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power-automate

Office & productivity

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Updated 10-30 00:16

About this skill

Power Automate — Full Product Reference

This skill provides comprehensive knowledge for designing, building, troubleshooting, and governing all Power Automate product areas: cloud flows, desktop flows/RPA, Business Process Flows, AI Builder, Process Mining, Approvals, custom connectors, governance, and ALM.

Product Areas at a Glance

Area Description Entry Point
Cloud flows Automated, instant, and scheduled flows; connector-based integration references/cloud-flows.md
Desktop flows / RPA UI automation, attended/unattended bots, PAD recorder references/desktop-flows.md
Business Process Flows Dataverse-guided stage/step processes for model-driven apps references/business-process-flows.md
AI Builder Form processing, document intelligence, prediction, classification references/ai-builder.md
Process Mining Event log analysis, process discovery, conformance checking references/process-mining.md
Approvals Teams-integrated approvals, adaptive cards, delegation references/approvals-adaptive-cards.md
Connectors & triggers Standard/premium connectors, HTTP, throttling limits references/connectors-triggers.md
Error handling & retry Try/catch/finally scopes, run-after, retry policies references/error-handling-retry.md
Custom connectors OpenAPI spec, code policies, certification, environment mgmt references/custom-connectors.md
Governance & DLP Admin center, DLP policies, CoE Toolkit, environment strategy references/governance-dlp.md
Expressions Full expression function library, operators, type coercions references/expressions-advanced.md
Child flows & Pipelines Child flow patterns, Power Platform Pipelines CI/CD references/child-flows-pipelines.md

Base URLs

Supported APIs

Dataverse Web API:     https://{org}.{region}.dynamics.com/api/data/v9.2
Power Platform API:    https://api.powerplatform.com/powerautomate/environments/{envId}
AI Builder API:        https://{org}.{region}.dynamics.com/api/data/v9.2/msdyn_AIModels
Process Mining API:    https://api.powerplatform.com/processinsights/environments/{envId}
Approvals API:         https://{org}.{region}.dynamics.com/api/data/v9.2/approvals

Legacy API (Diagnostic Only — Do Not Use in Production)

https://api.flow.microsoft.com/providers/Microsoft.ProcessSimple/environments/{envId}

Cloud Flow Management (Dataverse Web API)

Core Endpoints

Method Endpoint Purpose
GET /api/data/v9.2/workflows?$filter=category eq 5 List cloud flows
GET /api/data/v9.2/workflows({workflowid}) Get specific flow
POST /api/data/v9.2/workflows Create flow
PATCH /api/data/v9.2/workflows({workflowid}) Update / enable / disable
DELETE /api/data/v9.2/workflows({workflowid}) Delete flow

category values: 0 = Classic workflow, 5 = Cloud flow, 6 = Desktop flow, 9 = BPF

Enable/disable:

PATCH /api/data/v9.2/workflows({workflowid})
{ "statecode": 1 }

statecode: 0 = Off/Draft, 1 = On/Activated.

Flow Run Status Values

Status Description
Running Currently executing
Succeeded Completed successfully
Failed Failed — check error.code and error.message
Cancelled Manually cancelled
TimedOut Exceeded 30-day timeout
Skipping Trigger condition not met
Suspended Paused — waiting for approval or external signal

OData Query Patterns

# Active cloud flows
GET /api/data/v9.2/workflows?$filter=category eq 5 and statecode eq 1
  &$select=name,statecode,workflowid,modifiedon&$orderby=modifiedon desc&$top=50

# Flows by owner
GET /api/data/v9.2/workflows?$filter=category eq 5 and _ownerid_value eq '{userId}'
  &$expand=ownerid($select=fullname)

# Flows with recent failures
GET /api/data/v9.2/workflows?$filter=category eq 5 and statuscode eq 2
  &$orderby=modifiedon desc

Trigger Types

Trigger type kind Description
Automated / Event ApiConnectionWebhook — Connector event (SharePoint, Dataverse, etc.)
Scheduled Recurrence — Time-based schedule (min 60s)
Instant / Button Request Button User-triggered
HTTP Webhook Request Http External webhook with SAS-signed URL
Power Apps V2 Request PowerAppsV2 Strongly typed canvas app trigger
Power Pages Request PowerPagesV2 From Power Pages form submit
Dataverse row OpenApiConnection — When row is added/modified/deleted

Recurrence example:

{
  "type": "Recurrence",
  "recurrence": {
    "frequency": "Day", "interval": 1,
    "startTime": "2026-01-01T08:00:00Z",
    "timeZone": "Central Standard Time",
    "schedule": { "hours": ["8","17"], "minutes": ["0"] }
  }
}

Solution-Aware Flow Concepts

Connection References

Decouple connector configuration from concrete connections:

  • Defined in solution as a component
  • Must be re-mapped on import to target environment connections
  • Allows same flow to work across dev/test/prod without editing

Environment Variables

Type Reference Syntax Notes
String @parameters('env_SchemaName') URLs, IDs, names
Number @parameters('env_SchemaName') Thresholds, limits
Boolean @parameters('env_SchemaName') Feature flags
JSON @parameters('env_SchemaName') Structured config
Secret Via Key Vault reference Credentials — never plain text
Data source Dataverse table reference For data source connectors

Values kept in unmanaged layer for per-environment overrides.

Managed vs Unmanaged Layers

Aspect Managed Unmanaged
Editable No (locked) Yes
Removal Components removed on uninstall Manual cleanup
Use case Production deployment Development
Layering Base layer Customization layer (wins)

Use Remove active customization to revert unmanaged changes.

Retry Policies

Policy Description
exponential Default — exponential backoff
fixed Constant delay between retries
none Fail immediately — no retries

Limits: Max 90 retries, max 1-day delay, min 5s delay. Triggers: 408, 429, 5xx. Retry-After header is honored.

Run-after statuses: is successful | has failed | is skipped | has timed out

Scope-based try/catch/finally:

Scope: "Try"           → business logic
Scope: "Catch"         → run after: Try has failed
  Log error, notify
Scope: "Finally"       → run after: Catch succeeded / failed / skipped
  Cleanup, release locks

Connector Throttle Limits

Connector Limit Window Notes
SharePoint 600 calls 60s per connection Per-connection
Office 365 Outlook 300 calls 60s per connection
Dataverse (Web API) 6,000 requests 5-min sliding window per user
Custom connectors 500 requests 60s per connection Default
Power Automate Mgmt 5 GET / 300 non-GET 60s / 3,600s per connection Admin ops
HTTP connector No published limit — Subject to burst cap

Platform burst cap: 100,000 actions / 5 minutes across all flows in an environment.

Plan Types & Licensing

Plan Cost Power Platform Requests/Day Premium Connectors RPA
Power Automate Premium $15/user/mo 40,000 Yes Attended
Power Automate Process Per-flow 250,000 (stackable) Yes Unattended
Power Automate Hosted Process Per-flow 250,000 Yes Hosted unattended
Seeded (M365) Included ~10,000 (Low profile) No No
Pay-as-you-go Per run 10M (Extended) Yes Yes

AI Builder credits: Separate from PPR. Included in Premium (500 credits/user/mo); pooled at tenant level.

Required Permissions

Role Scope Capabilities
Environment Maker Environment Create flows, manage own flows
Environment Admin Environment All flows visible, manage all resources
System Administrator Dataverse Full admin including schema
Flow co-owner Per flow Full edit/delete/share
Flow run-only user Per flow Trigger only
Process Mining Contributor Environment Create/edit mining processes
AI Builder Customizer Dataverse Create/train AI models

Common Error Codes

Code HTTP Cause Remediation
ActionFailed Varies Generic failure Check inner error details
TooManyRequests 429 Throttle exceeded Add delay, reduce concurrency
RequestTimeout 408 Action timed out Increase timeout or split work
Unauthorized 401 Connection expired Re-authenticate connection
Forbidden 403 DLP / permissions Check DLP group, RBAC role
NotFound 404 Resource missing Verify list/table/user exists
BadGateway 502 Connector unavailable Retry with exponential backoff
ServiceUnavailable 503 Platform outage Monitor service health
-2147015902 Dataverse Duplicate detection Check duplicate detection rules
-2147015898 Dataverse Privilege check failed Check security role assignment

DLP violations: Flow suspended — resolve by moving connectors to same DLP group, splitting flow, or requesting exception.

Core Design Patterns

Approval Flow

  1. Trigger: item created/modified in SharePoint or Dataverse
  2. Start and wait for an approval (Approve/Reject - First to respond)
  3. Condition on outcome → approved branch / rejected branch
  4. Wrap in try/catch scope
  5. Retry policy: none for approval actions (avoid duplicate requests)

Resilient Integration Flow

  1. Scope-based try/catch/finally
  2. Exponential retry on external API calls
  3. Concurrency limit: prevent parallel runs causing throttle
  4. Compose actions to capture intermediate state for debugging
  5. Error notification in catch (Teams adaptive card)
  6. Cleanup in finally (update status record, release locks)

Solution-Aware Deployment

  1. Build flow in dev inside a solution
  2. Use connection references (never hardcode connections)
  3. Use environment variables for all config values
  4. Export as managed; import to target; re-map connection references
  5. Set environment variable values in target layer

Failed Run Investigation

  1. GET /powerautomate/environments/{envId}/flowRuns?workflowId={id} — find status: Failed runs
  2. Check error.code + error.message
  3. 429 → check throttle table, add delays
  4. 401 → re-authenticate connection
  5. DLP → check connector group placement
  6. Resubmit: ResubmitFlow management connector action

Decision Tree

  1. New flow architecture (trigger, branches, retries, idempotency) → /flow-design
  2. Failed / timed-out / intermittent run → /flow-debug
  3. Pre-promotion readiness check → /flow-deploy-check
  4. AI Builder model setup → /pa-ai-builder
  5. Custom connector creation → /pa-custom-connector
  6. BPF design → /pa-bpf-design
  7. Governance, DLP audit, CoE → /pa-governance
  8. Full setup & onboarding → /flow-setup

Progressive Disclosure — Reference Files

Topic File
Flow types, triggers, expressions, control flow, environment variables references/cloud-flows.md
Standard/premium connectors, HTTP action, throttling limits, connection references references/connectors-triggers.md
Try/catch/finally, run-after, retry policies, dead letter, timeout references/error-handling-retry.md
PAD recorder, UI/web automation, attended/unattended, machine groups, SAP/Citrix references/desktop-flows.md
Business Process Flows — stages, steps, branching, Dataverse integration references/business-process-flows.md
AI Builder — form processing, document intelligence, prediction, custom models references/ai-builder.md
Process Mining — event logs, discovery, conformance, KPIs, analytics references/process-mining.md
Approvals — Teams adaptive cards, parallel/sequential, delegation, mobile references/approvals-adaptive-cards.md
Custom connectors — OpenAPI spec, code policies, certification references/custom-connectors.md
Governance — DLP policies, admin center, CoE Toolkit, environment strategy references/governance-dlp.md
Expression function library — string, date, number, array, type coercions references/expressions-advanced.md
Child flows, Power Platform Pipelines, CI/CD deployment patterns references/child-flows-pipelines.md