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12 Power Automate Use Cases Ready for Deployment
Published: March 21st, 2025 by Ivan Farafonov
In today’s world where speed is everything, and especially in a business environment, automation is key to increasing efficiency, reducing errors, and maximizing productivity. Everyone knows that time is money. Microsoft Power Automate offers a powerful solution for automating repetitive tasks, integrating systems, and optimizing business processes. This article shows what are some common use cases for Power Automate.
Power Automate Use Cases Examples
Scenario: Content Posting
What are some advanced use cases for Power Automate? Content posting is a way to say about the company and its life to the whole world. Advertisement in social media requires regularity to be on top. Write posts, set publishing dates and leave it on Power Automate. Be free from publishing routines!
There is an example of posts in the table.
In this case is considered that only one post could be published during the day. Considering the frequency of publishing, we create a flow that runs every day.
The flow filter records by date of publishing and makes a post on the platform.
In this example the post is published on LinkedIn.
Business Value:
- Reduce routine work.
- Speeding up the post-publishing process.
Scenario: Ticket Assignment
One of the Power Automate business use cases is communication with a client. The rapid resolution of customer issues depends on the speed with which the issue is forwarded to the appropriate specialist.
How it works:
- When a client creates a support the flow is triggered.
- It takes the list of specialists of the category chosen in the ticket.
- If there is more than one specialist in the needed category, the flow chooses the one by specific rule (for example: calculate who has more available hours)
- The flow assigns the ticket to the right specialist and sends a notification about the ticket info.
Business Value:
- Reduce manual work.
- Speeding up the ticket assignment process.
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Scenario: Employee Onboarding
When a new employee joins a company, many steps need to be taken, including creating a work email, accessing work instruments and a cloud workspace, sharing guides and instructions.
One of the use cases for Power Automate is such process automatization. When a new employee is registered in the system, the person responsible for providing a work account and all accesses will be notified, then a set of guides and instructions for newbies will be sent for a new colleague.
Let’s say each employee should have a folder on the SharePoint shared library. The newbie is added to the company employees list.
This is when the work of the flow starts. It takes the full name of the employee and creates a folder for her.
We can see a new folder in a second.
Business Value:
- Reducing the probability of mistakes.
- Speeding up the onboarding process.
Scenario: AI Text Summarizing
Working with content takes a lot of time. AI can help by transforming marketing research text into key points, summarizing product feedback, summarizing news and improving storytelling This is one of the Microsoft Power Automate use cases that can even improve communication with AI.
How it works:
- The flow could be triggered on HTTP requests by the user button click in the system.
- Inside the flow content is extracted from the request.
- AI connected to the flow processes the text according to used prompts.
- The result of the AI work returns to the user.
Business Value:
- Optimization of the research process
- Optimization of user feedback processing
- Speeding up the content-making process
Scenario: Notification On Task Assignment
Task management affects the project and company. Notifying an employee about a newly assigned task helps keep the process clear. Automated notifications are one of the use cases of Power Automate.
How it works:
- When a new task is created the flow work starts.
- The flow extracts assignee information from the task and creates system a notification.
- The user receives a notification on the panel.
This is a simple example of CRM notification integration and Power Automate. Except this way, it is also possible to send an email or teams notification.
Business Value:
- Optimization of the task management process.
- Keep an employee with up-to-date information.
- Speeding up the notification on the task assignment process.
Scenario: Report Generation
The report generation routine requires patience and time. Automation of such kind of process gives an advantage. Power Automate is capable of managing different kinds of reports: sales orders reports, daily leads status reports, monthly financial reports and much more.
Here is a small example of usage:
The company purchases office supplies and needs to prepare a purchase report every month.
- The flow runs monthly at the appointed time.
- It takes a list of office equipment bought this month, parses the information and calculates the total spent sum.
- Purchase information is converted into a table.
- The report is saved to the SharePoint specified folder.
- The newly generated report is available for review.
Business Value:
- All reports are ready in time.
- Reduce the probability of mistakes in the reports.
- Speeding up the report generation process.
If you need help with your Power Automate system, you may hire Power Automate consultant with us and get reliable assistance!
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Scenario: Invoice Payment Reminder
The automated payment reminder helps to keep a client informed about the invoice payment step. It allows setting up a set of reminders in different time scopes with no need for the employee to communicate with a client directly and spend time on letters sending.
How it works:
In this example we have an order in unpaid status and the filled in payment due date field.
- The flow runs daily and takes records where payment needs to be provided in the 3-day term.
- It gets the email from the customer mentioned in the order record.
- The reminder letter is formed and sent to the customer.
- The payment reminder is received by the customer.
Business Value:
- Payment reminders are sent on time.
- Reduce the probability of unpaid invoices/orders.
- Speeding up the reminders set up process
Scenario: Expense Approval
Automated expense approval helps to avoid mistakes in invoices and gives an opportunity to track expense approval status. Approval requests are ready in a few seconds which reduces delays. You can forget about sending hundreds of documents by email manually.
How it works:
- The flow could be triggered by uploading a document to a specific folder or list, status change, or button click.
- The document will be sent to the appropriate person or team by email with options to approve or reject the document and leave a comment.
- The document owner will receive the approver's decision.
Business Value:
- Enchases financial management.
- Reduce delays.
Scenario: Inventory Management
Keeping inventory in stock makes a business a well-established mechanism. Waiting for a product, part, or tool to arrive stops work and gets on the customer’s nerves. Automated inventory management allows to order needed things in time before it turns into trouble.
How it works:
- Each day the flow checks if the current amount of product is greater than the specified minimum count for this product.
- It calculates the difference between the preferred and current amount.
- Then the flow makes an API request to order a needed count of the product.
Business Value:
- Saves time that needs to be spent on inventory management.
- Reduce delays in order supply.
Scenario: Save Email Attachments
Usually, email attachments need to be saved, but manual steps take time. Power Automate allows to save attachments once an email is received.
How it works:
- When a new email arrives, the flow is triggered.
- It extracts all attachments.
- Each file is saved to SharePoint due to set up rules.
It is also possible to apply filters on arrived emails. For example, only emails with a specific subject and sender will be processed.
Business Value:
- Saves time that needs to be spent on manual email attachment management
- Reduce the probability of attachments incorrectly placing
If you want to learn more about using Power Automate in Sharepoint, read our article: How to Use Power Automate in SharePoint?
Scenario: Document Approval Process
Documents are something that businesses always deal with. Sometimes even one incorrect symbol can cost a lot. That’s why it’s worth reviewing and approving the document. The fastest way to do this is to use a document approval process. This is one of the best use cases for Power Automate.
Here is a simple example of usage:
When the document is uploaded to a specific folder approval request is sent to the relevant person.
Depending on a reviewer’s decision, content could be approved.
User will be notified about results and see a document status in the environment.
Business Value:
- Improving the quality of document management.
- Speeding up the document approval process.
Scenario: Employee Feedback Surveys
Satisfied employees are the key to a successful project. This case can be attributed to Power Automate use cases for project management. It gives an opportunity to automate the collecting survey respones process and transform the data into a suitable form for the next manipulations as summary diagrams or spreadsheets.
How it works:
- User built a Microsoft Form.
- The flow runs when a response is submitted.
- It extracts data from the response.
- A new item in SharePoint is created with response data.
- The person responsible for the survey receives a notification about the new response.
Business Value:
- Saves time that needs to be spent on manual data transformation for future manipulations.
- Gives the opportunity for custom actions
Conclusion
Power Automate use cases could be applied to industries and business types, offering organizations a powerful way to enhance efficiency and streamline operations. Automation saves time by reducing manual work. Employees could be free from boring daily routines such as email attachments saving, sending reminders to clients or colleagues, posts publishing and reports creation.
That gives an opportunity to focus on other important things which improves the company’s performance. Why not start automating your business processes today?
If you need any assistance with your setup or customization, we are here to help. Our consultants are familiar with any flow setup, customization, and integration. They are ready to use their knowledge to optimize your system and make it work for you. Hire Microsoft Power Automate developer with us and enjoy fruitful cooperation!
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