Power Automate Flow is only triggered for some users not every user.

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Posted on by Australia

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Hi team,

Background information

My PowerApps has a submission button that triggers a Power Automate Flow.

flow issue.jpg

The Flow consists of the following major actions:

-OneDrive - Create file (create a HTML file based on data collected from the App)

-OneDrive - Covert file to PDF (converts the HTML file to PDF)

-SharePoint Create File (saves the PDF file to a SharePoint document library)

-Send an email from a shared mailbox (V2) (email user who clicks the submission button with the PDF file attached)

Issue

The flow used to work fine for every user until early last week we started to see it behaves quite strangely. The flow does not get triggered for some users, no error message or anything shown in either Power Automate or PowerApps.

Or it would get triggered for a handful of other users (including myself, the owner of the App, Flow, SP site and Shared mailbox) but would fail with errors appearing in the two action steps below

SharePoint Create File -Access denied.

Send an email from a shared mailbox (V2) - Specified folder not found. The error could potentially be caused by lack of access permissions. Please verify that you have full access to the mailbox.

There has not been a single change made to the App, Flow, SP site/shared mailbox permissions lately. Also I thought the flow will always run on the connection of the owner of the flow not the App users so it is really weird for me to see the error messages above. Note that the flow works for me again this morning for no reason but still isn't working for the rest. How bizarre.

I would be very grateful if someone could tell me where I might have done wrong.

Thank you for reading.

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Building Power Apps

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v-xiaochen-msft Microsoft Employee on at

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Hi @Australia ,

This is indeed a strange problem.

Please try to give the user higher permissions.( security roles)

And please check if you have shared them with users correctly.

In addition, you could try to recreate a flow to check if it reproduces or solves the problem.

Finally, If the problem persists, I suggest you submit a support ticket.Here

Best Regards,
Wearsky
If my post helps, then please consider Accept it as the solution to help others. Thanks.

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Australia 387 on at

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Hi @v-xiaochen-msft ,

Thanks very much for your prompt reply. Could you kindly elaborate how I could give higher permissions to users? Do you refer to Power Apps, Power Automate or SharePoint?

I have already tried recreating new flow but it behaves the same. Sometimes it works sometimes it doesn't.

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v-xiaochen-msft Microsoft Employee on at

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Hi @Australia ,

Powerapps:

1\ Change the security role of your users.

In my example, I will give my user a ‘system administrator’ role. It has the highest authority.

Choose one user.

Select one or more security roles to assign to this user.

2\ Remove the flow in your app and add it again.

3\ Re-share the app with users

Flow

You could try to share flow to users as owner .

Sharepoint

1\ Add the user to your sharepoint group

2\ If you use the files in sharepoint, you could share them with users.

3\ If you use the lists in sharepoint ,you could share the lists with users.

Hope this will help you.

Best Regards,
Wearsky
If my post helps, then please consider Accept it as the solution to help others. Thanks.

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Australia 387 on at

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Thanks for the step-by-step instructions Wearsky.
It's great what you have suggested there but I unfortunately don't think it would work for my situation.

Powerapps: we would want to make sure users (they are just end-users) do not have sys-admin access so they don't fiddle with the Apps we created.
Flow: ditto as above
SharePoint: There are more than 100 end users who use the App. So I don't think sharing file each time when someone submits is a sustainable solution.

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anneshibuya 2 on at

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Hi @Australia, did you ever found a solution for this issue?
I just started having the same problem. If I grant a higher security role, like "environment maker", the app works fine but I do not want to give this type of access to an end-user.
My flow is similar to yours as well. It sends a json file from the canvas app to the flow to be saved on SharePoint.
Thanks.

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Australia 387 on at

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@anneshibuya thanks for your message.
No unfortunately it never worked for me as the option was not even available in our environment (locked by central IT).
My advise for you is to create a Solution using child and parent flows to fix this issue. Try re-create the app within the Solution, don't import it from existing apps as it may carry over all the unnecessary connections that I believe are the root causes of this entire issue. Though due to time constraints I had to drop my project so could not test this Solution method further.

Hope it helps and good luck.

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