Power automate flow is not accessing the records created by some user?

[Amruthavarshini]

Hello everyone,

In our environment we have a power automate flow which is working fine for all the user except for one user.

We have list record actions and recordcreate actions. When other users create a sample records to test the flow it is working fine.

But it is not retrieving the record created by a one user. The flow is running successfully when i run the flow with his records, but when he runs the flow with his record, its not working. 

I dont have admin acess and not able see the permission he has.

I am not sure, why it not working only for him..

Thank you.. 

[dpoggemann]

HI @Amruthavarshini ,

Role based permissions is probably the reason for this.  You will need to see what he is assigned for roles as he may not have read permission on the table. 

You could have the user go to make.powerapps.com, navigate to the right environment, and click on "Data" on left side, go to the right table and see if they can view the data from there.  This will let you know if the user has permissions to view the data with the role they have assigned.

Hope this helps.  Please accept if answers your question or Like if helps in some way.

Thanks,

Drew

[Amruthavarshini]

@dpoggemann,

If the user don't have read permission then he should not able acess the records created by others also right?

But in our case, he can run the flow successfully with the record others created. He can not able to do it with the records only he created.

And also i can run the flow successfully with records he has created.

He can see all the records in the table in powerapps.

Thank you.. 

[dpoggemann]

Hi @Amruthavarshini,

He should not be able to access the records of the other users if he does not have read permission as it starts with User and moves up from there.  If he can access the records of others it is not a read permission issue. 

What is the error you are receiving when he runs the flow for his own record? 

Other questions:

1.  Is the flow set to "Run As" context of another user vs. user executing?   Could this user not have access to the one user's records? 

2.  Do you have any error messages / details from what happens in the flow for this user's records?  

3.  You say it is not "retrieving the record created by...", is this a specific step in the flow or is this a gallery that  is not returning that user's records?

Sorry for all the questions, just trying to get more detail to assist.

Thanks,

Drew

[Amruthavarshini]

@dpoggemann

Here i will explain it in detail.

I have entity A and entity D. Entity D has lookup column referencing entity A.

In my flow,

1. I am using list action to get all the records of entity A based on status field filtre criteria.

2. In next step i am creating new record in entity D. I am adding the record retrieved in the step 1 in the look up field.

The user has to create record in entity A.

When he runs the flow with the record he created in entity A. The flow is not creating record in entity D.

But if he runs the flow with record I created in entity A, then the flow is creating record in D.

And if i runs the flow with the record he created in entity A, then the flow is successfully creating record in entity D.

We are not getting error while he runs the flow, it shows it is success. But its not doing what it intended to do.

The entity D is custom activity type entity.

I am the one who created this flow in my working environment. Later it is imported to development environment.

We are doing testing in development environment, everything is working fine for me and not for him.

The flow is created and imported with in the solution. When he tried to use the Save As option to copy the flow he is getting below error.

 

I hope its not too confusing....

Thank you... 

[dpoggemann · Accepted solution]

Hi @Amruthavarshini,

I would do the following to verify it is not a security related issue:

1. Add system administrator role to user that is failing and see if this solves the issue.
2. If #1 solves the issue then it is a security related issue and we can go down this path...
   1. Remove System Administrator role from user
   2. Check Business unit to verify user that is failing is in same business unit as one that is working
   3. If different business unit, check the "Append" and "Append To" permission settings to see if differences.  If the user is in a different business unit then you might be running into issues here with being able to do child business units on the Append / Append To for one and not the other.

Let me know answers from above.

Thanks,

Drew

[Amruthavarshini]

@dpoggemann

The issue resolved when the user is assigned with Administrator role.

We don't have multiple business units.

We can not assign all the user with admin role. What may be the role required to have the access on the flow.

In business use, will all the flow will be run under the ownership of single administrator or system as the owner of the flow? In that case, even when the user without admin role using the environment, the flow will run successfully?

Thank you...