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How to ensure that a flow is triggered to multiple users

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Posted on by Aish

I have a flow which creates events in a Calendar in Outlook. Right now, I am the owner of the flow and the events are placed in my Calendar. There are several other owners having the same Calendar in their Outlook. How do I ensure that the flow inserts the events in their Calendars as well? I know that adding several users as Owners just gives the permission to modify the flow, but I want here that the flow is triggered to those users.

Is there any way to do it? If no, is there any workaround that anyone is aware of?

Thanks in advance.

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Pstork1 69,665 Most Valuable Professional on at

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Each Flow that is started by a Trigger (instead of a PowerApp or a Button) runs in the context of the original Maker, which would be you. The only way for others to run it in their context is if you Export it and let them Import it as a New Flow so that they become the Makers.
RezaDorrani 12,145 on at

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Hi @Aish

If your flow is triggered for example on a button click you do have the option to select run only users

here you can define their names as well as define the connections will run under their accounts
I just tested this and it works

Regards,
Reza Dorrani

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Aish 19 on at

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Hi @RezaDorrani ,

Thank you. But I have set up an automated flow.

Does this work for an automated flow too?

Thanks,
Aishwarya
RezaDorrani 12,145 on at

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Hi @Aish

Run only users do not work on automated Flows

If that is a requirement, then the option that @Pstork1 suggested is your best bet

Regards,
Reza Dorrani

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RezaDorrani 12,145 on at

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Hi @Aish

If you run the Flow for a selected item in SharePoint, then you do have the option for run only users,
I know this is probably not what you need, but just wanted to mention it
Aish 19 on at

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Hi @ RezaDorrani and @Pstork1 ,

Thank you for your solutions.

For ease of other users, I am thinking of having this flow as a button click instead of an automatic flow.

Could you kindly let me know if we add the users as run-only users, will the flow get triggered to others on clicking 'Run' or should each of them run it seperately? Please do let me know.

Thanks,
Aishwarya
RezaDorrani 12,145 on at

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Hi @Aish

Each of them will have to trigger the Flow seperately

The Connections in the Flow will run under the context of the user triggering the Flow in this case (assuming you have setup the connections under run only to run under their accounts)

Regards,
Reza Dorrani

If this post helps, then please consider Accept it as the solution to help the other members find it more quickly
Aish 19 on at

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Hi @RezaDorrani and @Pstork1 ,

Thank you for your solutions. I am looking out for some help here.

So, my organization decides to set up the flow individually for each of the users. So I though I could place this new calendar in their calendar list and set up the flow and everything should work fine.

But I realized that when you place the same calendar in different users list, the Outlook event ID's of the events change and it is different for each of the users. This is problematic as I was maintaining the events and their outlook event ID's in an excel sheet in a common SharePoint site so that it could be useful for the purpose of updation of events, but now that doesn't seem to be the appropiate solution. Could you let me know if there is any alternative solution to handle this problem?

Thanks in advance.
Pstork1 69,665 Most Valuable Professional on at

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For that kind of a shared calendar take a look at creating an Office 365 Group. O365 groups have a shared calendar that overlays the individual calendar for each member in the group, but there is only one calendar.
ScottShearer 25,331 Most Valuable Professional on at

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@Aish

Another option might be for you to create a meeting rather than an event/calendar entry. Doing so will mean that those you invite will receive a calendar invitation. They can choose to accept or decline the meeting but the meeting will show on their calendar by default as a tentative meeting.