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ShayDe123
Frequent Visitor

When SharePoint list item created, flow won't run for other users

Hi!

 

I have a flow that uses the "When an item is created" in a SharePoint list trigger.  Unfortunately, it only runs when I add something to the list.  We need it to run when anyone adds something to the list.  I did see in a previous post that suggested making me an admin for the group would fix the issue but I'm wondering if anyone else has found an alternative solution?  I'm an owner of the group the list is in, but I'd rather not be made an admin unless I have to be.

 

Thanks!

 

* edited for grammar

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Accepted Solutions
ShayDe123
Frequent Visitor

Although everyone has permission to add and edit items in the list, I know the flow runs under whoever triggers it (which annoys me sooo much - I'd rather have a choice) and I don't have permission in the flow to access everything on other people's behalf.  But I added the SharePoint list as an owner of the flow and so far, that seems to have fixed it.

 

When you create a flow like this, do you add any extra permissions or connections other than your own accounts?  I really don't want to add everyone in my group as an owner to these flows because I don't want them accidentally changing them.

 

Thank you for all of your suggestions!

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7 REPLIES 7
David_MA
Super User
Super User

What you are experiencing is exactly how the trigger When an item is created works and should run no matter who adds the item. Changing the owner will not change the behavior of the action, as this trigger runs on the credentials of whomever is the owner. Are you sure your trigger is When an item is created? If you include a screen shot of your flow that would help.

 

It sounds like you may be using an instant cloud flow. If this is the case, you can specify who can trigger the flow in the details pane of your flow under Run only users:

David_MA_1-1688577188918.png

 

Hi!

 

Thank you for the reply.  I've used both triggers and they both have the same issue.  They only activate when I create or modify something in the list and not when anyone else does.   We need the flow to run when anyone from our group creates/modifies a list entry, not just me.

Good luck. Hopefully someone else will have encountered this issue. I have over 400 workflows and have never experienced this behavior. You may want to speak to someone in your IT department who manages your environment. Maybe the issue is with how the environment is configured. Although, that wouldn't make sense as the flow runs when you add an item. The trigger you are using shouldn't care who creates the item as it is running under your credentials.

 

The only other thing I can think of is to ensure that the permissions on the SharePoint list are correctly configured to allow other users to create items. Make sure that the necessary permissions are granted to the users who should be able to trigger the flow.

 

And by chance, did you set up a trigger condition so it only triggers when you add items. Maybe you set that up during development and forgot to remove it for production?

ShayDe123
Frequent Visitor

Although everyone has permission to add and edit items in the list, I know the flow runs under whoever triggers it (which annoys me sooo much - I'd rather have a choice) and I don't have permission in the flow to access everything on other people's behalf.  But I added the SharePoint list as an owner of the flow and so far, that seems to have fixed it.

 

When you create a flow like this, do you add any extra permissions or connections other than your own accounts?  I really don't want to add everyone in my group as an owner to these flows because I don't want them accidentally changing them.

 

Thank you for all of your suggestions!

wskinnermctc
Super User
Super User

I'm with @David_MA about the trigger should work for anyone who creates an item.

 

And if You make a cloud flow that triggers when an item is created, and someone else creates and item, You are running the flow. It is your flow. They are not running the flow.

They did something in the SharePoint list that triggered Your flow and it functioned on your behalf. Your cloud flows are like an arm of your account. 

 

I'm not IT security expert, so the below statements might not be 100%, but it's close enough,

 

The only way this would not work is due to some security or permission settings on the sharepoint site or sharepoint list. 

For example, you can set sharepoint list item security so that people can only see the items that they created. Therefore, any flow would not allow you to trigger on something that you couldn't see. If it did allow the flow to trigger; it would be almost like a hack (If I'm not allowed to see other items in a list, but I can trigger a flow on items I didn't create, I basically can get the info I'm not supposed to see.)

 

So now that security control goes in line with the fact that the Cloud flow is Your cloud flow. If you can't see other people's created items, then Your cloud flow can't trigger for them when they create an item. They would need to have their own Cloud flow.

Instead of everyone making their own flow, you can share the flow to the SharePoint list like you did, which is basically like sharing the Cloud flow with a person. Now it should operate like an arm of the SharePoint list and use the security settings for the groups. 

 

I don't think a flow shared with a SharePoint list can be edited by the other users. It is probably only editable by you, list owners, and admins.

Adding the SharePoint list as an owner was probably the best thing you can do for your flow. I share my flows with SharePoint lists and some Teams so that if I leave work or something, then IT can still get into them and edit or use the flows.

Thank you for this explanation and sorry for the delay in response!  I am an owner on the site and can see everything created in the list so I'm not sure what would cause it not to work.  I'm glad the flows run under my account, it makes things so much simpler.  I'm getting very proficient at making flows but the inner workings of 365 are still pretty elusive for me.

 

In the future, I will share my flows with the lists they are attached to.

I think there are a lot of things that are elusive in 365.

 

Just this morning I had someone asking me why they couldn't rename a folder in our SharePoint site. After some digging it seemed like the folder was "Shared" which somehow stepped on the overall Site Permissions creating limited access to the folder. But I think it was done by an employee that left, so that is what caused the issue for the current employee.

 

I still don't know what is wrong with that folder and found a few more items with these weird security settings in our shared document SharePoint.

 

Basically making new folders and deleting the ones with the weird security access groups. 

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