Sharing run-only advise needed, CDS

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Posted on by BusyIntelligence

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Hi, I don't fully understand the way I have to realize the following:

I have a Flow with a trigger on the CDS account entity "When a record is selected".

In my model driven app I can select an account and start the Flow.

I know I can add a user as run-only user to the Flow, which works fine.
When I add the user, she receives an email confirmation of this.
After that, she can also execute the Flow.

But i don't want to add (and maintain) about 200 users manually and I prefer the users not to receive any email message that confirms they can use the Flow.

What would be the way to go for me?

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Using flows

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v-alzhan-msft on at

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Hi @Maurits ,

If you don't want to add the 200 users as a run-only user to the Flow manually, please consider adding those users to a group and then you could add the group as a un-only user to the Flow.

There is no any way to prevent the notification email in microsoft flow currently, if you would like this feature to be added in Microsoft Flow, please submit an idea to Flow Ideas Forum:

https://powerusers.microsoft.com/t5/Flow-Ideas/idb-p/FlowIdeas

Best regards,

Alice

Community Support Team _ Alice Zhang
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.

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BusyIntelligence 321 on at

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Thanks @v-alzhan-msft , I see when I add an Office 365 Group as run-only user this works like I wanted, without any mail confirmations.
I'll perform some other tests (adding users to the group and removing users from the group) to see if that works as expected.

Kind regards,
Maurits

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molegris 157 on at

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@Maurits How did your users then able to execute the flow?
I also added a security group (list of users) as run-only users. It looked like it worked, they didn't receive an email.
But the problem is that nobody can see this flow in their Power Automate Portal; neither under "my flows", nor "Team flows", nor "Shared with me".
Hence it seems like to only way someone can execute a flow shared with them using run-only feature is thru the link sent in the mail they receive when you add them. 😞

--mo

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BusyIntelligence 321 on at

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Hello @molegris , this thread was about a Dynamics related flow. The Dynamics users can start that flow from a form in Dynamics because of the used trigger. You could also start a flow in Dynamics using a button or by adding the flow as a menu option.
If it's not a Dynamics related flow and you want your users to be able to run it, you could use the "Button" as a trigger. This creates a button where the users can click on, but unfo only in the Power Automate app on their mobile device. Don't know why MS never created another option on the regular desktop then sharing the url, like you suggested. But then again, you could create some fancy clickable object in Teams, SharePoint, Power BI, Excel whatsoever instead.

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molegris 157 on at

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Thank you @Maurits, I've asked around a lot and you gave me the best answer so far!!
You changed my perception of that "feature". I see now that I should consider it more like an object part of an SDK, that needs to be embeeded somewhere because it doesn't really have a stand alone application. I guess that once I accept that, it will be manageable 🙂
Thanks
--mo

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