Desktop flow in Power Automate: automate desktop tasks

What Are Desktop Flows in Power Automate?

Desktop flows in Microsoft Power Automate are designed to take the tedious, repetitive tasks you do on your Windows computer and turn them into automated routines. Think of them as a key part of Power Automate’s Robotic Process Automation (RPA) toolkit—helping businesses of all sizes cut down on manual work, save time, and boost accuracy, all without needing advanced programming skills. The way desktop flows work is by copying the actions you would normally do yourself—like clicking through desktop programs, entering data into older software, or even working with web browsers. This flexibility means they can be a game-changer for lots of different business needs.

It’s worth considering that desktop flows are especially helpful in workplaces where there’s a lot of manual data entry, switching between several applications, or following the same steps over and over. For instance, if you’re in financial services, you might use a desktop flow to automate reconciliation tasks that pull info from multiple systems and spreadsheets. In healthcare, desktop flows can make a big difference by automating how patient data gets entered into electronic health records, especially when those systems don’t connect easily with newer software. By simulating human actions, desktop flows help organizations connect the dots between old and new tech, leading to better efficiency and fewer mistakes.

On the other hand, cloud flows are focused on automating tasks in the cloud, like connecting web services or cloud apps. Desktop flows, though, interact right on your local machine, working with files and programs that might not be accessible online. That’s something you should keep in mind if your organization relies on legacy systems or desktop-only apps—desktop flows can fill in the gaps where cloud automation just isn’t enough.

Maximize your efficiency with Microsoft’s advanced automation solutions. As a dedicated power platform consulting services provider, we specialize in creating tailored strategies to integrate robust automation within your organization. Whether you’re in need of custom desktop flows or seamless cloud integrations, our expert guidance streamlines processes and elevates operational success.

Key Features and Capabilities

Desktop flows come packed with features that make desktop automation approachable and powerful.

• Drag-and-drop flow designer: Build automations visually without writing code.
• Library of over 400 pre-built actions: Includes actions for clicking buttons, entering data, opening files, and pulling information from web pages.
• Use case organization: Actions are grouped for tasks like working with Excel, automating browsers (Microsoft Edge, Chrome), handling PDFs, and Windows dialogs.
• Recording functionality: Capture your steps in an application, which Power Automate then converts into automation steps.
• Cross-application recording: Seamlessly record processes that involve both desktop and web applications.
• Error handling: Automatically manages unexpected events during automation, keeping your flows running smoothly.
• Centralized logging and monitoring: Track activity, troubleshoot issues, and maintain compliance with detailed logs and audit trails.
• Integration with Microsoft security tools: Enhanced protection and control through tools like Defender and Azure Active Directory.
• Hybrid automation: Combine desktop and cloud flows for expanded automation scenarios.

For example, if you get a new invoice in a shared mailbox, a cloud flow could spot it and trigger a desktop flow to process and archive it in a legacy accounting app. Being able to connect cloud and desktop automations like this is one of the big strengths of the Power Platform.

How Desktop Flows Work

Desktop flows operate by recognizing and interacting with the elements you see in Windows applications and web browsers. Using the flow designer, you can string together actions like mouse clicks, typing, or copying data, arranging them in the exact order you want.

• UI automation frameworks: Power Automate relies on Microsoft UI Automation and accessibility APIs for reliable interaction with on-screen elements.
• Action building: Drag actions from the library or use the recorder to capture your steps.
• Robustness: Recognizes buttons, text fields, and menus, so flows keep working even if app layouts change.
• Advanced features: Selectors and image-based recognition for applications where standard identification doesn’t work.
• Manual and automated execution: Run flows manually or trigger them automatically via cloud flows or schedules.
• Integration with local resources: Connect to databases, file systems, email clients, and more.

For example, you might set up a desktop flow to pull data from a proprietary database, generate a report in Excel, and email it out—no manual steps required. If you’re using tools like Outlook, SQL Server, or SharePoint, desktop flows can tie everything together for a seamless business process.

Desktop Flow Use Cases and Examples

Desktop flows are highly adaptable across industries and departments. Common scenarios include:

• Automating data entry from spreadsheets into business applications
• Scraping information from web portals
• Bridging the gap with legacy systems that don’t have APIs
• Invoice processing: Reading invoice data from email attachments, entering details into accounting systems, and updating databases
• Report generation: Gathering data from different sources, compiling in Excel, and emailing results automatically
• Insurance: Extracting info from scanned claim documents and entering it into policy management software
• HR: Automating onboarding by creating records in multiple systems
• File and folder management: Sorting documents by content or moving files between systems
• Customer service: Opening support tickets or updating customer records

It’s also important to know that desktop flows can help with compliance. They can regularly check local systems for policy violations or needed updates, and then send alerts or reports to the right people. This approach helps organizations stay on top of regulations and reduce risk.

Creating Your First Desktop Flow

To get started:

1. Install Power Automate Desktop: Included with Windows 11 and available for other supported Windows versions. Requires administrator privileges and sometimes enabling components like the .NET framework.
2. Enterprise deployment: IT teams can use tools like Microsoft Endpoint Manager to roll out Power Automate Desktop across multiple computers.
3. Launch and sign in: Open the Power Automate Desktop console and sign in with your Microsoft account.
4. Create your flow: Start from scratch or use a ready-made template. The drag-and-drop designer and recorder make setup easy.
5. Customize with templates: Microsoft and the Power Platform community offer templates for common scenarios, which can be tailored to your needs.
6. Test your flow: Run it step by step, use the built-in debugger, and review centralized logs for performance insights.
7. Collaborate and refine: Use collaboration tools for team reviews and improvements.
8. Deploy: Save, share, or connect your flow with cloud flows for broader business processes.

Attended vs Unattended Desktop Flows

There are two main ways to run desktop flows in Power Automate:

• Attended flows are great for scenarios where human oversight or decision-making is needed.
• Unattended flows are ideal for high-volume, repetitive work that doesn’t require user input.

For example, companies might need to set up secure, dedicated machines for unattended flows, use role-based access controls, and follow IT governance policies. Microsoft offers best practices and detailed documentation for securing these environments, helping organizations meet standards like ISO 27001 and GDPR.

Desktop Flows vs Competitors

When it comes to RPA, Microsoft Power Automate’s desktop flows are in direct competition with platforms like UiPath.

When making a choice, consider:

• Licensing costs
• Integration with your existing systems
• Scalability
• Team skill level
• Community and support resources

Microsoft offers extensive documentation, active user forums, and frequent updates, which can make a big difference for long-term success with automation.

Best Practices and Optimization

To get the most out of desktop flows, follow these best practices:

• Make flows modular, using reusable components for frequent tasks.
• Include error handling at each step for graceful recovery.
• Use subflows for repetitive actions (e.g., logging in, data checks).
• Add logging at key points for troubleshooting and tracking.
• Optimize performance by removing unnecessary steps and handling data efficiently.
• Distribute workloads across multiple machines if needed.
• Regularly check flow logs to spot and resolve issues.
• Use Power Automate’s analytics dashboards to track execution times, error rates, and resource use.
• Set standards for documentation and version control.
• Adopt a governance framework, like Microsoft’s Center of Excellence (CoE) Starter Kit, to enforce best practices and encourage knowledge sharing.

Pricing and Licensing Options

Microsoft Power Automate offers several licensing options for desktop flows:

• Personal use: Included with Windows 11 at no extra cost.
• Business use: Per-user and per-process licensing for both attended and unattended automation.
• Flexible plans: Choose from per user with attended RPA, per flow, or per user with unattended RPA.
• Pay-as-you-go: Useful for variable automation needs.
• Add-ons: AI Builder for document processing, premium connectors for third-party systems.

When evaluating pricing, consider:

• License costs
• Savings from reduced manual work and errors
• Faster, more efficient processes

A thorough cost-benefit analysis can help justify automation investments, highlighting benefits like quicker turnaround times, lower error rates, and improved employee satisfaction. Consulting with certified Microsoft partners or solution providers can also help you fine-tune your licensing strategy and get the most out of Power Automate Desktop flows.

Frequently Asked Questions

What’s the main difference between desktop flows and cloud flows?

Desktop flows automate tasks on your local machine, interacting with desktop apps and files. Cloud flows automate processes in the cloud, connecting web services and cloud-based applications.

Do I need to know how to code to use desktop flows?

No, desktop flows are designed for users of all backgrounds. The drag-and-drop designer and recorder make it easy to build automations without programming knowledge.

Can desktop flows help with compliance?

Yes, desktop flows can regularly check systems for policy violations or updates, send alerts, and generate reports, supporting regulatory compliance.

What are the licensing options for businesses?

Businesses can choose from per-user, per-flow, or unattended RPA plans, plus pay-as-you-go options and add-ons for advanced features.

How do desktop flows compare with UiPath?

Power Automate Desktop is ideal for organizations using Microsoft 365 and Azure, offering user-friendly integration and included personal use with Windows 11. UiPath is strong in advanced and specialized automation, especially for non-Microsoft environments.