Getting Started with Power Automate
Power Automate (formerly Microsoft Flow) is Microsoft’s automation platform that helps you streamline repetitive tasks, connect apps, and create workflows across Microsoft 365 and hundreds of other services.
It enables you to move data, send notifications, trigger actions, and automate desktop activities without writing code.
What can I do with Power Automate?
- Automate approvals and routine business processes
- Send automatic reminders for due or overdue tasks
- Move or synchronize business data between systems on a schedule
- Connect to hundreds of data sources or any publicly available API
- Automate desktop actions such as keystrokes, clicks, or Excel operations
Templates and Connectors
You do not need to start from scratch. Use templates and connectors to get started quickly.
Important note: Power Automate supports a wide range of third party connectors. Be mindful of where your data is going.
Before subscribing to or connecting a third party application, make sure the service meets KAUST Information Security and Data Privacy requirements
and that you have the appropriate licensing or approval from the KAUST IT Department before integrating it with Power Automate.
Accessing Power Automate
Browser compatibility: Power Automate works best in Microsoft Edge, Google Chrome, or Firefox. Internet Explorer is not supported.
Desktop version: Power Automate Desktop is available for Windows only and enables robotic process automation by recording actions on your local computer such as mouse clicks, keystrokes, and Excel processing.
macOS users can use the web version or the KAUST 2X Remote Application to launch a virtual Windows environment that includes Power Automate Desktop.
System Requirements for Power Automate Desktop
- Windows 10 or later, 64 bit
- Microsoft Edge WebView2 runtime installed
- Administrative rights to install the application
- .NET Framework 4.7.2 or higher
Understanding Power Automate Licenses
Included with Microsoft 365
Basic features are available to all KAUST Microsoft 365 account holders. You can create standard cloud flows using common connectors such as Outlook, Teams, SharePoint, and Forms.
Power Automate Per User (Premium)
- Use premium connectors such as SQL Server, Azure DevOps, Salesforce, and ServiceNow
- Build and share cloud flows with advanced triggers and actions
- Run desktop flows in attended mode
- Access AI Builder and process mining capabilities
Power Automate Per User with Attended RPA
Includes all Premium features plus the ability to automate desktop or legacy applications interactively with a user present.
Recommended for scenarios that require desktop automation within Windows applications.
To request any Power Automate license, visit the
Microsoft 365 License Request Portal.
Limits and Governance
- Each license type has usage limits for flow runs, API calls, and concurrency
- For high volume automations, designate an owner and use shared workspaces or dedicated service accounts
- Keep flows organized and clearly named to align with KAUST digital governance practices
- Review limits and guidance in Microsoft’s Power Automate limits documentation
Power Automate vs. Power Apps
These tools are part of the Power Platform and often work together.
- Power Automate: Move data and trigger actions automatically
- Power Apps: Build interactive applications and forms for your team
Example: a Power App collects form data and Power Automate routes it for approval or notification.
Best Practices
- Start small with one repetitive task, then expand
- Use templates as a foundation and customize as needed
- Document each flow’s owner, purpose, and data connections
- Review inactive or outdated flows on a regular basis
- Avoid connecting to personal accounts or non KAUST data sources
- Test automations in a safe environment before deployment
- Apply consistent naming conventions for easier maintenance
Accessibility tip: When creating approval emails, adaptive cards, or flow messages in Teams, use clear language and include descriptive text for visuals so they are accessible to everyone.
Data Security and Compliance
- Only connect to KAUST approved systems and services
- Flows handling confidential or restricted data must remain within KAUST Microsoft 365
- Avoid sharing automation ownership with personal or external accounts
- Follow KAUST Information Security and Data Privacy guidelines
Data location: Power Automate data for KAUST tenants is hosted in Microsoft regional data centers and managed under Microsoft 365 data residency and compliance standards.
Learn Power Automate
Microsoft Learn
LinkedIn Learning
Power Automate at KAUST
Power Automate is widely used at KAUST to improve efficiency and consistency in daily operations.
- Automating SharePoint form submissions and approvals
- Sending notifications to Teams or email for new requests
- Routing documents and files between departments
- Integrating data between internal systems and Microsoft 365 apps
Common Issues and Troubleshooting
- If a flow stops running, check whether your connection credentials have expired
- Ensure the flow owner’s account is active for shared automations
- If a flow exceeds usage limits, simplify it or request an appropriate license
- Reconnect services after password changes
- Check for missing permissions on shared SharePoint lists or Teams channels
Quick Start Checklist
- Sign in to Power Automate with your KAUST account
- Explore a pre built template or create a flow from scratch
- Add triggers such as When a new item is created and actions such as Send an email
- Test and refine your flow before enabling it
- Request a Premium License if you require premium connectors or desktop automation
- Review usage periodically and remove outdated flows
Version Updates
Power Automate receives frequent updates with new connectors and features. See what is new on the
Power Automate Blog.
Need Help?
- Use VITA at it.kaust.edu.sa to log a ticket
- Visit the IT Service Desk in Building 14, 8 AM to 5 PM, Sunday to Thursday
- Call 910 or 012-808-0910 during business hours
