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I am sure this is documented somewhere and I have not picked the right search to find what I need. Just getting started with power automate and I want to make sure I build some flows correctly such that they are accessible by our company (or just users on a specific sharepoint site) and everything doesn't live with me. I am one of the people competent to put this stuff together but I don't want everything eternally tied to me if I can help it, both so that others have to learn and can get involved and also in case I ever leave/get hit by a bus/etc.
Basic example, I want a flow to run on a schedule in a sharepoint folder and grab the latest copy of a file, copy it again, and update the filename and some dates in the file to the new version (monthly forecast reports). I will build this, but then I want to understand the right way to set this up such that other folks can copy it/manage it/add steps/etc. Maybe not everyone who uses the folder, but anyone we assign permissions to do so? Can the flow "live" with the sharepoint site it is running on, rather than with me? Is it as simple as just sharing access to it with other users or user groups? Are there best practices here for what sharing methods to use?
I agree with @v-jefferni but would like to add that you can share your Flows with specific individuals or a group. They will be co-owners of the Flows. They will be able to access and edit the Flows. When you leave, a co-owner can change the connections in the Flows if they use your account.
I believe the suggestion made by @v-jefferni is a better idea, however, not all organizations will create a "service account"/non-person account as described by @v-jefferni for security reasons.
Perfect, that's essentially what I was looking for. Agree I don't need everyone having access to edit the flow, but I need to set it up such that if I'm gone, things keep moving along.
Hi @Speez ,
Making all the users from the org or group have privilege to manage apps and flows is not a good idea. This can be confusing. There could be a public account managed by your organization or administrator. This account will be shared with all the flows/apps created by any other users. If you leave the org, when your account is deleted/deactivated, as the co-owner of all those apps and flows, the public account will turn to be owner of all the apps and flows. If anyone other than you need to update a flow, admins can use the public account to share it with them.
Best regards,
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