cancel
Showing results for 
Search instead for 
Did you mean: 
Reply
Vince
Regular Visitor

Apply a Flow to multiple users/accounts at once

 

TL;DR:
Is it possible to create a Flow and apply that Flow on 2000 users or on a particular group of users?

 

The context:
Our company has 5000 users. Each user has an Office 365 account and the majority uses Outlook web access to read their emails. Out of those 5000 users we have (give or take) 2000 users that are grouped into a category called SP (Sales People).

 

Unfortunately, these 2000 users are not computer savvy and rarely/never use Outlook web access to look at their emails. They don’t use it because they are not accustomed to it.

 

Instead, these 2000 users spend most of their time in their own personal email accounts such as gmail, yahoo, hotmail, etc…

Because of that, we wanted to create a rule inside the mail flow of our Exchange admin center that would basically send a notification to their personal email address each time they receive a new email in the Outlook account.

 

That notification would simply say: Hey…you’ve got new emails inside your Outlook account, please come and see them.

Company policies do not allow us to simply forward or bcc that email to their personal email accounts.

 

After some digging, I realized that we couldn’t create that rule because of rules limitations.

 

Flow to the rescue…

 

While digging I stumbled upon Flow and quickly realized I could easily create a Flow that would send me an email to my personal account each time I receive an email in my Outlook account.

 

That’s great! But how can I apply that Flow to those 2000 users?

 

As a quick reminder, these 2000 users are not computer savvy. We can’t expect them to create individual Flows nor can we go inside these 2000 accounts and manually create these Flows.

 

So my question is: Can we create a generic Flow that can be applied to 2000 users at once? Or could be applied to a group such as the SP group like in my case?

 

NOTE:
I understand the notion of Team Flows where it makes it possible for multiple people to own and manage a flow together but unless I’m wrong, I’m not sure if Team Flows is best suited for my situation.

 

My understanding is that adding another owner (or group) to a Flow gives that owner or group the ability to edit, update and delete this flow which is NOT what I want these 2000 users to do.

 

I simply want to *apply* a Flow to 2000 users without having to creating that Flow 2000 times in each of their accounts.

Is there such a thing? Like a global Flow?

 

Thanks

6 REPLIES 6
Anonymous
Not applicable

I too am looking for a way of "deploying" flows on users to automate actions domain-wide. 

I my case, I would have to sync calendars between outlook and google calendar for all users who have accounts in both wworlds. 

 

Any idea how to do that, if that is possible ? 

v-yamao-msft
Community Support
Community Support

Hi Vince,

 

I guess currently Team Flow should be a good choice for you.


Per my certain knowledge, we can now share a flow with team members, otherwise, to achieve your needs, you would have to ask 2000 users to create their individual flows.

 

Please check this blog for a reference:

https://flow.microsoft.com/en-us/blog/team-flows/


Please try it on your side to see if it works for you.

 

Best regards,
Mabel Mao

Community Support Team _ Mabel Mao
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.

Thank you Mabel,

 

If I understand correctly, at the time of writing, the ability to create a Flow (Generic global Flow) and apply it on behalf of 2000 users without having them know about it is *not* something that is currently available/supported.

 

Do you happen to know if it will? And if so, are we talking weeks, months, years or you simply don’t know?

 

The proposed workaround, is to create a Team Flow and invite those 2000 users to that Flow.

My concern is that now, these 2000 users become owners of that Flow giving them the ability to edit, update and delete that Flow impacting all the other 2000 users. Is that right?

 

Is there, could there be a way to invite those 2000 users to that Team Flow but with *readonly* permission instead of making them full blown owners?

 

Thanks again Mabel for taking the time to answer.

 

Sincerely

Vince

Hey Michael,

 

I'm not sure if this is of any help but I found this Flow Template: Google Calendar to Office 365 Calendar

 

Perhaps you could tweak it to make it fit your needs (or simply get inspired by that Flow).

 

As for applying that Flow on users, as far as I know (and from the reply I got) I think the best workaround for now would be to make your Flow a Team Flow and invite the users you want.

 

I'm sure this is not what you're after but it might be workaround.

 

If anyone from the Flow team reads this, it would be nice to know if the ability of creating a Global Flow and apply it on behalf of X amount of users (or make a Flow readonly for them) is part of the Flow's roadmap or not, that would be great to know.

 

Hope this helps.

Hi Vince,

 

When we share a flow with team members, it seems that we are only able to specify the permission level as “Owners”. There is no selection for us to share a flow with “Read only” permission.


I haven’t seen a similar idea on Flow Ideas Forum, please consider a new one at here:
https://powerusers.microsoft.com/t5/Flow-Ideas/idb-p/FlowIdeas

 

Hope this blog could be a reference for you:
https://ms.flow.microsoft.com/en-us/blog/team-flows/


Best regards,
Mabel Mao

Community Support Team _ Mabel Mao
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.

Helpful resources

Announcements

Exclusive LIVE Community Event: Power Apps Copilot Coffee Chat with Copilot Studio Product Team

It's time for the SECOND Power Apps Copilot Coffee Chat featuring the Copilot Studio product team, which will be held LIVE on April 3, 2024 at 9:30 AM Pacific Daylight Time (PDT).     This is an incredible opportunity to connect with members of the Copilot Studio product team and ask them anything about Copilot Studio. We'll share our special guests with you shortly--but we want to encourage to mark your calendars now because you will not want to miss the conversation.   This live event will give you the unique opportunity to learn more about Copilot Studio plans, where we’ll focus, and get insight into upcoming features. We’re looking forward to hearing from the community, so bring your questions!   TO GET ACCESS TO THIS EXCLUSIVE AMA: Kudo this post to reserve your spot! Reserve your spot now by kudoing this post.  Reservations will be prioritized on when your kudo for the post comes through, so don't wait! Click that "kudo button" today.   Invitations will be sent on April 2nd.Users posting Kudos after April 2nd at 9AM PDT may not receive an invitation but will be able to view the session online after conclusion of the event. Give your "kudo" today and mark your calendars for April 3, 2024 at 9:30 AM PDT and join us for an engaging and informative session!

Tuesday Tip: Unlocking Community Achievements and Earning Badges

TUESDAY TIPS are our way of communicating helpful things we've learned or shared that have helped members of the Community. Whether you're just getting started or you're a seasoned pro, Tuesday Tips will help you know where to go, what to look for, and navigate your way through the ever-growing--and ever-changing--world of the Power Platform Community! We cover basics about the Community, provide a few "insider tips" to make your experience even better, and share best practices gleaned from our most active community members and Super Users.   With so many new Community members joining us each week, we'll also review a few of our "best practices" so you know just "how" the Community works, so make sure to watch the News & Announcements each week for the latest and greatest Tuesday Tips!     THIS WEEK'S TIP: Unlocking Achievements and Earning BadgesAcross the Communities, you'll see badges on users profile that recognize and reward their engagement and contributions. These badges each signify a different achievement--and all of those achievements are available to any Community member! If you're a seasoned pro or just getting started, you too can earn badges for the great work you do. Check out some details on Community badges below--and find out more in the detailed link at the end of the article!       A Diverse Range of Badges to Collect The badges you can earn in the Community cover a wide array of activities, including: Kudos Received: Acknowledges the number of times a user’s post has been appreciated with a “Kudo.”Kudos Given: Highlights the user’s generosity in recognizing others’ contributions.Topics Created: Tracks the number of discussions initiated by a user.Solutions Provided: Celebrates the instances where a user’s response is marked as the correct solution.Reply: Counts the number of times a user has engaged with community discussions.Blog Contributor: Honors those who contribute valuable content and are invited to write for the community blog.       A Community Evolving Together Badges are not only a great way to recognize outstanding contributions of our amazing Community members--they are also a way to continue fostering a collaborative and supportive environment. As you continue to share your knowledge and assist each other these badges serve as a visual representation of your valuable contributions.   Find out more about badges in these Community Support pages in each Community: All About Community Badges - Power Apps CommunityAll About Community Badges - Power Automate CommunityAll About Community Badges - Copilot Studio CommunityAll About Community Badges - Power Pages Community

Tuesday Tips: Powering Up Your Community Profile

TUESDAY TIPS are our way of communicating helpful things we've learned or shared that have helped members of the Community. Whether you're just getting started or you're a seasoned pro, Tuesday Tips will help you know where to go, what to look for, and navigate your way through the ever-growing--and ever-changing--world of the Power Platform Community! We cover basics about the Community, provide a few "insider tips" to make your experience even better, and share best practices gleaned from our most active community members and Super Users.   With so many new Community members joining us each week, we'll also review a few of our "best practices" so you know just "how" the Community works, so make sure to watch the News & Announcements each week for the latest and greatest Tuesday Tips!   This Week's Tip: Power Up Your Profile!  🚀 It's where every Community member gets their start, and it's essential that you keep it updated! Your Community User Profile is how you're able to get messages, post solutions, ask questions--and as you rank up, it's where your badges will appear and how you'll be known when you start blogging in the Community Blog. Your Community User Profile is how the Community knows you--so it's essential that it works the way you need it to! From changing your username to updating contact information, this Knowledge Base Article is your best resource for powering up your profile.     Password Puzzles? No Problem! Find out how to sync your Azure AD password with your community account, ensuring a seamless sign-in. No separate passwords to remember! Job Jumps & Email Swaps Changed jobs? Got a new email? Fear not! You'll find out how to link your shiny new email to your existing community account, keeping your contributions and connections intact. Username Uncertainties Unraveled Picking the perfect username is crucial--and sometimes the original choice you signed up with doesn't fit as well as you may have thought. There's a quick way to request an update here--but remember, your username is your community identity, so choose wisely. "Need Admin Approval" Warning Window? If you see this error message while using the community, don't worry. A simple process will help you get where you need to go. If you still need assistance, find out how to contact your Community Support team. Whatever you're looking for, when it comes to your profile, the Community Account Support Knowledge Base article is your treasure trove of tips as you navigate the nuances of your Community Profile. It’s the ultimate resource for keeping your digital identity in tip-top shape while engaging with the Power Platform Community. So, dive in and power up your profile today!  💪🚀   Community Account Support | Power Apps Community Account Support | Power AutomateCommunity Account Support | Copilot Studio  Community Account Support | Power Pages

Super User of the Month | Chris Piasecki

In our 2nd installment of this new ongoing feature in the Community, we're thrilled to announce that Chris Piasecki is our Super User of the Month for March 2024. If you've been in the Community for a while, we're sure you've seen a comment or marked one of Chris' helpful tips as a solution--he's been a Super User for SEVEN consecutive seasons!   Since authoring his first reply in April 2020 to his most recent achievement organizing the Canadian Power Platform Summit this month, Chris has helped countless Community members with his insights and expertise. In addition to being a Super User, Chris is also a User Group leader, Microsoft MVP, and a featured speaker at the Microsoft Power Platform Conference. His contributions to the new SUIT program, along with his joyous personality and willingness to jump in and help so many members has made Chris a fixture in the Power Platform Community.   When Chris isn't authoring solutions or organizing events, he's actively leading Piasecki Consulting, specializing in solution architecture, integration, DevOps, and more--helping clients discover how to strategize and implement Microsoft's technology platforms. We are grateful for Chris' insightful help in the Community and look forward to even more amazing milestones as he continues to assist so many with his great tips, solutions--always with a smile and a great sense of humor.You can find Chris in the Community and on LinkedIn. Thanks for being such a SUPER user, Chris! 💪 🌠  

Tuesday Tips: Community Ranks and YOU

TUESDAY TIPS are our way of communicating helpful things we've learned or shared that have helped members of the Community. Whether you're just getting started or you're a seasoned pro, Tuesday Tips will help you know where to go, what to look for, and navigate your way through the ever-growing--and ever-changing--world of the Power Platform Community! We cover basics about the Community, provide a few "insider tips" to make your experience even better, and share best practices gleaned from our most active community members and Super Users.   With so many new Community members joining us each week, we'll also review a few of our "best practices" so you know just "how" the Community works, so make sure to watch the News & Announcements each week for the latest and greatest Tuesday Tips!This Week: Community Ranks--Moving from "Member" to "Community Champion"   Have you ever wondered how your fellow community members ascend the ranks within our community? What sets apart an Advocate from a Helper, or a Solution Sage from a Community Champion? In today’s #TuesdayTip, we’re unveiling the secrets and sharing tips to help YOU elevate your ranking—and why it matters to our vibrant communities. Community ranks serve as a window into a member’s role and activity. They celebrate your accomplishments and reveal whether someone has been actively contributing and assisting others. For instance, a Super User is someone who has been exceptionally helpful and engaged. Some ranks even come with special permissions, especially those related to community management. As you actively participate—whether by creating new topics, providing solutions, or earning kudos—your rank can climb. Each time you achieve a new rank, you’ll receive an email notification. Look out for the icon and rank name displayed next to your username—it’s a badge of honor! Fun fact: Your Community Engagement Team keeps an eye on these ranks, recognizing the most passionate and active community members. So shine brightly with valuable content, and you might just earn well-deserved recognition! Where can you see someone’s rank? When viewing a post, you’ll find a member’s rank to the left of their name.Click on a username to explore their profile, where their rank is prominently displayed. What about the ranks themselves? New members start as New Members, progressing to Regular Visitors, and then Frequent Visitors.Beyond that, we have a categorized system: Kudo Ranks: Earned through kudos (teal icons).Post Ranks: Based on your posts (purple icons).Solution Ranks: Reflecting your solutions (green icons).Combo Ranks: These orange icons combine kudos, solutions, and posts. The top ranks have unique names, making your journey even more exciting! So dive in, collect those kudos, share solutions, and let’s see how high you can rank!  🌟 🚀   Check out the Using the Community boards in each of the communities for more helpful information!  Power Apps, Power Automate, Copilot Studio & Power Pages

Find Out What Makes Super Users So Super

We know many of you visit the Power Platform Communities to ask questions and receive answers. But do you know that many of our best answers and solutions come from Community members who are super active, helping anyone who needs a little help getting unstuck with Business Applications products? We call these dedicated Community members Super Users because they are the real heroes in the Community, willing to jump in whenever they can to help! Maybe you've encountered them yourself and they've solved some of your biggest questions. Have you ever wondered, "Why?"We interviewed several of our Super Users to understand what drives them to help in the Community--and discover the difference it has made in their lives as well! Take a look in our gallery today: What Motivates a Super User? - Power Platform Community (microsoft.com)

Users online (4,531)