Choosing the Right Processes to Automate with Power Automate
- Armagan Kilic
- Oct 14
- 2 min read
Introduction
Power Automate can transform how companies work. But not every process is ready for automation.Many teams start too early. They build flows before defining how their process actually works. The result is confusion, duplicated actions, and maintenance problems.
Before you start building flows, take time to define what makes a process a good automation candidate.
Why Structure Comes First
Automation does not fix broken workflows. It only scales what already exists.
If the process is clear, automation saves time and reduces errors.
If the process is unclear, automation multiplies mistakes and support effort.
Good automation starts with structure. You need stable steps, predictable inputs, and a defined outcome. Without that, Power Automate will only make your daily work more complicated.
How to Identify a Good Automation Candidate
Ask yourself these questions before automating any process:
Is this process repetitive or time-consuming?
Are the steps always the same, or do people decide differently each time?
Does the process use structured data such as SharePoint lists or Forms?
Can you clearly describe when it starts and when it ends?
Is someone responsible for maintaining it when rules change?
If you cannot answer these clearly, pause the automation idea. Document the process first.
Start Small and Document Everything
Write the process in plain language or use a simple flow diagram.
Describe who does what and what triggers each step.
This makes it easier to see where automation can actually help.
Often, after documenting, you realize that part of the process can be simplified before you even touch Power Automate.
Examples of Good Automation Targets
Routine document approvals in SharePoint
Daily or weekly update notifications
Data collection from Forms into SharePoint or Excel
Simple onboarding checklists or task reminders
Regular file cleanups or scheduled moves
These are structured, predictable, and easy to maintain. They bring clear results without creating chaos.
When Power Automate Isn’t Enough
Some workflows grow beyond what Power Automate can handle.
You may need logic that runs on a fixed schedule, processes large data volumes, or connects deeply with external systems.
In these cases, extend your solution with Azure Logic Apps or Azure Runbooks.
They work well together with Power Automate and share similar connectors.
Logic Apps are perfect for advanced integrations, long-running processes, and scalable automation.
Runbooks are ideal for background scripts, system-level automation, and tasks that need PowerShell or Graph API.
For very specific technical scenarios, you can also call Azure Functions from Logic Apps or Power Automate. This is optional and should be used only when custom code is required, not as a replacement for a clear process.
This layered approach keeps your automation landscape clean, scalable, and maintainable.
A Professional Rule
Simplify first, automate second.Power Automate is most powerful when your foundation is stable.
Every flow should exist because it supports a clear, repeatable process, not because the tool makes it possible.
And when your needs go beyond Power Automate, extend with Logic Apps or Runbooks.
Use Functions only when the scenario truly requires custom code.
Conclusion
Automation should bring order, not more maintenance.
When you choose the right processes and use the right layer for each task, Power Automate becomes part of a well-structured system.
Start structured. Stay simple. Extend smartly.