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Sharing of Power Automate Cloud Flow to External users

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Posted on by rlee2021

Hi Microsoft Power users,

We have a SharePoint online site where we have provided permissions to external users to access document libraries for collaboration purposes and these users doesn't have Microsoft 365 subscriptions/accounts. Problem is we have created flow approvals using power automate for SharePoint and we wanted to share these flows to these external users so they can run it but it doesn't allow them to and they are getting this message.

1.) Is this a limitation with Power Automate?

2.) What are the work arounds to allow our external users to run the flows that we have created?

3.) Does these external users need to buy a Power Automate license, and if they do need to buy a license, is License by user enough to enable them run the flows?

4.) Do these external users need to only buy a Power Automate license or they need both the Microsoft 365 and Power Automate License?

Your feedback and suggestion is greatly appreciated.

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Ellis Karim 11,691 Super User 2025 Season 2 on at

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"Guest accounts need user rights to use Azure AD Premium functionality too. User rights for guest accounts are acquired by purchasing Azure AD Premium P1 or P2 licenses based on the number of monthly active guest users (MAUs). Microsoft does not charge for the first 50,000 MAUs in a tenant...
Guest users from other Microsoft 365 tenants are treated like users from other external organizations: they do not benefit from the licenses assigned to their account in their host tenant. Although Microsoft does not currently enforce licensing restrictions for guest users, it is important to make sure that your licensing plans take this point into account if you deploy applications that support guest accounts, like Microsoft 365 Groups, Teams, and Planner."
(Page 67 Office 365 for IT Pros 2022 Edition , August 2021)
See: Billing model for Azure AD External Identities:
https://docs.microsoft.com/en-us/azure/active-directory/external-identities/external-identities-pricing
Hope this helps.
Ellis

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rlee2021 32 on at

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Hi @ekarim2020 ,

Thank you for your clarification. If I understand you correctly, if we (as the tenant for this SharePoint project site) purchase an Azure AD Premium P1 license, this will allow all external users (with or without Microsoft 365 account and Guest users from other Microsoft 365 tenants) to run Power Automate flows that we have created for our SharePoint without them needing to purchase their own account? Are there alternatives without us purchasing an Azure AD Premium P1 license (e.g. using PowerApps to trigger the flow?)

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Ellis Karim 11,691 Super User 2025 Season 2 on at

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In my organisation we also have a need to do something similar, with guest users being able to trigger flows.
The way this has been explained to me is that flows will be "configured" to run using a service account within the tenant. External users wont directly trigger the flows but their actions will, such as 'When an item is created’, ‘When an item is created or modified’ etc. This will only work if we are not using any Premium Connectors - so you wont need additional licenses. However, if you are using any Premium Connectors you will need at minimum a Power Automate Per User license to be pinned to the service account executing the flows.
This is as much as I know.
Ellis

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rlee2021 32 on at

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Hi @ekarim2020

Good day to you. I just want to update you that I've already found a solution to my problem here. I referred to the article below which help me made it work to allow external users to run my power automate flows.

https://debajmecrm.com/set-up-external-user-azure-ad-guest-user-access-in-dynamics-365-cds-instance/

Thanks by the way for your suggestions. Keep safe!

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