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Trigger Flow for selected item in SharePoint list without edit permissions

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Posted on by dr_hatsumi

I created a Flow to copy selected items from one SharePoint list to another with an approval step and updating some metadata. At first, I used an O365 group to authorize a group of users to trigger the Flow. This made the Flow appear on all SharePoint lists, which was not intended, since the Flow should only be started from one specific list. I then linked the permissions for executing the flow to this specific list which allowed only the users with edit rights on this list to start the flow. We later then received a new requirement from our customer, stating that the members of this group should only have read rights on this list but still be able to start the Flow on items of this list.

Is there any way to make a Flow only available on a specific list without linking the permission for starting the Flow to the edit rights on that list?

Cheers,

Domenico

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Building flows

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ScottShearer 25,290 Most Valuable Professional on at

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@dr_hatsumi:

It sounds as though you want users who access a list to be able to run your For a Selected item Flow but not make edits to the Flow.

If that is the case, you can add the list as a run-only user. See screen shots below.

If this needs more explanation, please let me know.

If this answers your question, please mark you question as solved.

Scott

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dr_hatsumi 14 on at

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@ScottShearer

That's what I actually did. The problem is, that users seem to need edit rights on the specified library in order to be authorized to start the Flow. In our case, users should be able to start the flow on the library without being able to edit the documents in it.

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lukasz2 36 on at

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@dr_hatsumi

Did you find any workarounds for the problem? Also wants the user to be able to run flow for a specific item in the sharepoint list. but I can't give permission to edit the entire list.

so the solution would be trigger flow by user A (who does not have permission to edit the list) but the flow would be finally performed by user B (who has permission to edit the list). Is it possible ?

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dr_hatsumi 14 on at

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@lukasz2 Our workaround was quite specific to our solution, which now consists of two document libraries: one with the draft documents that users are allowed to edit and a published library that is read-only for site members. At first we planned to allow users to start some workflows directly on published documents (e.g. withdraw a published document). Now instead, users have to start these workflows on the draft version of the document. While this might not be top-tier user experience, the customer was satisfied.

As you can see, our workaround is tailored to a very specific scenario, so you might have to find your own. 🙂

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