cancel
Showing results for 
Search instead for 
Did you mean: 
Reply
dgillespie
Advocate II
Advocate II

Flow Ownership and SharePoint - Best practices

Just getting started with Flow in our company and before a few of us make a ton of them, I'd like to know the best practices when it comes to SharePoint.  A typical scenario would be:

  1. UserA makes a flow which requires certain permissions on SP doc libraries and lists
  2. UserA leaves company
  3. Ownership of flow changes to new hire UserB
  4. Flow won't run because of permissions

So UserB will not always get the same permissions that UserA had.  What are the best practices then?

  • create an office 365 account just for making flows?  This user would have to have a lot of SP permissions then!
  • redo the flows with UserB in mind?

Thanks for you help!

1 ACCEPTED SOLUTION

Accepted Solutions
dgillespie
Advocate II
Advocate II

Thanks everyone for your replies.

 

Here is what we settled with: I created a Flow Admin account and assigned it a Business Premium license.  UserA creates the flow and adds me as an Owner.  I assign the Flow Admin permissions to that SP site/library.  Finally, I add the Flow Admin as an owner to the Flow and change the SP credentials on the Flow to the Flow Admins.

View solution in original post

14 REPLIES 14
v-monli-msft
Community Support
Community Support

Hi @dgillespie,

 

It seems that there is no easy way to solve this issue. The 2 ways you told are all the way I could think of to solve this. I think the first one would be the better way as this will avoid the following issue that if UserB also left later.

 

Sorry for the inconvenience.

 

Regards,

Mona

Community Support Team _ Mona Li
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.
sergeluca
Memorable Member
Memorable Member

we create a dedicated account (we call that a "Flow service account")

 

Mike2500
Super User
Super User

Permissions in SharePoint are often handled via groups. In that case, if UserB is simply put into the same groups as UserA, then the transfer should work fine. If UserB shouldn't have the same permissions as UserA, then why are they getting the ownership of the Flow? Perhaps the concern is that there are multliple flows, at which point each flow should be reviewed to determine if it should be kept or transferred. Of course, this is a huge challenge as there's no way to know which flows are the mission critical flows vs flows that were created as an experiment, unless each flow is reviewed by a knowledgable user.

 

It's been mentioned here and elsewhere to use a service account. This sounds good, but there seems to be a lot of permissions issues with this:

 

1. Do we give users the username/pwd of the service account? I hope not, as this would violate best practices for accounts

2. Do we have an admin switch the connections to use the service account? Sounds good, but then the user could go back, modify the flow, and via that connection they then have access to content in libraries they normally wouldn't have access.

 

Or, perhaps having to do anything means that the IT dept has already failed, as perhaps mission critical flows should have been recreated as a logic app and deployed to Azure, which brings other benefits such as proper source control.

Thank you for the reply.  There may be an issue with logging in as the Service Account to create the flows.

 

So the administration may look like this?

  1. Flow Service account, UserA, UserB are all in same SP group
  2. FlowA is created by UserA and also owned by Flow Service Account and UserB
  3. UserA leaves and his/her account is deleted
  4. FlowA still works?

My understanding is that the flow will still run. (this is pretty critical info, I wish the docs were clear). However: if the workflow connected to a SharePoint list, for example, then the flow will have a data connection for that list. If the data connection is using UserA's credentials, then the flow will fail because UserA no longer has permission to the SharePoint list.

 

So there are two questions:

1. who owns the flow?

2. what accounts are used in the data connections in the flow?

 

#1 Doesn't seem to be the critical piece, as again, I think the flow will still run even if the owner left. We just need to transfer ownership for maintenance reasons. (please double-check me on this).

#2 is critical, as if a user's account is disabled/deleted, then any data connection using that account should immediately fail the very next time the flow is run. (At which point, a different owner will need to sign in to flow and modify the data connections to use a different account).

 

So in your scenario, there's not enough info to know if the flow will work. It's my understanding that the flow will try to run, but if UserA created a connection using their own credentials, then the flow will fail on that step due to their account being disabled/deleted.

 

So, another scenario is that UserA could create a flow, and then when connecting to a SharePoint list in the flow, they could use the credentials of a service account. When UserA left, the flow would continue to run, as the credentials for the list are still good. (But again, giving users a username/password of a different account is not a best practice)

Yes, Mike, this gets to the detail of the issue: what account to use for the SP connector?  Using the Flow Service account seems to be the best practice but you are right about sharing credentials; also, the user would always have to make sure he/she was logged in as the Flow Service Account. 

 

Either way, it seems like a lot of manual administration here: keeping track of who has access to the Flow Service Account, changing the password when a member user left, and what about setting up a Flow Service account per dept.?

The user doesn't have to be logged in as that account, per se, as they can specify whichever credentials when they create the data connection. So, UserA logs into Flow.microsoft.com, and they create a flow (which means that UserA is the Owner).When they connect to SharePoint, the connection might default to use their account, but they could just click a little drop-down menu and select to use a different set of credentials, at which point they could enter the username/pwd of the service account.

 

I certainly agree that any system is going to be a hassle. Even having a service account isn't necessarily better than just having the new owner sign in and update the credentials. The non-service account method also has the benefit of getting someone from the dept to look at the flows and get rid of unnecessary ones. While flows that use service accounts will always run successfully, the downside is that they will keep running successfully for years, even when they're no longer needed or useful.

 

In my first reply, I mentioned logic apps. To bring that subject up again, if you check out Microsoft's guidance around this, they clearly state that Flow is for "Self-service", while Logic Apps are for "Mission Critical" scenarios.  And, one can take an existing flow, export it as a logic app and then import it into the azure service.

 

So, perhaps the workable scenario is that UserA leaves, and ManagerA compains that UserA's flow is failing. IT then converts UserA's flow to a Logic App and configures it to run via a service account. No further issues are experienced with that particular flow.

 

After all, another scenario is that ownership is given to UserB, who goes to update the Flow, but doesn't really know how to use flow, and in the process they break the flow. Since Flow has no undo capabilities and no version history, UserB calls IT and asks them to rebuild the flow, despite the fact there is no documentation and no one else really knew exactly what it did. Both ManagerA and UserB then spend the next 6 months compaining that IT isn't very helpful.

dgillespie
Advocate II
Advocate II

Thanks everyone for your replies.

 

Here is what we settled with: I created a Flow Admin account and assigned it a Business Premium license.  UserA creates the flow and adds me as an Owner.  I assign the Flow Admin permissions to that SP site/library.  Finally, I add the Flow Admin as an owner to the Flow and change the SP credentials on the Flow to the Flow Admins.

Question- We have a Flow that sends outbound emails using the account of the user who created the flow. What would happen if the person leaves the organization, how will the outbound emails o when the mailbox is no longer active? I know that in the 'Send Email' action a "From" account can be specified for sending an email, but is it a good practice to do so or should we have a dedicated account(with an attached mailbox) for flows?

 

The information I am seeking- 

 

1. In terms of best practice, should we be creating a dedicated service account for flows? If yes, should the flows created by users be shared with this service account so they can be managed using one account?

2. What license should be assigned to the service account, E3 or E5?

3.  Should this account be assigned the global admin privileges?

 

Thank you.

andeeh1974
Frequent Visitor

Has anyone from Microsoft replied to this thread?   Some clarity on what options we have in Flow would be helpful 

 

We have items that are created by UserA but then when the flow runs, it shows modified by FlowUser.  

 

Really what I would want is the flow to keep the original created by user as the modified by user.  

 

@andeeh1974,  I wholeheartedly agree that clarification from Microsoft on user accounts would be VERY helpful (either here or in the docs....though from the PowerApps learning-curve I've pretty much given up on my old-school mindset that official docs will ever again be up-to-date. Time and tech marches on!).

 

Yo, Microsoftians!
Specifically tricky is dealing with automation flows that use the O365 User connector/object and the Outlook.com connector.    All my years of using service accounts as Best Practice seem meaningless for Flow.  If, as another commented, that MS's perspective is that Flow is for "self-service" and we need to use Azure Logic Apps for enterprise-managed automation/workflows, it would be nice for them to be more explicit about that.  In my opinion their Flow demos sure fail to make that distinction.  If Flow is simply an MS-flavored answer to IFTTT, so be it (just say so).  But I'm still hoping it is the powerful enterprise-grade automation tool our organization needs (and which our IT team needs to be able to manage).

I hate to hear myself saying this, but SharePoint Designer (FOR Christ's sake!) was clearer and more capable (it seems) for handling user impersonation/user-context-switching.  I'm sure hoping that impression is wrong.  I know many things in PowerApps that were impossible a year ago now are possible...yet remain widely discussed online as if the old was still current.  It isn't that the official docs are not kept updated...it's just that they are too sparse in their details regarding real-world usage.  PowerApps and Flow would be impossible to learn, IMO, if not for these forums and other community-generated content (shout out to Shane Young!).


DanyElHoyek
Advocate IV
Advocate IV

What are you using as Names for the service accounts?

Anonymous
Not applicable

I have the same question - as it is an old post, is it the same solution today?  

 

If someone could point me in the direction to how i can identify which part of the flow is linked to a spesific useraccount i would appreciate it.

 

We have the case where a creator quit the company, the flow was moved to a new owner, but it does not run. And i am finding it hard to shift the ownership within the flow. 

 

 

Yes, @Anonymous , you need to go through the flow and look at each action that has a user-based connection (e.g. newer SQL Server connections, O365 actions such as Send Email, Word Online, OneDrive) and select a new connection which is using a current user (ideally a service account instead of an actual user's account).  This is done using the ellipses on the right side of the actions in Flow.  Here is a thread that provides some screenshots and better detail:  https://powerusers.microsoft.com/t5/General-Power-Automate/Need-to-use-another-User-s-connections-on-a-Flow/m-p/509441#M47881

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! 💪 🌠  

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)

March User Group Update: New Groups and Upcoming Events!

  Welcome to this month’s celebration of our Community User Groups and exciting User Group events. We’re thrilled to introduce some brand-new user groups that have recently joined our vibrant community. Plus, we’ve got a lineup of engaging events you won’t want to miss. Let’s jump right in: New User Groups   Sacramento Power Platform GroupANZ Power Platform COE User GroupPower Platform MongoliaPower Platform User Group OmanPower Platform User Group Delta StateMid Michigan Power Platform Upcoming Events  DUG4MFG - Quarterly Meetup - Microsoft Demand PlanningDate: 19 Mar 2024 | 10:30 AM to 12:30 PM Central America Standard TimeDescription: Dive into the world of manufacturing with a focus on Demand Planning. Learn from industry experts and share your insights. Dynamics User Group HoustonDate: 07 Mar 2024 | 11:00 AM to 01:00 PM Central America Standard TimeDescription: Houston, get ready for an immersive session on Dynamics 365 and the Power Platform. Connect with fellow professionals and expand your knowledge. Reading Dynamics 365 & Power Platform User Group (Q1)Date: 05 Mar 2024 | 06:00 PM to 09:00 PM GMT Standard TimeDescription: Join our virtual meetup for insightful discussions, demos, and community updates. Let’s kick off Q1 with a bang! Leaders, Create Your Events!  Leaders of existing User Groups, don’t forget to create your events within the Community platform. By doing so, you’ll enable us to share them in future posts and newsletters. Let’s spread the word and make these gatherings even more impactful! Stay tuned for more updates, inspiring stories, and collaborative opportunities from and for our Community User Groups.   P.S. Have an event or success story to share? Reach out to us – we’d love to feature you!

Users online (5,228)