Building per User Connectors

[Schwerzmann]

Hi Community

We built a Power App that is linked to a Flow. Power App reads out some information like the user's name and its manager.

Then, it sends these informations to a linked Flow. The Flow sends E-Mails on behalf of the user (eg. for approvals). Now it seems that if I share the App in the company, the operating user in the flow is still my sharing, technical user. But I want the Flow (better said the whole couple App and Flow) to operate as the logged in user. How can I reach that?

Thanks

Alex

[Brad_Groux]

Send an email (V2) allows you to parse in the user to send as or send on behalf of:

With that said, the account assigned to the connection within the Flow needs to have send on behalf access to the user's mailbox. See the following - Understanding Power Automate’s Outlook Send Email Actions – David Lozzi.

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[Schwerzmann]

Hi @Brad_Groux 

Thanks for the fast answer.

I was assuming that - since Power Platform sits on the same tenant as Exchange Online - there are some other ways to may be send system generated mails? But before opening the post, I couldn't find something in the Flow that covers these issues. Isn't there a way to just send out an email? Without giving permissions, having issues once I change my Password (because connecter might fail) etc.?

Thanks

Alex

[Brad_Groux · Accepted solution]

Learn to connect to your data using connections and on-premises data gateways outlines the steps for managing connections. All connectors, especially those for Office 365, require authentication found under the Data > Connections page of the Power Automate Portal: 

Further, each step within a Flow, allows you to select the stored credentials to be used within that step:

If and when your Flow fails, including for when a data connection needs to be refreshed, you'll receive an email informing you of the failure. So, if a Flow fails because of a failed connector, you'll know about it. I recommend everyone verify their connectors are still active, or "Connected" every week or two. 

This behavior is no different than reviewing run logs. Anytime you have a process or automation, you should be actively monitoring their result as a best practice.

If your administrators are having you change your Office 365 passwords often, they are not in Microsoft best practice, which reads:

Password expiration requirements do more harm than good, because these requirements make users select predictable passwords, composed of sequential words and numbers which are closely related to each other. In these cases, the next password can be predicted based on the previous password. Password expiration requirements offer no containment benefits because cyber criminals almost always use credentials as soon as they compromise them. Check out Time to rethink mandatory password changes for more info.

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My org, for example - based upon feedback from Microsoft themselves, has our Office 365 password expiration policy set at six-months, with Multi-Factor Authentication enabled. So I just make sure to review my Data Connections in Power Automate, when I update my password twice a year.

If this reply answers your question or solves your issue, please ACCEPT AS SOLUTION ☑️. If you find this reply helpful, please consider giving it a LIKE. Want to know more? Follow @BradGroux on Twitter, and check out my Medium blog at https://msft.engineer.

[Schwerzmann]

Thanks @Brad_Groux for the details.