Tired of manually scraping data every day? Let Power Automate do the work for you

Manually scraping data from websites can be both tedious and disruptive, especially when you’re trying to track data like plugin installs or user counts. By automating this process using Power Automate, you can free up time while ensuring your data collection remains consistent.

Why Automate Web Scraping?

Automating your data collection with Power Automate can:

• Save time: Automating this process means you don’t have to manually check websites each day.
• Ensure accuracy: Automating eliminates human errors and keeps your data consistent.
• Avoid interruptions: Using Power Automate Web avoids the need for your PC to stay on or for a browser to open during your work.

Common use cases include:

• Tracking plugin installations or user counts from analytics pages.
• Monitoring product prices or stock levels on e-commerce sites.

Power Automate Web vs. Desktop: Why the Web Version is Better

When setting up automation, it’s important to choose Power Automate Web over the desktop version whenever possible. Power Automate Web runs directly from the cloud, meaning:

• Your PC doesn’t need to be on for the automation to work.
• The automation won't disrupt your workflow by opening a browser or taking over your machine.
• There's no need to rely on a virtual machine (VM) to keep automations running in the background.

In contrast, Power Automate Desktop requires your PC to be powered on, and if a browser-based scraping flow runs, it can disrupt your work by taking control of your screen. If you must use the desktop version (for example, if no API is available), consider running it on a VM to avoid these issues.

Step 1: Identify Your Data Source

Start by identifying where the data you need is located. Some websites offer APIs that allow you to access data directly.

If an API is available, you should always prefer this option, as it is easier to automate. If no API exists, you’ll need to scrape the data from the website itself.

Step 2: Set Up a Scheduled Flow in Power Automate Web

Use Power Automate Web to set up a flow that runs on a schedule (e.g., daily).

1. In Power Automate Web, select Create > Scheduled flow.
2. Set the schedule to run at the desired frequency (e.g., once a day).
3. This flow will initiate the data scraping or API call automatically without needing your PC to be on.

Step 3: Retrieve Data Using HTTP or Browser Automation

Now that your flow is scheduled, the next step is to configure how the data will be retrieved. If the website provides an API, you can use HTTP actions to pull data directly. If there is no API available, you can automate browser actions to extract data from the page.

Use HTTP Actions for APIs:

• Choose the HTTP action in Power Automate Web.
• Configure the API endpoint and select GET as the method.
• Parse the JSON response to extract the data you need.

Automate Browser Actions for Web Scraping (If No API):

• If the data isn’t available via API, you’ll need to use Power Automate Desktop or a VM to set up browser automation.
• The browser automation tool will open a web page, log in if necessary, and navigate to the required data field.
• This approach can be disruptive if run on your local machine, which is why using a VM is recommended if you go this route.

Step 4: Store or Send the Data

Once the data is scraped, decide how you want to store or send it. Power Automate offers several options:

• Store in Excel or SharePoint: Store data in an Excel file or SharePoint list for easy tracking.
• Send via Email: Automatically send the data as an email report.
• Store in a Database: Save the data in a structured format using a database like SQL Server.

Handling Common Challenges

1. CAPTCHAs and Anti-Scraping Measures: Websites may use CAPTCHAs or anti-scraping mechanisms. APIs are preferable in such cases, as they are less likely to have these barriers.
2. Dynamic Web Elements: Websites with dynamic content (e.g., pop-ups) may require additional steps in browser automation to handle these elements.

Example: Scraping Plugin Installation Data

Let’s say you need to scrape the number of installs for a plugin from a webpage that requires logging in. Since Power Automate Web cannot handle login interactions or navigate through web elements like a user would, this scenario would require Power Automate Desktop. With the desktop version, you can create an automation that:

1. Opens a browser and navigates to the plugin’s analytics page.
2. Logs into the site by entering a username and password.
3. Navigates to the correct page displaying the number of installs.
4. Extracts the relevant data and stores it in a designated location, like an Excel file or a database.

If an API is available, you could still use Power Automate Web to query the data directly without logging in or navigating through the site. However, if the data is only accessible after authentication, you’ll need to rely on Power Automate Desktop to handle the more complex task of logging in and scraping from the webpage. This setup ensures that you can still automate the data extraction process, even though it requires more advanced features not supported by the web version.

When Power Automate Web Falls Short: Scraping Limitations

While Power Automate Web is a powerful tool for many automation tasks, it does have limitations when it comes to web scraping compared to the desktop version. Power Automate Web excels in scenarios where data is accessible through APIs or structured data sources.

However, it lacks advanced browser automation features, such as the ability to interact directly with web elements like buttons or text fields. This makes it less suitable for scraping dynamic web content or websites that require user interaction, such as logging in or navigating through multiple pages.

In these cases, Power Automate Desktop is necessary because it offers browser-based automation that can mimic real user interactions. The desktop version allows for more flexibility in handling complex web elements, although it requires the PC (or a VM) to be running continuously for the automation to work.

Conclusion

Automating web scraping with Power Automate can save time, improve data accuracy, and prevent disruptions to your daily operations. Whenever possible, use Power Automate Web for a seamless, cloud-based solution. For cases where browser automation is necessary, consider running it on a VM to avoid interrupting your work.

Need help automating your data collection or setting up web scraping with Power Automate? I can guide you through the process to streamline your workflows and ensure you get the data you need without any manual effort. Let’s connect and see how we can optimize your processes!