Power Automate Desktop for Windows and Shortcuts for Mac allows you to easily automate repetitive tasks. However, Unlike Shortcuts, Power Automate Desktop does not offer a convenient way to share flows with others.
In this post, I will show you 3 ways to share Power Automate Desktop flows. You can share your flows with everyone without a premium.
Understanding the Power Automate Desktop Environment
Before we explore the sharing methods, it’s crucial to understand what Power Automate Desktop is. It’s a versatile tool that enables users to create automated workflows, known as ‘flows,’ to handle tasks ranging from simple data entry to complex business processes. By automating these tasks, organizations can save time, reduce errors, and increase productivity.
Method 1: Copy and Paste Actions
The first method is the most accessible, as it doesn’t require a paid subscription. You can manually copy and paste the actions from one desktop flow to another. This way, you can share Power Automate Desktop flows with everyone.
This method ensures that all variables and UI elements are transferred along with the actions, making it a quick and easy way to share flows with anyone not in your organization. You can follow the steps below to export and import flows.
Step 1. Open the flow you wish to share in the Power Automate Desktop.
Step 2. Press CTRL + A to select all actions in the flow and press CTRL + C to copy them.
Step 3. Paste them into a new text file or anywhere else. When copying actions, all their parameters, images, and UI elements are also copied. Now you can publicly share the copied text or text file for everyone to use.
Step 4. Anyone who would like to use the flow can create a new flow and paste the text.
Once pasted, it will automatically become flow actions. I have used this method to export my Chrunos Downloader flow. You can copy the text to import this flow to your Power Automate.
Note: Only one subflow can be copied at a time. If there is more than one subflow, you may copy the other subflows individually and save the actions into separate text files. Also remember to paste subflow actions into subflow section.
Method 2: Sharing via Power Automate Portal
The second method to share your desktop flows is through the Power Automate portal. This method is straightforward and integrated within the Power Automate ecosystem.
If you sign in with an organization premium account, you can use this method to share your flows with others in your organization. Here’s how you can leverage this feature:
Step 1. Open your web browser and log in to Power Automate with your work or school account.
Step 2. Click My Flows from the left panel and select Desktop flows.
Step 3. Locate the flow that you want to share and click the Share icon.
Step 4. Add people to grant access and click Share.
Step 5. Assign roles like ‘User’ or ‘Co-owner’ to define the level of access.
This method is ideal for those who prefer a seamless sharing experience within the Power Automate interface and have access to a paid subscription plan.
Method 3: Exporting and Importing Solutions
For those looking to manage their applications’ lifecycle meticulously, exporting a solution as a zip file is the way to go. A solution is a mechanism for managing the application life sycle. When you host your desktop flows in a solution, they become portable.
Here’s the detailed steps to share a desktop flow through solution:
Step 1. Click Solutions on the left menu to create a solution within Power Automate.
Step 2. Click on the solution that you just created and click Add Existing to add your desktop flow to the solution.
Step 3. Click Export to export the entire solution as a zip file. Before you export it, you can run to check for issues, which is optional.
Step 4. Share the zip file with your peers, who can then import it into their environment.
This method is perfect for users who require version control and a structured approach to application lifecycle management. It does, however, require a paid subscription.
Choosing the Right Sharing Method
Deciding on the best method to share your Power Automate Desktop flows depends on several factors:
- Subscription Plan: If you have a paid subscription, you can opt for the last two methods for a more integrated experience.
- Collaboration Needs: Consider the level of collaboration required. If you need to share flows frequently with many users, the portal’s sharing function might be more convenient.
- Application Lifecycle Management: For those who need robust application lifecycle management, exporting solutions is the preferred choice.
- Budget Constraints: If you’re on a tight budget or testing the waters with Power Automate, the copy and paste method is your free solution.
Conclusion: Empowering Automation Through Sharing
Sharing Power Automate desktop flows is more than just moving a sequence of commands; it’s about encouraging teamwork and ongoing development. Sharing flows is a game-changer, whether you’re a major corporation or an individual.
Adopt one of these methods to export and import desktop flows. Explore more features of Power Automate to improve your productivity and creativity.