cancel
Showing results for 
Search instead for 
Did you mean: 
Reply
Anonymous
Not applicable

All about "Manage Run-Only Users"

There is absolutely no documentation on this key function that is prerequisite to getting any value out of Flows at the enterprise level.  Really, Microsoft should provide this.  But Microsoft seems determined to force everyone to pay for premium support by providing no documentation at all on its products.

 

If anyone has a document explaining the options for this and how to set a flow up for each option, I would appreciate you sharing it with me.  I am specifically interested in understanding the whole notion of "inviting a sharepoint list or library", because I have no idea what that means.  Alternatively, I need to better understand how to make a Flow available run-only for my general user community.  I don't have access to create security groups so that really is not an option unless there is an OOTB security group that includes all users.

12 REPLIES 12
v-yuazh-msft
Community Support
Community Support

Hi @Anonymous,

 

Do you want to learn how to create a flow with the run-only users?

Do you want to create a flow with your general user community as run only user?

Could you please share more details about your general user community?

Microsoft flow support to add a security group or the user of your orgnization to be owner or run only user currently,

 

You could refer to link below to learn how to add a run only user to a flow:

https://regarding365.com/how-to-add-new-run-only-users-to-a-flow-bb0e2f6817c2

 

You could refer to link below to learn how to add a list as run only user :

https://flow.microsoft.com/en-us/blog/share-with-sharepoint-office-365/

 

Best regards,

Alice

Anonymous
Not applicable

As I said in a different post, communities are no substitute for proper documentation, and this is a perfect example.  The first link points to an overly simplistic, half-baked explanation of how to add named users as run-only users of a flow.  It neglects to explain any of the other options related to the screens that are used to do this.

 

The second link at least points to something that attempts to explain what Flows is supposed to allow when adding a SharePoint list as a run-only user.  But it does not help me understand why it does not seem to work for me when I have added a list.  It makes quick reference to the fact that the user needs to have read/write access to the SharePoint list.  However, in SharePoint, there is no such privilege as read or write.  There is only add, edit, view, and delete.  So which combination of these equate to "read/write"?

 

So while both of these offer some help, neither comes close to really answering the question.  And they are certainly not an adequate substitute for the documentation that Microsoft should provide itself, written by professional technical writers rather than amateur, good Samaritans with a blog.

@Anonymous, we're very much in the same situation as you. What I've learned is that the concept of "Run Only Users" only applies to "manually triggered" Flows. In particular, this means Flows initiated using a "Flow Button", and NOT those with a "for selected items" trigger (even thought those are "manually triggered"). This severely limits the usefulness of Flow in our environment. 

 

What has worked for us is adding SharePoint lists/libraries as owners. Doing this causes the Flow to "inherit" (for lack of a better term) the permissions of the list. Users with Edit permission or higher can edit the Flow; those with Contribute (the closest equivalent to read/write/execute permissions) can initiate or execute the Flow. However, even in this case, the Flow is using the author's Connections. So, actions taken are attributed to the author of the Flow. This is similar to how Impersonation Steps worked in SharePoint Designer 2010. In some situations, this is acceptable, and even advantageous, but obviously it's not always ideal. 

 

The biggest issue we've run into using this method is that when emails are sent (and we have a LOT of workflows that send emails), they are sent as the Flow Author. However, we've worked around this by setting the "Send As" property to an O365 Group address or Shared Mailbox to which the Author has "Send As" permissions. If nothing else, this disassociates the individual user from the email.

 

I've submitted a suggestion (I don't recall where at the moment) that Flow Authors should be able to set an action to run as the Author or the user executing the Flow. I think that would be provide the best overall flexibility for most purposes. 

 

 

@Anonymous, Actually, the suggestion I made is here if you want to add your vote and maybe follow-up with some of your requirements or use cases: https://powerusers.microsoft.com/t5/Flow-Ideas/Flow-Credentials/idi-p/124581

Anonymous
Not applicable

I understand your fustration really as I am in the same boat. I have created custom connector to call PowerBI APIs and used them with manual flow button with dropdown list to select the Workspace and Dataset to refresh dataset from that group and it's working fine if Owner(s) run it.

 

However, the main reason to create the workflow was to allow Run-Only Usersto run the flow but unfortunately they can't see the workflow at all!! And so far I haven't found a documentation that helps me troubleshoot the issue.

 

Am I missing anything here? Is this the limitation of the flow? or this is a bug! Honestly, I don't know.

 

 

AlexBunning1
Frequent Visitor

Completely agree aswell, I created a workflow "for a selected item".

 

  1. no one could see the workflow except for me.
  2. Then I added the invite SharePoint list.
  3. Everyone could see the button to start the flow but the start flow Pane errored out.
  4. Then I added the person to run-only permissions directly and they could start the flow.
  5. Now I have to tell the client that they have to add new users manually to the flow? Thats not going to fly

I will try adding SharePoint to the owners group but this needs documentation as you look like a muppet trying to work it out.

 

Cheers

Anonymous
Not applicable

Sorry, I completely forgot to get back on this but it did work after trying a couple of time.

 

One thing I observed is, sometime users see a message like "New button is available" before they click on it which later shows the actual button.

Hello,

 

I really don't understand why there is not a documentation on this... we can find example but it doesn't explain how it really works...

Btw, here is my issue ; i have 3 flows initiated with "manually triggered". Connections are Office 365 Outlook and SharePoint. I want my user to be able to use this flow without modifying it so i put it in run-user only.

My user only use the owner's flow connection and can't use any of these 3 flows. I thought he would be able to use them from the sharepoint list but it's not working.

 

flow.PNG

Hi, I'm facing this issue right now where I have the flow to send out the emails, but the emails are sent as the author of the flow instead of the user who triggers the flow. It's been 4 years, i wonder if there is a solution to this yet? I have a hard time finding related documents that are not a blog.

See https://docs.microsoft.com/en-us/sharepoint/dev/business-apps/power-automate/guidance/manage-list-fl.... Specifically, the last paragraph (starting "As an added bonus...". Basically, the way you've added those run only users, they are using the OWNER'S Outlook connection and therefore can only send as them. If you set the drop-down under Office 365 Outlook to "Provided by run-only user", then the flow will run using THEIR Outlook connection. Be aware that this will prompt users (the first time they use the flow) to "allow" it to use their Outlook connection. If you have security- or privacy-conscious users, they may question why this flow wants to access their Outlook account. Unfortunately, there isn't any way to insert any kind of explanation into that dialog.

Hi! thank you for your answer,

I read that document, and it doesn't say what triggers or connections are allowed users to run using their credentials. when I go to manage run-only users, I don't have the option to select "Provide by run-only user" showing. I can't find the solution and don't know why I don't have that option unless it doesn't support a Power BI connection. The document shows the example using the SharePoint List connection and no other support documents.
Even the one explaining how to use Power Automate in the Power BI report doesn't explain this option. https://docs.microsoft.com/en-us/power-automate/trigger-flow-powerbi-report

According to the connector documentation, the Power BI connection is "not shareable", so you won't see that drop down for that connection. However, assuming the flow also uses the "Office 365 Outlook" connector, you should see the drop down for that connector and be able to set it so that users running the flow will need to use their own connection. You can set that option separately for each "shareable" connector, but if you use multiple actions from the same connector, they will ALL run using the chosen connection. For example, if you want to use the Office 365 Outlook connector's "Send an email" action once as the flow owner and another time as the person running the flow, you can't do that. ALL Office 365 Outlook actions in that flow will use the SAME connection.

Helpful resources

Announcements

Celebrating a New Season of Super Users with Charles Lamanna, CVP Microsoft Business Applications

February 8 was the kickoff to the 2024 Season One Super User program for Power Platform Communities, and we are thrilled to welcome back so many returning Super Users--as well as so many brand new Super Users who started their journey last fall. Our Community Super Users are the true heroes, answering questions, providing solutions, filtering spam, and so much more. The impact they make on the Communities each day is significant, and we wanted to do something special to welcome them at our first kickoff meeting of the year.   Charles Lamanna, Microsoft CVP of Business Applications, has stressed frequently how valuable our Community is to the growth and potential of Power Platform, and we are honored to share this message from him to our 2024 Season One Super Users--as well as anyone who might be interested in joining this elite group of Community members.     If you want to know more about Super Users, check out these posts for more information today:    Power Apps: What is A Super User? - Power Platform CommunityPower Automate: What is A Super User? - Power Platform Community Copilot Studio: What is A Super User? - Power Platform Community Power Pages: What is A Super User? - Power Platform Community

February 2024 User Group Update: Welcoming New Groups and Highlighting Upcoming Events

It's a new month and a brand-new year, which means another opportunity to celebrate our amazing User Groups!Each month, we highlight the new User Groups that have joined the community. It's been a busy season for new groups, because we are thrilled to welcome 15 New User Groups! Take a look at the list below, shared by the different community categories. If your group is listed here, give this post a kudo so we can celebrate with you!   We love our User Groups and the difference they make in the lives of our Community! Thank you to all the new User Groups, new User Group leaders--we look forward to hearing about your successes and the impact you will leave!   In addition to our monthly User Group spotlight, it's a great time to share some of the latest events happening in our User Group community! Take a look at the list below to find one that fits your schedule and need! There's a great combination of in-person and virtual events to choose from. Also, don't forget to review the many events happening near you or virtually! It's a great time of year to connect and engage with User Groups both locally and online. Please Welcome Our NEW User Groups   Power Platform: Heathcare Power Platform User Group Power Platform Connect Hub Power Platform Usergroup Denmark Mexico Norte- Power Platform User Group Pune Power User Group Sudbury Power Platform User GroupMicrosoft User Group GhanaMPPBLR - Microsoft Power Platform Bengaluru User Group Power Apps:   Myrtle Beach Power Platform User GroupAnanseTechWB PowerApps Copilot Studio: Pathfinders Power Platform Community Dynamics365: Cairo, Egypt MSD 365 Business Central/NAV/F&O User GruopMS Dynamics 365 Business Central LatamCincinnati OH D365 F&O User Group February User Group Events February 2024 Cleveland Power Platform User GroupPortallunsj - Februar 2024Indiana D365/AX February User Group MeetingQ1 2024 KC Power Platform and Dynamics 365 CRM Users Group 

January 2024 Community Newsletter

Welcome to our January Newsletter, where we highlight the latest news, product releases, upcoming events, and the amazing work of our outstanding Community members. If you're new to the Community, please make sure to follow the latest News & Announcements in each Community and check out the Community on LinkedIn as well! It's the best way to stay up-to-date in 2024 with all the news from across Microsoft Power Platform and beyond.      COMMUNITY HIGHLIGHTS Check out the most active community members of the last month! These hardworking members are posting regularly, answering questions, giving (and receiving!) kudos, and consistently providing top solutions in their communities. We are so thankful for each of you--keep up the great work! If you hope to see your name here next month, make it your New Year's Resolution to be more active in the community in 2024.   Power AppsPower AutomateCopilot StudioPower PagesWarrenBelzWarrenBelzPstork1saudali_25LaurensMPstork1stephenrobertLucas001AARON_ClbendincpaytonSurendran_RANBNived_NambiarMariamPaulachanNikhil2JmanriqueriosANBJupyter123rodger-stmmbr1606Agniusstevesmith27mandelaPhineastrice602AnnaMoyalanOOlashynBCLS776grantjenkinsExpiscornovusJcookSpongYeAARON_CManishSolankiapangelesPstork1ManishSolankiSanju1Fubar   LATEST NEWS Power Platform 2024 Release Wave Highlights This month saw the 2024 Release Wave 1 plans for Microsoft Power Platform and Microsoft Dynamics 365- a compilation of new capabilities planned for release between April and September 2024. Click here to read Corporate Vice President Maureen (Mo) Osborne's detailed breakdown of the upcoming capabilities, and click the image below to check out some of the Power Platform 2024 Release Wave 1 highlights.     "What's New" Power Platform Shorts Series This month we also launched our brand-new 'Power Shorts' series on YouTube - a selection of super sweet snapshots to keep you in the loop with all the latest trends from across the Power Platform and beyond. Click the image below to check out the entire playlist so far, and don't forget to subscribe to our YouTube channel for all the latest updates.   Super User In Training (S.U.I.T) It was great to see the Power Platform Community officially kick off Season One of their Super User in Training (SUIT) program this month! Their first meeting saw an amazing turnout of over 300 enthusiastic participants who started their dynamic journey toward becoming Super Users. Huge thanks to Manas Maheshwari, Eric Archer, Heather Hernandez, and Duane Montague for a fantastic kick-off. The first meeting also saw seasoned Super User, Drew Poggemann, share invaluable insights on navigating the #MicrosoftCommunity with finesse. Many thanks to Drew for setting the stage and emphasizing the importance of active engagement and the art of providing thoughtful community solutions. If you want to learn more about the features and benefits of gaining Super User status, click the image below to find out more, and watch this space for more info about Season Two and how you can SUIT UP in the community!     UPCOMING EVENTS Microsoft 365 Community Day - Miami - February 1-2, 2024 It's not long now until the Microsoft 365 Community Day Miami, which will be taking place at the Wolfson Campus at Miami Dade College on 1-2 Feb. 2024. This free event is all about unlocking the full potential of Power Platform, Microsoft 365, and AI, so whether you’re a tech enthusiast, a business owner, or just curious about the latest Microsoft advancements, #M365Miami is for you.   The event is completely free and there will sessions in both English and Spanish to celebrate the vibrant and diverse make-up of our amazing community. Click the image below to join this amazing Community Day in Miami and become a part of our incredible network of learners and innovators!     Microsoft Fabric - Las Vegas - March 26-28, 2024 Exciting times ahead for the inaugural #MicrosoftFabric Community Conference on March 26-28 at the MGM Grand in Las Vegas. And if you book now, you can save $100 off registration! The Microsoft Fabric Conference will cover all the latest in analytics, AI, databases, and governance across 150+ sessions.   There will be a special Community Lounge onsite, interactive learning labs, plus you'll be able to 'Ask the Experts' all your questions to get help from data, analytics, and AI specialists, including community members and the Fabric Customer Advisory Team. Just add the code MSCUST when registering for a $100 discount today. Click the image below to find out more about the ultimate learning event for Microsoft Fabric!     Microsoft 365 Conference - Orlando - April 30 - May 2, 2024 Have you added The Microsoft 365 Conference to your community calendar yet? It happens this April 30th - May 2nd in Orlando, Florida. The 2024 Microsoft 365 Conference is one of the world’s largest gatherings of Microsoft engineers and community, with a strong focus on Power Platform, SharePoint, Azure, and the transition to an AI-powered modern workplace.   Click the image link below to find out more and be prepared to be enlightened, educated, and inspired at #M365Conf24!   LATEST COMMUNITY BLOG ARTICLES Power Apps Community Blog Power Automate Community Blog Copilot Studio Community Blog Power Pages Community Blog Check out 'Using the Community' for more helpful tips and information: Power Apps, Power Automate, Copilot Studio, Power Pages  

Super Users 2024 Season One is Here!

   We are excited to announce the first season of our 2024 Super Users is here! Our kickoff to the new year welcomes many returning Super Users and several new faces, and it's always exciting to see the impact these incredible individuals will have on the Community in 2024! We are so grateful for the daily difference they make in the Community already and know they will keep staying engaged and excited for all that will happen this year.   How to Spot a Super User in the Community:Have you ever written a post or asked for help in the Community and had it answered by a user with the Super User icon next to their name? It means you have found the actual, real-life superheroes of the Power Platform Community! Super Users are our heroes because of the way they consistently make a difference in the Community. Our amazing Super Users help keep the Community a safe place by flagging spam and letting the Community Managers know about issues. They also make the Community a great place to find answers, because they are often the first to offer solutions and get clarity on questions. Finally, Super Users share valuable insights on ways to keep the Community growing, engaging, and looking ahead!We are honored to reveal the new badges for this season of Super Users! Congratulations to all the new and returning Super Users!     To better answer the question "What is a Super User?" please check out this article: Power Apps: What is A Super User? - Power Platform CommunityPower Automate: What is A Super User? - Power Platform Community Copilot Studio: What is A Super User? - Power Platform Community Power Pages: What is A Super User? - Power Platform Community

Did You Attend the Microsoft Power Platform Conference in 2022 or 2023? Claim Your Badge Today!

If you were one of the thousands of people who joined us at the first #MPPC Microsoft Power Platform Conference in 2022 in Orlando--or attended the second-annual conference in Las Vegas in 2023--we are excited to honor you with a special community badge! Show your support for #MPPC Microsoft Power Platform Conference this year by claiming your badge!           Just follow this link to claim your badge for attending #MPPC in 2022 and/or 2023: MPPCBadgeRequest    Want to earn your badge for 2024? Just keep watching our News & Announcements for the latest updates on #MPPC24.

Microsoft Power Platform | 2024 Release Wave 1 Plan

Check out the latest Microsoft Power Platform release plans for 2024!   We have a whole host of exciting new features to help you be more productive, enhance delegation, run automated testing, build responsive pages, and so much more.    Click the links below to see not only our forthcoming releases, but to also try out some of the new features that have recently been released to market across:     Power Apps  Power Automate  Copilot Studio   We can’t wait to share with you all the upcoming releases that will help take your Power Platform experience to the next level!    Check out the entire Release Wave: Power Platform Complete Release Planner 

Users online (2,255)