Sharing flows with Outlook connectors for use by other employees

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Posted on by MM-10031638-0

Similar question to this thread which I'm awaiting some clarification on.

I've been tasked with developing an automated flow for a coworker that helps her maintain a tracker regarding a particular topic. The overall flow is...

When a new email arrives (V3) -> CoPilot Agent A determines if email is related to X topic -> if yes -> assign outlook category -> CoPilot Agent B summarizes email and extracts data needed to update tracker -> flow sends user a Teams card with extracted data

As the developer of the flow, I built the flow and had it connected to my inbox while I was testing and building it. I (probably wrongly) assumed that all I needed to do to deploy this flow for use by my coworker was share the flow with her as a co-owner and have her update the outlook connection from my account to her account. When I tried this the "new email" trigger stopped working.

What is the "correct' way to deploy this solution to my coworker? The linked thread mentions using a shared inbox, but that is not possible in this scenario. Is my only other option exporting the flow and having my coworker import it and provide her connections? My concern here is that I won't be able to easily monitor the flow and make adjustments based on her feedback.

Appreciate the support!

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Haque 3,653 on at

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Hi @MM-10031638-0,

"Is my only other option exporting the flow and having my coworker import it and provide her connections?" - probably you got it right. If this is not the problem - you can go for it. This is preventing you because you are not in sate to use Shared email box.

Basically, the correct way to deploy this flow (that uses personal mailbox triggers like "When a new email arrives (V3)" to your coworker is export the flow package and let/have them import it into their own environment. After import, your coworker must:

Delete the existing email trigger and add a new "When a new email arrives (V3)" trigger connected to their own mailbox.

Re-authenticate all other connectors (Outlook, Teams, CoPilot agents) with their credentials.

Test the flow to ensure it triggers correctly on their inbox.

Please note that, because triggers tied to personal mailboxes do not transfer ownership or connection context - and hence simply sharing the flow and updating connections is not enough!

If the flow needs to run for multiple users or a team, we need to consider using a shared mailbox or service account mailbox for the trigger.

To me one option you can check if you have Power Platform environment and Admin features enabled:

Use a shared environment where flows can be owned and monitored by multiple admins.

Assign appropriate roles to coworkers for collaborative editing and monitoring.

Some pointer:

1. Share a cloud flow

2. Managed Shared flows

3. Cloud flow sharing and permissions guide

I am sure some clues I tried to give. If these clues help to resolve the issue brought you by here, please don't forget to check the box Does this answer your question? At the same time, I am pretty sure you have liked the response!

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Haque 3,653 on at

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Hi @MM-10031638-0,

Folloing on what decision you took?

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MM-10031638-0 10 on at

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I went with the route we expected. Exported the flow, had the employee import it and update connections. I'll note that I did in fact need to delete and re-add the trigger to get this to work. After that I had the employee share the flow with me so I can go in and monitor/make changes. Thanks for your help!

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Haque 3,653 on at

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Hi @MM-10031638-0,

Sounds good, it worked finally.

I am sure some clues I tried to give. If these clues help to resolve the issue brought you by here, please don't forget to check the box Does this answer your question? At the same time, I am pretty sure you have liked the response!

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