Introduction
Power Automate works on a very simple idea: Triggers and Actions.
Every Power Automate flow must have one trigger and one or more actions.
To build reliable and real-world automation, it is important to clearly understand how triggers and actions work together.
In this article, we will explain:
What Is a Trigger in Power Automate?
A trigger is an event that starts a flow.
Without a trigger, a flow will never run.
Key Points About Triggers
Every flow has only one trigger
The trigger decides when the flow runs
The trigger provides input data to the flow
Triggers can be automatic, manual, or scheduled
Types of Triggers in Power Automate
Power Automate mainly provides three types of triggers.
1. Automated Triggers
Automated triggers run automatically when something happens.
Common Examples
When an item is created (SharePoint)
When an email arrives (Outlook)
When a file is created or modified (SharePoint / OneDrive)
When a row is added or modified (Dataverse)
Real-World Use Cases
Start a flow when a new leave request is submitted
Notify users when a document is uploaded
Take action when a record is updated
2. Instant Triggers (Manual Triggers)
Instant triggers allow users to manually start a flow.
Common Examples
Manually trigger a flow
Power Apps trigger
Button click trigger
Real-World Use Cases
User clicks a button to send a reminder
Power Apps submits data and starts a flow
Admin manually runs a cleanup or sync process
3. Scheduled Triggers
Scheduled triggers run at specific times.
Common Example
Real-World Use Cases
What Is an Action in Power Automate?
An action is a step that performs a task after the trigger fires.
Actions define what the flow actually does.
Key Points About Actions
A flow can have multiple actions
Actions usually run one after another
Actions use data from the trigger or previous actions
Actions can be service-based or logic-based
Types of Actions in Power Automate
1. Data Actions
Data actions are used to work with data.
Common Examples
Compose
Initialize variable
Set variable
Append to array
Parse JSON
Select
Practical Uses
2. Control Actions
Control actions help manage flow logic and decisions.
Common Examples
Condition
Switch
Apply to each
Do until
Scope
Terminate
Practical Uses
3. Connector Actions
Connector actions allow Power Automate to connect with other services.
Common Examples
Create item (SharePoint)
Send an email (Outlook)
Start approval
Update a row (Dataverse)
HTTP request
Practical Uses
How Triggers and Actions Work Together
Flow Execution Steps
A trigger event happens
The flow starts
Trigger provides input data
Actions use this data
Actions run step by step
Flow completes or fails
Simple Example Flow
Trigger
When an item is created (SharePoint)
Actions
Get item details
Check approval status
Send approval email
Update item status
This shows how one trigger can drive multiple actions.
Practical Example: SharePoint Item Creation Flow
Business Scenario
When a new request is created in a SharePoint list:
Trigger Used
When an item is created (SharePoint)
This trigger:
Actions Used
Compose – To view and inspect request data
Condition – To check request type or priority
Send an email (V2) – To notify the manager
Update item – To update status in SharePoint
Trigger Conditions (Important for Performance)
Trigger conditions allow the flow to run only when certain conditions are met.
Example
Run the flow only if the status is Submitted:
@equals(triggerBody()?['Status'], 'Submitted')
Benefits
Common Mistakes to Avoid
Using the wrong trigger (created vs modified)
Forgetting that triggers return date and time in UTC
Hardcoding values instead of using dynamic content
Using too many unnecessary “Get item” actions
Not handling loops properly
Best Practices
Choose the correct trigger
Use trigger conditions when possible
Reduce unnecessary actions
Use Compose for debugging
Name actions clearly
Use Scopes for error handling
Debugging Tips
Always check trigger outputs
Use Compose to inspect values
Review flow run history
Verify dynamic content mapping
Test flows with real data
Choosing the Right Trigger
| Scenario | Recommended Trigger |
|---|
| User submits data | Automated trigger |
| Button click | Instant trigger |
| Daily or weekly job | Scheduled trigger |
| Power Apps integration | Power Apps trigger |
Conclusion
Triggers and actions are the building blocks of Power Automate.
Once you clearly understand:
You can design efficient, reliable, and scalable automation solutions.
Mastering triggers and actions makes building advanced workflows much easier and more confident.