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

Multi-User settings for flow

Hi all,

 

 

I'm trying to make my flow available to multiple users within my company. 

The problem is: since I created that flow it uses data from our active directory that are linked to my acoount (e.g. my superior). Meaning that if I want to provide the flow to my superior, it still refers to him instead of his superior, since the flow seems to be unalterably linked to my AD profile. My aim was to create a generic worklfow which refers to the individual's AD data.

 

I already tried to export my flow, sent the zip file to my superior and asked him to import the zip, but importing the zip created an error.

 

Any suggestions?

 


Thanks and best regards,

Max

1 ACCEPTED SOLUTION

Accepted Solutions

Try the following:

1) Export your Flow as a zip

2) Have your users import the Flow

3) Upon import, the will be prompted to select a connection - they will select their own connections or create a new one if none exists.

 

Walk through the export/import once or twice and you'll see how easy it is. 

 

If you still need help, post here.  I'll do a quick video and post.

 

This should work for you.  I would suggest providing your users with instructions and maybe a video.  Selecting and creating the connections is not particularly intuitive for end users.

 

Export1.jpgIImport1.jpg

 

 

If I have answered your question, please mark your post as Solved.
If you like my response, please give it a Thumbs Up.

Scott

View solution in original post

10 REPLIES 10
ScottShearer
Super User
Super User

Can you post a screenshot of your Flow please?  That will make it much easier to assist.

 

Scott

If I have answered your question, please mark your post as Solved.
If you like my response, please give it a Thumbs Up.

Scott
Anonymous
Not applicable

Hi Scott,

 

 

thanks in advance.

Here's the snip...

The aim is to have a generic workflow, where the step "Get manager" refers to the manager of the individual who runs that flow. Right now, it's always my manager / AD data that the flow is referring to (probably because I created it). 

Any other possibilities on creating generic flows or making flows available for other individuals are welcome!

 


Thanks,

Max

nip_20180425 6.PNG

In your Flow, you are using the Get My Profile action.  The Get My Profile action will always retrieve the profile information of the individual associated with the connection used with that action - in other words it will always return your profile.  So, you are always looking for your manager in the GetManager action.

 

What trigger are you using to start your Flow?

 

If I have answered your question, please mark your post as Solved.
If you like my response, please give it a Thumbs Up.

Scott
Anonymous
Not applicable

Thanks for the reply.

So how can I e.g. ex- and import that flow in order to make them available to my collegues and make sure the flow will refer to my colleagues' managers? 

The trigger would be, that we have a finalized expense sheet and start that flow within onedrive where the expense sheet is stored.

 

Br, Max

Anonymous
Not applicable

Thanks for the reply.

So how can I e.g. ex- and import that flow in order to make them available to my collegues and make sure the flow will refer to my colleagues' managers? 

The trigger would be, that we have a finalized expense sheet and start that flow within onedrive where the expense sheet is stored.

 

Br, Max

I will experiment later today with a possible solution and will post.

 

An alternative might be to have your users submit the expense sheet to a SharePoint document library and create a Flow on the document library.  The Email of the user who started the Flow is available from Dynamic Properties under For a Selected item and can be used as the input for the Get Manager action.

 

If this alternative works for you, post here and I will provide a screen shot.

If I have answered your question, please mark your post as Solved.
If you like my response, please give it a Thumbs Up.

Scott
Anonymous
Not applicable

We already thought about a sharepoint library, but too many sharepoint engineers would have access to confidential data.

 

Appreciate your effort!

Try the following:

1) Export your Flow as a zip

2) Have your users import the Flow

3) Upon import, the will be prompted to select a connection - they will select their own connections or create a new one if none exists.

 

Walk through the export/import once or twice and you'll see how easy it is. 

 

If you still need help, post here.  I'll do a quick video and post.

 

This should work for you.  I would suggest providing your users with instructions and maybe a video.  Selecting and creating the connections is not particularly intuitive for end users.

 

Export1.jpgIImport1.jpg

 

 

If I have answered your question, please mark your post as Solved.
If you like my response, please give it a Thumbs Up.

Scott
v-yuazh-msft
Community Support
Community Support

Hi @ MaxMondayCoffee,

 

Could you please share a screenshot of the configuration of your flow?

 

If you don't want too many sharepoint engineers would have access to confidential data,

You could take a try to let the user create an item in the sharepoint list with the document as attachment, and you could set the list that user could only read items that were created by himself.

 

 

You can go into the List Settings, Advanced Settings, and you should be able to set Read and Edit access to items that the user has created.

Capture.PNG

 

Please let me know if your issue could be solved.

 

Regards,

Alice Zhang

Anonymous
Not applicable

Thanks a bunch, Scott! This worked out just fine! Problem were the wrong accounts within the connectors.
Best, Max

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 (6,516)