Implementing automation effectively requires a thoughtful strategy, especially when using tools like Power Automate. By understanding how to manage workloads, avoid common pitfalls, and optimize resources, businesses can maximize their automation capabilities and achieve seamless operations.
This article highlights best practices for designing efficient automation strategies with Power Automate.
Managing workloads to prevent time-outs
When multiple desktop flows run simultaneously, the risk of time-outs increases. To prevent this, it’s crucial to distribute workloads effectively across machines. Here are some strategies to ensure successful execution without overloading systems:
- Schedule Flows StrategicallyPlan desktop flows to run at different times. This staggered scheduling minimizes the chances of system overload, especially when operating with limited machines.
- Leverage Machine GroupsUtilize machine groups to run desktop flows in parallel across devices with identical configurations. This approach enhances operational efficiency and minimizes competition for resources.
- Use Separate ConnectionsCreate multiple flows with distinct connections targeting different machines. This ensures balanced resource utilization and reduces the likelihood of time-out errors.
By adopting these methods, organizations can avoid scenarios where desktop flows compete for the same device resources, leading to failures.
Handling long-running desktop flows
Some automation processes may require extended durations to complete, such as those exceeding 24 hours. To accommodate long-running flows and prevent failures due to default time-out settings, follow these steps:
1. Open the desktop flow cloud action in Power Automate.
2. Select the ellipsis (…) menu at the top of the action and navigate to Settings.
3. Adjust the Timeout value to match the expected duration of the flow.
4. Save the updated settings.
This customization ensures that lengthy processes run without interruption, allowing critical tasks to complete successfully.
Transitioning to machine management for better load distribution
Efficient load distribution across gateways or clusters is vital for optimizing performance. While traditional gateways for desktop flows are deprecated (except in China), Power Automate’s machine-management capabilities offer superior alternatives. Here’s how to distribute loads effectively:
- Enable Cluster-Wide Distribution: Navigate to the Power Automate portal and select the desired gateway cluster under Data > Gateways. Enable the Run on all gateways in the cluster option to balance desktop flow execution across all members of the cluster.
- Monitor Cluster Performance: Regularly check for offline members within the cluster. Disable or remove any inactive members to prevent performance issues.
- Standardize Credentials: If using local Windows accounts, ensure that all machines in the cluster have identical credentials. For Active Directory or Microsoft Entra ID-joined machines, verify that the desktop flow connection’s user account has access to all cluster gateways.
These steps facilitate smoother operations and enhance the overall reliability of automation workflows.
Additional Considerations
1. Anticipate Resource Needs: When planning unattended desktop flows, estimate the number of parallel runs your organization expects and procure sufficient Unattended Add-ons to support those needs.
2. Account for Device Downtime: In cases where target devices or gateways go offline due to updates or restarts, Power Automate allows up to three hours of wait time before declaring a flow as failed. This buffer helps manage transient machine states and improves the success rate of automation runs.
Conclusion
Building effective automation strategies with Power Automate involves careful planning, optimized resource allocation, and leveraging advanced features like machine groups and load balancing. By implementing these best practices, businesses can minimize downtime, enhance operational efficiency, and ensure the reliability of their workflows. At AVASOFT, we specialize in helping organizations design and deploy tailored automation solutions, empowering them to achieve their goals.
Contact us to learn how we can transform your automation journey.
