power Automation can be applied to any industry be it fintech, healthcare, fleet, or legal. Choosing the right flow depends on what you need—instant actions, scheduled tasks, UI automation, or complex workflows. So, which one fits your business best? Let’s connect and simplify. FAQs on Power Automate flow types 1. What are the disadvantages of Power Automate flow? Disadvantages of Power Automate Flow Complexity: Can be complex to set up for beginners. Performance: Task automation may slow down with large data sets. Cost: Some features require premium plans. 2. How many flows can you have in Power Automate? You can create up to 250 flows per user. 500 actions per workflow Variables per workflow

Kapil Panchal

A passionate Technical writer and an SEO freak working as a Content Development Manager at iFour Technolab, USA. With extensive experience in IT, Services, and Product sectors, I relish writing about technology and love sharing exceptional insights on various platforms. I believe in constant learning and am passionate about being better every day.