When an organization has been around for a while, it is likely that there are processes that are highly manual and take a lot of time to complete. Over the past decade or so, there has been increasing movement towards automation of processes using tools like workflows, or even robotic process automation (RPA).
Creation of workflows has been around for a while, and often these workflows become highly dependent on the platform that they are created in. So, as you consider digital transformation on a broader scale, you are forced to consider the implications of re-creating workflows in your new digital environments.
If you are considering moving into Microsoft 365, you can feel confident that Microsoft Power Automate does offer automation capabilities built into the Microsoft 365 stack. The tools offered by power automate include basic process automation with flows, all the way through to complex automation with robotic process automation.
As you consider the transformation ahead, there are a few considerations about power automate that may change your direction.
Power Automate flows do not have loops, so if your existing workflows have any loops within them, a redesign will be required to use power automate.
Power Automate flows and after 28 days automatically.
Power Automate licensing is not included in Microsoft 365 E5 licensing, so be prepared to add on additional licenses for users who participate in workflows. A nuance to this is that if an occasional user is just filling out a form which attaches to a workflow, you do not need to license every user who will fill out the form.
If any of the above limitations concern you, you should consider a third-party workflow product to handle your process automation outside of the Microsoft 365 stack. There are plenty of third-party products which connects nicely with Microsoft 365, and those products will be your best option going forward.
If you are able to use Power Automate, consider the following for your workflow migration:
Make sure you have detailed documentation of the steps, and any logic included in the workflow.
Identify any dependencies or connections to external systems or to file storage locations, and ensure they are documented in depth.
If your workflow integrates with another system, it is best to ensure that that other system has an API that the workflow can connect to. If there is no API, you will likely need more custom development to make the workflow function. If there is an API, there are built in steps within Power Automate that will help you make API calls to connect with the system.
Identify the entry point, participants, logic, and how the user will interact with the workflow.
Note that Power Automate may have a slightly different interface compared to some other systems, so there may be some user interface updates to be made. For example, if your old workflow had users entering data into a workflow screen, there may be the need to have forms or lists available to take that place.
Where necessary, re-architect the flow of the workflow to accomplish the same goal but within the constraints of the platform.
This step may take some trial and error, but generally should be straightforward if the right workflow is chosen.
If you hit a roadblock, consider potential changes to the workflow to suit Power Automate.
Once you have understanding of the existing workflow, use the editor to add steps and create the linear workflow in Power Automate. You should leverage conditions and other flow controls to make the workflow streamlined while leveraging any available connectors to achieve the goals set out in the documentation.
Note that the additional licensing you will pay for provides you with access to all premium connectors as well, which include specialty connectors to third party products like Adobe.
Test your workflow thoroughly and ensure that the logic and functions work effectively before launching and training users on the platform.
As a separate layer on top of this, if you want to orchestrate multiple workflows as part of a bigger business process, using a Power App may be the better route. A power app allows you to create a user interface for your process, and orchestrate multiple flows if necessary, on the data shown in the interface.
While a Power App is more complex and does take additional licensing, a power up maybe a more permanent solution to creating business applications that specifically suit your needs. And the good news is, both of these products are accessible and easy to use which increase the ability of your technical people to update and maintain the workflows going forward, or even to create new workflows.
If any of the above steps are of a concern to you, feel free to reach out to Cadence Solutions as we are an expert provider of Power Automate flows and Power Apps for our clients.
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