PL-900 Demonstrate the capabilities of Power Automate Practice Test 14 — 15 Questions

Question 1

A sales team uses a Power Automate cloud flow to process orders. The flow must run every weekday at 9:00 AM to check for new orders in a Microsoft Dataverse table and assign them to a sales representative. Which trigger should you use?

Choose an answer to begin — your selection is scored in the full session.

Accepted Answer

Recurrence. The Recurrence trigger is designed for scheduled flows, enabling execution at defined intervals like every weekday at 9:00 AM. It can then use Dataverse actions to retrieve new orders and assign them. This approach ensures the flow runs at the desired time without relying on record creation events, which could occur at any time.

Answer

When a record is created

Answer

When a file is created (properties only)

Answer

When a record is updated

Question 2

A company wants to use Power Automate to automate approval processes. Which two actions are available in Power Automate for approvals? (Choose two.)

Accepted Answer

Start an approval. Power Automate provides two primary approval actions: 'Start and wait for an approval' and 'Start an approval'. The former pauses the flow until a response, while the latter initiates the approval without waiting. These are the correct actions for automating approval processes. Other options are not actual action names in the Approvals connector.

Answer

Create an approval

Answer

Send an approval request

Answer

Wait for an approval

Question 3

A financial analyst builds a Power Automate cloud flow that runs when a new invoice file is added to a SharePoint document library. The flow must extract the invoice total and vendor name, then write those values into a Dataverse table. The analyst wants to minimize manual configuration and avoid writing parsing expressions. Which action should the analyst use?

Accepted Answer

Extract information from documents (AI Builder). Document understanding in Power Automate is delivered through AI Builder actions rather than generic file or data actions. 'Extract information from documents' applies a trained model to the invoice and returns named fields that can be mapped straight into Dataverse columns, eliminating hand-written parsing logic and meeting the analyst's low-effort requirement.

Answer

Compose

Answer

Get file content using path

Answer

Parse JSON

Question 4

A company uses Power Automate to process incoming invoices. A cloud flow is triggered when a new file is added to a SharePoint document library. The flow must extract the invoice total from the file and store it in a SharePoint list. The file is a PDF. What should you use to extract the total?

Accepted Answer

AI Builder's Extract information from invoices prebuilt model. The requirement is to extract the invoice total from a PDF file. AI Builder's prebuilt invoice model is designed exactly for this purpose, using machine learning to identify and extract key fields from invoices. It integrates with Power Automate, allowing the extracted data to be used in subsequent actions, such as creating an item in SharePoint. Other options either do not exist or do not provide the needed extraction capability.

Answer

Power Automate's built-in 'Extract text from PDF' action

Answer

Microsoft Dataverse's 'Parse invoice' connector

Answer

SharePoint's 'Extract document text' action

Question 5

You are designing a Power Automate cloud flow that must run at 8:00 AM every weekday to post a summary message in Microsoft Teams. Which trigger should you configure?

Accepted Answer

Recurrence. The Recurrence trigger is purpose-built for time-based execution in Power Automate. By choosing a weekly frequency with Monday through Friday selected and a start time of 8:00 AM, the flow runs automatically each weekday morning without user interaction or an external event, which is exactly what the scenario demands.

Answer

Manually trigger a flow

Answer

When a new email arrives (V3)

Answer

When a file is created (properties only)

Question 6

A sales team wants to receive a Microsoft Teams message whenever a new high-priority lead is created in Dynamics 365 Sales. They need to build this automation with the least effort. What should they use?

Accepted Answer

A Power Automate cloud flow with the Dynamics 365 'When a record is created' trigger and a Microsoft Teams 'Post message in a chat or channel' action.. The requirement is to automatically notify a team in Microsoft Teams when a new high-priority lead is created in Dynamics 365 Sales. Power Automate cloud flows are designed for exactly this kind of event-driven integration. The Dynamics 365 trigger detects the new record, and the Teams action posts the message. No custom code or manual intervention is needed, making it the most efficient solution.

Answer

A Power Apps canvas app that queries Dynamics 365 and sends an email via Office 365 Outlook.

Answer

A Power BI dashboard that refreshes on a schedule and shows new leads.

Answer

A model-driven app business rule that posts a Teams message when a lead is created.

Question 7

A support team uses a Power Automate cloud flow that runs when a new email arrives in a shared mailbox. The flow occasionally processes the same message twice, creating duplicate Dataverse cases. The maker needs to make the flow idempotent so a given message is handled only once. Which approach should the maker take?

Accepted Answer

Add a condition that checks whether a case with the same Internet Message ID already exists in Dataverse, and stop the flow if it does.. Idempotency means the same input produces the same single outcome even if processed more than once. Checking for an existing Dataverse case keyed on the email's Internet Message ID before creating a new record guarantees that a repeated trigger event for one message is detected and discarded, eliminating duplicates without altering the trigger's timing.

Answer

Increase the trigger's interval and frequency so the flow polls the mailbox less often.

Answer

Enable concurrency control on the trigger and set it to a value of one.

Answer

Add a Delay action at the start of the flow before creating the case.

Question 8

A user wants to create a cloud flow that runs every weekday at 8:00 AM to send a summary email. Which trigger should they use?

Accepted Answer

Recurrence. The requirement is to run a flow on a specific schedule: every weekday at 8:00 AM. The Recurrence trigger is the only trigger that provides scheduling capabilities. It allows configuration of frequency, interval, and specific days of the week. Other triggers are event-based and would not run on a schedule. Therefore, the Recurrence trigger is the correct choice.

Answer

When an item is created

Answer

When a new email arrives

Answer

Manually trigger a flow

Question 9

A Power Automate cloud flow is configured to use the 'When a file is created (properties only)' trigger for a SharePoint document library. The flow needs to retrieve the file content and send it as an email attachment. Which action should be used to get the file content?

Accepted Answer

Get file content. To attach a file from SharePoint to an email, the flow must retrieve the file's binary content. The 'Get file content' action does exactly that, using the file identifier from the trigger. Other actions only provide metadata or are for list items, not file content. Therefore, 'Get file content' is the correct action.

Answer

Get file properties

Answer

Get item

Answer

Get file metadata

Question 10

A user needs to build a Power Automate cloud flow that reads a SharePoint list item and then uses its values to update a row in an on-premises SQL Server table. The SQL Server is not exposed to the internet. Which component must the user install and configure to enable this connection?

Accepted Answer

An on-premises data gateway. An on-premises data gateway runs inside the corporate network and brokers requests between Power Automate and internal resources like SQL Server. Because the gateway initiates outbound connections, no inbound firewall rules are required, which is why it is the recommended way to let cloud flows safely access on-premises data.

Answer

A service principal in Microsoft Entra ID

Answer

A Power Automate desktop flow

Answer

A custom connector

Question 11

A company uses Power Automate to process expense reports. The flow must run only on weekdays and must not run more than once per hour. The flow is currently triggered manually. Which trigger should be used to meet these requirements?

Accepted Answer

Recurrence. The Recurrence trigger is designed for scheduled execution. It allows configuration of interval and frequency, such as every hour, and selection of specific days of the week. In this scenario, setting the recurrence to run hourly on weekdays only meets both the timing and frequency constraints. Other triggers are event-based and cannot enforce the required schedule.

Answer

Manually trigger a flow

Answer

When an item is created in SharePoint

Answer

When a file is created (properties only) in SharePoint

Question 12

You are a business analyst at a logistics company. The operations team uses a Microsoft Excel workbook stored in OneDrive for Business to track daily shipment statuses. They want an email notification sent automatically whenever a shipment's status is updated to 'Delayed' in that workbook. You need to build a Power Automate cloud flow that triggers only on that specific change. Which trigger should you use?

Accepted Answer

When a row is added, modified or deleted – Excel Online (Business). The Excel Online (Business) connector includes a trigger that watches a table inside a workbook for row additions, modifications, or deletions. Because the operations team edits an existing row's status, this trigger detects the change and surfaces the updated row values. That allows the flow to check whether the new status equals 'Delayed' and then send the email. File-level triggers cannot inspect row content, and SharePoint triggers apply to a different data store.

Answer

When a file is modified (properties only) – OneDrive for Business

Answer

When an item is created – SharePoint

Answer

When a file is created (properties only) – OneDrive for Business

Question 13

A help desk analyst receives a high volume of support emails in a shared Outlook 365 mailbox. The analyst needs to automatically create a task in Microsoft Planner whenever an email is flagged with a specific category called 'Escalation'. The analyst has no coding experience and wants to build the automation with minimal effort. What should the analyst use?

Accepted Answer

A Power Automate cloud flow with the 'When a new email arrives in a shared mailbox (V2)' trigger and a condition that checks the category, followed by the 'Create a task' Planner action.. The requirement is an event-driven, no-code automation that reacts to categorized email in a shared mailbox and creates a Planner task. Power Automate is the only service in the Power Platform built for this kind of trigger-and-action workflow, and the Outlook 365 shared mailbox trigger plus the Planner connector directly satisfy both the source and destination requirements.

Answer

A Microsoft Power BI dataflow that ingests the mailbox and pushes records to Planner.

Answer

A Power Automate desktop flow that uses UI automation to read the Outlook desktop client and create Planner tasks.

Answer

A Power Apps canvas app that polls the mailbox every minute and inserts Planner tasks.

Question 14

A sales team uses a SharePoint Online list named 'Orders' to track customer orders. The team wants an email notification sent automatically whenever a new order is added to the list. They create a cloud flow in Power Automate. Which trigger should they configure to start the flow?

Accepted Answer

When an item is created (SharePoint). The SharePoint 'When an item is created' trigger is designed to start a cloud flow the moment a new list item appears. It exposes the item's columns as dynamic content, so a following Outlook 'Send an email' action can include the order details. The other triggers monitor files, edits, or mailbox activity and would not fire for a newly created list item, so they cannot meet the stated notification requirement.

Answer

When an item is modified (SharePoint)

Answer

When a new email arrives (Office 365 Outlook)

Answer

When a file is created (SharePoint)

Question 15

A Power Automate cloud flow is being built to process expense reports. It will use a manual trigger that accepts a file and a text value, call an approval action, and then post the result to Microsoft Teams. Which two features are available for controlling this flow's behavior? (Choose two.)

Accepted Answer

Use the 'Start and wait for an approval' action to pause the flow until a response is received.. A Condition action enables branching logic based on data values, and the 'Start and wait for an approval' action pauses the run until a human responds. Both are standard Power Automate cloud flow capabilities that work with a manual trigger, giving the flow decision-making and human-in-the-loop control without changing the trigger type.

Answer

Set the flow to run in the context of the approver's user account to avoid permission issues.

Answer

Configure the flow to run only during business hours by editing the trigger's advanced options.

Answer

Enable the flow to be called from a Power Apps app by using the manual trigger with an HTTP request.