PL-7002

Create and Manage

Automated Processes
by using Power Automate

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Hello!
Thank you for joining me today

Instructor: Mr. Tô Mạnh Hoàng

Microsoft Certified Trainer
Top 100 Quality Award Global 2024

Experience:
• 12+ years of in-depth experience in the data industry
• 8+ years of training experience
• 4+ years of teaching at Foreign Trade University

Key Achievements:
• Graduated 2000+ learners
• Designed and delivered 30+ training programs

Contact:
• [Link]

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About this course
After completing this course, students will be able to: Audience

• Create cloud flows You want to demonstrate the ability to

• Configure triggers create and manage automated
• Configure actions
processes with Power Automate.
• Implement conditional logic
• Configure approvals, data extraction and AI Builder
• Manage flows

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Course schedule
Day 1 Content

Lecture 1 Introduction & Workflow Automation Foundations

Lecture 2 SharePoint Integration & Data Input

Break

Lecture 3 Approval Flow & Data Handling in Power Automate

Day 2 Content
Lecture 4 AI Builder & Intelligent Document Processing
Break
Lecture 5 Automation Solution Design & Optimization
Lecture 6 Wrap-up & Advanced Use Cases
Course Summary

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Module 1
Introduction & Workflow
Automation Foundations
Tổng quan về Tự động hóa Quy trình làm việc

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• Overview of Power Automate and its application in workflow automation

• Mindset for optimization and automation in the workplace

• Process of creating an automated flow

• LEAN and the principles for process design​

• Introduction to basic components of a flow: Sequential, Branching, Loop

• Types of triggers and their practical applications

• Lab: Create a flow to send emails to a list from an Excel file

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Introduction to
Power Platform & Power Automate
Tổng quan về Power Platform và Power Automate

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Microsoft Power Platform
The low-code platform that spans Office 365, Azure, Dynamics 365, and standalone applications

Innovation anywhere. Unlocks value everywhere

Power BI Power Apps Power Automate Copilot Studio

Business analytics Application development Process automation Intelligent chatbots

Portals Data connectors AI Builder Microsoft Dataverse

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Services and applications
that connect to Power
Platform
Over 300 built-in Connectors, and Custom
Connectors can be built

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Use Power Apps with
Power Automate and Power BI​

Power BI
Power Apps
Reporting and Analytics tool
User Interface

Power Automate
Logic and Process

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Power Automate

Cloud Flows Desktop Flows

• Runs in the cloud • Runs locally

• Uses connectors • Uses actions

• Can run desktop flows • Can create by recording

user actions
• Can’t interact with local
machine resources • Can interact with local
machine resources

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Why Power Automate

End-to-end intelligent automation for all

Unlock data potential with AI

Automate UI with RPA

Orchestrate APIs with

built-in connectors

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Power Automate cloud flows

• A flow can perform many tasks

such as:
• Update data source
• Manage files
• Manage PDFs
• Send emails automatically
• Create approval flows
• Process data and send it to the
app

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Mindset for
Optimization & Automation
Tư duy về tối ưu hóa và tự động hóa trong công việc

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Why do I have to
keep doing the
same boring tasks
over and over?

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Processes and tasks that need to be automated

Requires Needs progress Has certain impacts

Large workload with
coordination among tracking and quality on the execution of
many repetitive Time constraints
multiple individuals control for each task other tasks or
tasks
and departments in the process processes

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Are we too busy to make everything more efficient?

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Key points for implementing automation

What we think.

Makes fun of geeks's complicated

methods

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Key points for implementing automation
Time spent

Debugging
Running the script

Writing script
to automate
Work has

What actually happens. changed

Frustrated

Making those who

Doing it overcomplicate things
manually

Doing it manually

Workload

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Key points for implementing automation

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Process for implementing an
Automation Workflow
Tìm hiểu về tự động hóa quy trình làm việc với Power Automate

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Steps to develop an Automation Workflow

Identify Analyze
Evaluate
opportunities relatated Pseudo code Implement
opportunities
for automation components

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Step 1: Identify opportunities for automation
In work, you will notice numerous opportunities for automation. There are many opportunities (or demands), but
resources are limited. We can't do everything, so we need to prioritize.

The prioritization of an automation request is assessed based on 2 factors:

1. What value will we achieve after automating this task?
2. How feasible is it technically?

From these two factors, we can answer a very important question:

Is the value received worth the resources invested to automate the requested task?

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Step 2: Evaluate opportunities
Thoroughly analyze the user's requirements and answer the following questions:
1. When will this automation process be used? Frequency of use? Timeframe of use?
=> Choose the activation method
2. What is the input of the process? (Input: data, etc.)
3. What is the output of the process? (Output: data, results to be processed, etc.)
4. Where is the source data that needs to be connected stored?
5. What are the key touchpoints in the process? (e.g., who needs to receive approvals, etc.)
6. Does the process require any important scenarios?
(e.g., checking conditions, sequential or parallel processing, any repetitive actions, etc.)
=> Detailed execution plan of the process

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Practice 1: Identify and evaluate opportunities

• Look for automation

opportunities in the contract
management process below:

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Solution

• Look for automation

opportunities in the contract
management process below:

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Step 3: Pseudo code
How to create Pseudo code

After analyzing the key components and developing a detailed

plan, we proceed to map out the process to make it more
visual and easier to implement. The plan can be visualized
using:
• Pseudo code
• Flow chart
• Diagram

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Practice 2: Introduction to Pseudo code
Requirement:

Organize the subsequent actions to

create a comprehensive flow for
contract processing automation.

Note: The practice file can be found

in the module folder.

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Step 4: Implement

• From the pseudo code, we

develop our process according to
the detailed execution plan.

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Demo flow for Practice

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LEAN and the principles for
process design
Tìm hiểu về LEAN và các nguyên tắc thiết kế quy trình

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What is LEAN?

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Benefits of LEAN

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Value-Added Activities vs. Non-Value-Added Activities

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Non-Value-Added Activities

Examples:
1. Inspection
2. Signing
3. Requesting approval
4. Authorization
5. Re-approval
6. Supervision
7. Redoing tasks
8. Transportation
9. Handling the same issue multiple times
10. Searching and collecting information

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What is Waste?​
Waste is....

“Anything other than the minimum

amount of resources which are absolutely
essential to add value to the product.”

Equipment
Materials
Resources Parts
Space
Worker’s time
……..

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 Types of Waste

• Defects • Waiting • Unutilized Talent • Transport

• Information, products, or • Delays caused by • People’s skills are • Unnecessary movement of

services that are inaccurate unsynchronized tasks or underused or misdirected materials or products
or incomplete​ idle resources
• Repeated errors • Operators waiting for machines or • Employees doing low-value or • Poor facility layout or workstation
• Customer dissatisfaction during the materials repetitive tasks setup
process • Bottlenecks in the process • Lack of engagement or • Repeated internal transfers
• Data entry mistakes • Downtime due to setup or opportunities to contribute • Long distances between process
• Fixing paperwork or documentation maintenance • Unclear roles and poor steps
errors • Tasks pending due to skill or communication • Risk of damage, delays, and added
resource unavailability • Skills not matched to job cost
requirements

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 Types of Waste

• Inventory • Overproduction • Over-processing • Hasty motion

• Excess stock that ties up • Making more, faster, or • Doing more work than • Rushing through tasks
resources without adding earlier than needed necessary without adding often leads to mistakes
value value
• Overproduction or inaccurate • Push-based production without real • Redundant reviews or approvals • Reaching, walking, or searching for
forecasts demand • Unclear requirements or excessive tools
• Long changeover times • Unbalanced workflow or poor specs • Sending an email to the wrong
• Supply chain delays planning • Unnecessary polishing or refinement recipient
• Poor inventory tracking and storage • Leads to excess inventory, rework, • Complex procedures or poor process • Inefficient task flow
and waste design • Submitting a report too quickly
• Increases cost and hides process
problems

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Once Waste is Identified
What should we do?
How can we:
• Eliminate it?
• Simplify it?
• Organize it more efficiently?
• Streamline it?

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 How to set business case/project objectives?
S.M.A.R.T Method

Specific
Which processes to be automated or improved?

Measurable
Lead time, labor effort, % Complete &Accurate, demand
rate

Achievable
Make sure you can accomplish the objectives by
identifying steps to achieve the objectives

Realistic
Fully automated or semi-automated processes

Time - bound
Your objectives can be accomplished in a time - bound
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 How to define step?

o Objectives
Why o Requirement

o Task requirement
What

o Department, individual taking part in process

Who o Make – Check - Validate

o When to do (24/7, trading hour, office hour, etc.)

When

o Where to do? (Online, Offline – Headquarters, Branch, Dealing room,

Where etc.)

Information o How to do (steps & tasks in process)

How analysis

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41
 How to define resource?
5M approach
Qualified, skilled, well-
Manpower trained human resource

Framework
Budget Money Method Legal, Rule, Standard
Specification, SLA

Technology
Raw material, semi-
finished product Material Machinery Machine
License

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 Value stream mapping
Value Stream: All of the activities, required to fulfill a customer request from order to delivery (and beyond to cash received).

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43
 Value stream mapping
Benefits of VSM:

• Enable us to SEE the process.

• Promote systems thinking / seeing the whole

• Help us avoid sub-optimizing

• Make the disconnects and obstacles to flow visible at a macro level

• Metrics-based decision making: What are you going to do to affect the numbers?

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44
 Value stream mapping
Key metrics

• Demand rate: number of requests, number of customers,…

• Process time (PT)

o The time it takes to actually perform the work, if one is able to work on it uninterrupted

o Include task-specific doing, talking, and thinking

• Lead time (LT)

o The elapsed time from the time work is made available until it’s completed and passed on to the next
person or department in the chain

o Include Process Time, not merely waiting time.

• % Complete and Accurate (%C&A)

• Labor effort: working time, expense

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45
 Value stream mapping
Key metrics

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46
Get started with
Power Automate Cloud
Giới thiệu về Power Automate, cấu trúc và các thành phần chính

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Home screen

1. Work environment
2. Manage flows: Create and Edit
3. Some commonly used
functions
4. Discover more functions
5. Navigate to other Power
Platform tools

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Flow creating screen

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Cloud Flow Types &
Basic components
Giới thiệu các Flow cơ bản và thành phần chính trong một flow

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Types of Cloud Flow

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Key concepts

A Trigger: The starting action of the flow such as new email arriving in
your inbox or a new item being added to a SharePoint list.

Actions: What you want to happen when a trigger is invoked such as

start the action of creating a new file on OneDrive for Business.

Conditional Logic: Defines the logic that will influence how actions are
performed.

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Trigger

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Which Trigger should be used for the following Flow?
Flow Automated Scheduled Instant
Automatically send response email when someone submits form.
Automatically send a post summarizing the work completed during
the day at 5:30.
Automatically send email alerts when data in List is changed.
Automatically save attachments from important emails to the archive
folder.
Automatically compile a list of absent and late employees and post a
notice on Teams at exactly 8:30 am.
Select customer list from excel file and send mass email.
Automatically remind customers when orders are 3 days overdue.
Click 1 button from Power Apps to trigger Power Automate flow.

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Which Trigger should be used for the following Flow?
Flow Automated Scheduled Instant
Automatically send response email when someone submits form. X
Automatically send a post summarizing the work completed during X
the day at 5:30.
Automatically send email alerts when data in List is changed. X
Automatically save attachments from important emails to the archive X
folder.
Automatically compile a list of absent and late employees and post a X
notice on Teams at exactly 8:30 am.
Select customer list from excel file and send mass email. X
Automatically remind customers when orders are 3 days overdue. X
Click 1 button from Power Apps to trigger Power Automate flow. X

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Action

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 Trigger
Flow steps
Outputs: File
File name Size
content
Dynamic content

• Data ‘flows’ from each step and is available for all Action 1
later steps A binary field would see:
• Use Dynamic Content to select outputs from
File name Size File content
previous steps
• Certain outputs show up based on the types of the
inputs and outputs Outputs:
Title Count

Action 2
A string field would see:

File name Size File content Count Title

A number field would only see:

Size Count

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Dynamic content

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Connector

Actions are the Connectors APIs simplified

into graphical (block) form.

• Connectors are services that are associated with

the Power Platform.

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Power Automate Controls

• Flow control helps users handle

logical scenarios in a flow.

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Control: Condition

• Condition allows branching of

flow execution according to
conditions.
• The flow will be executed in 2
branches True and False
depending on the result returned
when checking the conditional
clauses.

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Control: Apply to each

• Apply to each allows us to

perform a For…in loop (similar to
programming languages).
• Example:
Send an email to all employees
listed in the excel file.

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Control: Do until

• Do Until allows us to perform a

While loop (similar to
programming languages).

Example:
• Send emails to all employees in
the company until the number of
emails sent reaches 200.

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Control: Switch

• Similar to Condition, Switch

allows branching of flow based
on conditions.
• However, Switch is used when it
is necessary to compare 1
original data with multiple
condition values.

Example: Perform action

depending on the value of X
• X < 100
• 100 <= X < 200
• X >= 200

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Lab 1.1: Create a Cloud Flow to
Send Emails from an Excel File
Thực hành: Tạo flow gửi email cho những người có trong danh sách email

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Usecase
Sample:

Requirement:
Using Power Automate Cloud, create a cloud flow that solves the following task:
• Send emails to a given list of recipients.
• The information: recipients, title, email content have been identified and stored in an Excel file.

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Requirements

Category Details
Lab 1.1: Create a Create a Power Automate Cloud Flow to send emails from an
Cloud Flow to Send Objective
Excel file
Emails from an Excel
Trigger Type Manually trigger a flow
File
Input Data Excel file
Storage Location Excel stored in OneDrive or SharePoint
• List rows present in a table
Required Actions • Apply to each
• Send an email (V2)
• No duplicate or blank emails
Success Criteria
• Each row results in a separate email sent

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Lab 1.1: Practice guideline
Flow Summary – Send Emails from an Excel File

1. Trigger & Initialization

• Manually trigger a flow
• Send confirmation email to Recipient

2. List rows present in a table

• Excel stored in OneDrive or SharePoint

3. Apply to each row and Send an email

• Extract data: Recipient Email (Send to), Subject (Email Subject),
Body (Email Content)
• Send an email

The detailed step-by-step practice instructions

are included in the PL7002 handout.

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Q&A

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Thanks for listening!

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Reference

Microsoft Applied Skills: Create and manage automated processes by using Power
1 Automate - Applied Skills | Microsoft Learn

2 Microsoft Learn - YouTube

3 Bớt việc với Power Automate | Làm quen giao diện và FLOW

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