Sharepoint list trigger only runs for me, no one else

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Posted on by Community Power Pla... Microsoft Employee

I have created a flow that is triggered based on a new sharepoint list item creation.

The entire flow functions perfectly whenever I create new items in the list.

However, when others create items in the list the flow does not trigger.

I'm new to flow (and relatively new to sharepoint online)

I suspect a permission issue, but am unsure of where to look.

Thanks.

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Using flows

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ScottShearer 25,290 Most Valuable Professional on at

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@Anonymous

I doubt that your issue is permissions related - the Flow should run without regard to who created the item.

This is a very unusual issue...

Can you verify that the users are actually creating items in the same list as you reference in the Flow?

Can you provide screen shots of the run history of the Flow?

Can you post a view of the list that includes the times the items were created which includes items created by others?

Also, you don't need to do the GetItem after the trigger - everything you need will be provided in Dynamic properties from the When an item is created trigger.

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Community Power Pla... Microsoft Employee on at

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The reason I suspect it's permission based is because I can't see other user entries to the list. Flow is using my credentials on the connector to sharepoint online.
Do I have to be the list admin (ie. be able to see ALL user entries) in order for my flow to catch them?

Confirmed, the user is creating the entry in the proper list linked in the Flow.
Pictures below of the list items created (47 mins ago) and the flow run history (has not been run since my tests a week ago against my own personal entries)

Thanks for the tip about the "Get Item", I'll clean that up.

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ScottShearer 25,290 Most Valuable Professional on at

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@Anonymous

Is the SharePoint list configured to use item level security? To check, go to list settings/advanced settings and check to see if it is set to "read all items" and "create and edit all items".

I assunmed that you had admin acces to the list/site - that was my error and a bad assumption.....

The Flow trigger is running with your credentials. If you can't see a list item then the trigger probably can't see it either. I will test this tonight and update this post.

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Community Power Pla... Microsoft Employee on at

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I figured that might be the problem. Good to know.
So as I understand it, a flow will use my credentials to run against a list.
Therefore, my credentials need to have "full" access to the list contents correct?
An assumption here then would be that if the list contents are sensitive (ie. I shouldn't see them) then I should use a service account credential to run the flow? (Or have the list admin build their own flow using their credentials...)

I don't see that item level security setting in the advanced list settings, but it could be because I am not admin.
I am requesting full access by the site administrator, so that may solve the problem.

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Community Power Pla... Microsoft Employee on at

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I was made a site admin. As soon as that happened, the Flow processed the whole backlog of approvals.
Weird that even though I created the list, I had to be promoted to site admin in order to see all items.
I will investigate sharepoint online permissions further.

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