Cloud Flows: Automate Without Code
Cloud flows are the backbone of Power Automate. Learn the three trigger types, how connectors work, and how to use templates to build automations in minutes.
What is a cloud flow?
Think of it like a chain of dominoes.
You set up the first domino (the trigger) and line up the rest (the actions). When something tips the first domino, all the others fall in order — automatically.
A cloud flow works the same way. Something happens (you get an email, a file is uploaded, a time arrives), and Power Automate runs a series of steps you defined. No code required.
The three types of cloud flows
Every cloud flow starts with a trigger — the event that kicks it off. There are three trigger types, and the exam loves to test this.
| Feature | Automated | Instant | Scheduled |
|---|---|---|---|
| Trigger | An event happens | User clicks a button | A set time arrives |
| Example | New email in Outlook | Press a button in mobile app | Every Monday at 9 AM |
| Runs automatically? | Yes — fires when event occurs | No — requires manual start | Yes — runs on a schedule |
| Common use | Notifications, file processing | Quick actions, data entry | Reports, data syncs, reminders |
| User involvement | None after setup | User triggers each time | None after setup |
Carlos puts it to work
Carlos at Greenleaf Health needs to streamline their new employee onboarding. Here is what he builds:
- Automated flow: When a new row is added to the “New Hires” SharePoint list, send a welcome email with onboarding documents attached
- Instant flow: HR managers press a button to generate an equipment request form for the new hire
- Scheduled flow: Every Friday at 5 PM, send a summary of all new hires added that week to the department heads
Each flow type solves a different problem. The trigger type you choose depends on when the flow should run.
Triggers vs actions
A flow has two building blocks:
| Component | What it does | Example |
|---|---|---|
| Trigger | Starts the flow (one per flow) | “When a new email arrives” |
| Action | Does something after the trigger (one or many) | “Send a Teams message” |
Every flow has exactly one trigger and one or more actions. Think of it as: one starting gun, many runners.
What are connectors?
A connector is a bridge between Power Automate and a service. Each connector provides triggers and actions for that service.
- Microsoft 365 connector gives you triggers like “When an email arrives” and actions like “Send an email”
- SharePoint connector gives you triggers like “When an item is created” and actions like “Create item”
- Twitter connector gives you triggers like “When a new tweet matches a search” and actions like “Post a tweet”
There are over 1,000 connectors available — both Microsoft and third-party. Connectors are grouped into Standard (included with most licences) and Premium (require additional licensing).
Cloud flow templates
You do not have to build every flow from scratch. Power Automate provides thousands of pre-built templates that you can use as a starting point.
Templates are ready-made flows for common scenarios:
- Save email attachments to OneDrive
- Get a push notification when your boss emails you
- Post a message to Teams when a Form response is submitted
- Track work hours in a Google Sheet
- Send approval requests for SharePoint documents
How templates work
- Browse or search the template gallery in Power Automate
- Pick a template that matches your need
- Sign in to the connectors it uses
- Customise if needed (or use it as-is)
- Save and turn it on
Exam tip: Templates vs building from blank
The exam may ask about the benefits of templates. Key points:
- Templates reduce development time — no need to start from scratch
- Templates show best practices for common scenarios
- Templates can be customised after you select them
- You can also create a flow from blank if no template fits your need
- Templates are a great way for beginners to learn how flows are structured
Standard vs Premium connectors
| Connector Type | Included With | Examples |
|---|---|---|
| Standard | Most Microsoft 365 and Power Automate licences | SharePoint, Outlook, Teams, OneDrive, Excel |
| Premium | Requires Power Automate Premium or per-flow licence | SQL Server, Salesforce, SAP, Adobe Sign, HTTP |
| Custom | Built by your organisation | Your company API, internal systems |
For the exam, remember: using a Premium connector in a flow means you need a Premium licence. Standard connectors are included with Microsoft 365.
Carlos’s onboarding flow — step by step
Here is what Carlos’s automated onboarding flow looks like:
- Trigger: When an item is created in the “New Hires” SharePoint list
- Action 1: Get the new hire’s name, role, and start date from the list item
- Action 2: Send a welcome email via Outlook with onboarding documents
- Action 3: Create a new row in the “Equipment Requests” Excel table
- Action 4: Post a message in the HR Teams channel announcing the new hire
One trigger, four actions, zero code. The flow runs every time someone adds a new hire to the list — even at 3 AM.
🎬 Video walkthrough
🎬 Video coming soon
Cloud Flows Explained — PL-900 Domain 4
Cloud Flows Explained — PL-900 Domain 4
~10 minFlashcards
Knowledge Check
Carlos wants a flow that runs every Monday morning to email a weekly report. Which type of cloud flow should he create?
How many triggers can a single cloud flow have?
Which of the following are benefits of using cloud flow templates? (Select TWO)
Next up: We will explore desktop flows and Process Mining — how Power Automate can automate tasks on your actual computer, not just in the cloud.