What happens to the flow if flow owner leave the organisation and the flow has been shared with service account(Co-owner)

[RaviM]

Hi  All,

I have created many flows ,so i become the creator and owner of the flows.

And all my flows are shared with Service account(Co-owner) and all the connections used in the flow are running on service account.

What if my account is disabled or i move out of the organisation. Is there any effect on flows since i am the creator of flow.

[CollabTechie]

Hi @RaviM ,

Your Flow will continue to run as long as it is a Team flow and shared with that service account. Good practice sharing with a service account! I do the same.

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Please accept this as a solution if this was helpful to you and solved your issue.

[RaviM]

Anyone from Microsoft team please comment,

[Mirega]

Hello @RaviM 

Flows which were created by a deleted/disabled user will get removed even if they have enabled co-owners. Please clone the flows with your service account before this happens.

Best regards,

Miguel

CSS Support Engineer - Powerapps and Flow

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[nickdurak]

Wanted to provide update that this is by design, the tenant and/or environment admin can take over the flow and assign new owners. the flow won't be disabled. the flows will start failing if the user credentials become invalid, which happen when the user is disabled in AAD or the tenant admin revokes their sessions.

[RaviM]

FYI, in the flow, all the actions are running on the co-owner credentials( service account) who is not a creator of the flow, I am asking if the creator(XYZ user) account gets disabled or deleted is there any impact on the flow

[Anonymous]

These answers aren't clear. If I share with an admin account (SharePoint/Global tenant admin?) and I leave the organisation, will the flow stop working?

[Anonymous]

Is this still the case or has this been updated? Based on this article it seems that it would continue to run:

Learn how to share a cloud flow with other users - Power Automate | Microsoft Docs

[Anonymous]

I experienced exactly this scenario. I shared all my flows with multiple people in the orga. I had a contact break and my credentials were disabled, and all my flows failed.

I am now trying to find a solution that can survive anyones' departure.

Any solutions for it?

[maik_seyring]

It seems Microsoft is thinking of those scenarios. how-to-manage-orphan-flows-when-the-owner-leaves-the-organization 

Although I can't find the flows in the user interface as described, the PowerShell commands should do.

[ScottPosey]

I appreciate everyone's feedback but the question is still not answered. 

Has Microsoft published something to tell IT people how to handle these?  I have smart users off creating flows that are running our business and when someone quits the business stops.   Is there a whitepaper that tells us how to intelligently launch these flows with our organization? I am assuming some kind of service account but every time I try to change the connections the flows break.  Miguel said something about cloning.... But I am not seeing any additional detail?

Microsoft please weight in...

[Mirega]

Hello Everyone,

the best scenario if you are creating a flow that ends up being not only for you but a business process for your company/department is to do it as a solution aware flow. The best part of this is if the owner leaves the company you can go to the Dataverse process entity and simply change the ownership of the process record. That will change the owner of the Cloud Flow. Don't forget that changing the owner does not change the connections these still need to be update either in the flow or in the connection reference for solution aware flows.

Additional considerations, solution aware flows support connection references, meaning, if you want to change the connection being used in the flow you just need to update the connection reference without having to edit the flow , this is extremely important for the scenario with managed solutions.

In the common scenario that you have been discussing where you shared the flow, if the credentials being used in the flow are owned by the person that left the company they need to be changed. This means someone else needs to be co-owner of the flow and create new connections. 

[PHarrison]

FWIW we create any flows that are important to the functioning of the business as Azure Logic Apps rather than in Power Automate.  You do have to pay for them this way, but the cost is very small and worth it in my mind to fully remove any dependencies on specific user accounts.

[webbrewer]

Anyone have an intelligible answer to this? The creator of a Flow made a few other people "owners" before leaving. How do I change/reauthenticate the connections which of course are failing? Not sure I understand the point of sharing a Flow if it does nothing?

When I look under "solutions", the Flows shared with me don't show up.

https://docs.microsoft.com/en-us/power-automate/change-cloud-flow-owner

[PP4Sharon]

We are requiring our makers to export the flow and app.  Then a new owner can import and make connections under their credentials.  That way the new owner is an owner and not a co-owner.  We have a repository of exported  apps/flows of production apps/flows.  Of course as a flow/app is updated the current owner has to update the repository.

[Mirega]

As Cloud Flows are becoming more and more Dataverse based, the fact that you reassign the process record in the dataverse table that represents your cloud flow will make the owner change. However, connections still need to be recreated by the new owner.

[rstraccia]

You need to go to the elipses of the environment on the Environments tab

 

[barret]

I make it standard practice that once a flow is developed for company use, it gets exported from the dev & dev's environment and then imported into the main environment to run under a service account as the owner. It can then be shared from there without risk of it failing if the primary owner/creator leaves.