Cloud Flow or Desktop Flow? The Decision in 5 Questions

Cloud flows automate processes between online services through their APIs and run entirely in the Microsoft cloud, while desktop flows control local Windows applications through the graphical interface and can therefore also automate systems without an interface. The choice between the two essentially depends on one question: Does the software you want to integrate offer an API, or does the automation have to click, type, and read like a human? As of: July 2026.

What is the difference between a cloud flow and a desktop flow?

A cloud flow connects to services such as Outlook, SharePoint, or Dynamics 365 via connectors and exchanges data in a structured way through their APIs. It does not require a running application or a specific device, because the entire logic runs in the cloud. A desktop flow, on the other hand, controls an application the way an employee would at the screen: through UI elements, screen coordinates, or image recognition. According to Microsoft's introduction to Power Automate Desktop, this technology extends the RPA capabilities of Power Automate precisely for cases where no structured interface exists, for example with old terminal applications or mainframes.

When is a desktop flow the right choice for a legacy ERP?

A desktop flow is worthwhile whenever a system without an API is part of the process. In German small and medium-sized businesses, this is often a legacy ERP or inventory management system that has been in use for years but was never built for modern integrations: orders are typed in manually, reports are pulled into Excel via copy and paste, master data is maintained screen by screen. Microsoft itself cites data entry into an ERP system by employees of a larger company as an example (Microsoft Learn: Introduction to desktop flows). The desktop flow takes over exactly the clicks and inputs that would otherwise be done by hand, without anything needing to be changed on the legacy system itself. This also works with terminal emulators for mainframes or AS/400 systems, for which Power Automate provides its own terminal emulation actions.

How do you combine a cloud flow and a desktop flow?

In practice, the two flow types rarely stand alone: a cloud flow takes over the trigger and the connection to modern systems, while a desktop flow handles the piece of work that can only be done through the interface. For this, the cloud flow has the action "Run a flow built with Power Automate for desktop": it calls a registered desktop flow on a specific machine or machine group and passes parameters between the two levels (Microsoft Learn: Trigger desktop flows from cloud flows). This makes it possible, for example, to detect an order arriving by email via a cloud flow and then enter it into the legacy ERP via a desktop flow.

Attended or unattended: which execution mode fits?

For calling a desktop flow from a cloud flow, the execution mode can be defined. In attended mode, the automation runs on an employee's computer while they are logged in, and can be observed or interrupted if needed. In unattended mode, Power Automate logs in independently on a registered machine, runs the flow without an observer, and then logs out again. This requires that no active Windows session is open on the device, and it requires an additional license (Microsoft Learn: Run unattended desktop flows). For a nightly batch run against the legacy ERP, unattended is usually the more suitable choice, while attended tends to be better for tasks that involve queries to employees.

What limits should small and medium-sized businesses be aware of?

Desktop flows are more robust than their reputation, but they remain dependent on the interface of the target application: if a screen, a field name, or the resolution changes, this can disrupt the automation. Unattended runs also require a dedicated, permanently available device and the appropriate license, which cloud flows do not need in this form. Anyone who cleanly separates the two worlds from the start and documents which part of a process runs via an API and which via the interface saves themselves later migration pain, for example if the legacy ERP eventually gets an interface after all. When classifying which approach fits a specific process, Power Automate consulting helps to realistically assess effort and benefit.

Frequently asked questions about cloud flow and desktop flow

Can a desktop flow run without a cloud flow?

Yes. A desktop flow can be started directly in the Power Automate Desktop console or triggered manually. For schedules, external triggers, or unattended execution, it is usually still triggered via a cloud flow, because this provides the scheduling and connection logic.

Does a desktop flow need an additional license for unattended operation?

Yes. For unattended execution, a Process plan or an unattended add-on is required in addition to the Power Automate license, which is assigned to the executing account or the environment.

Does a desktop flow replace a real interface to the legacy ERP?

No. A desktop flow automates the existing user interface but does not create an API. Once a system gets a structured interface, it is usually worth switching to a cloud flow or a dedicated connector, because this is more stable and requires less maintenance.

Can the same process have both cloud and desktop flow parts?

Yes, this is actually the normal case in grown IT landscapes. A cloud flow connects modern systems via APIs, while a desktop flow handles the part that can only be reached through the interface of an older application.