Power Platform Community Forum Thread Details

Hello Power Automate Peers,

I’m seeking advice on the best practices for setting up flow ownership in production for both cloud and desktop flows.

Current Setup:

We have hundreds of flows in our department, all set up under a single service account.

Both cloud and desktop flows are owned by this service account.

Challenges:

The setup works fine until we need to run a flow ad-hoc or re-run a failed flow.

Currently, the team has to sign in using the service account to access the flows, which allows them to modify or delete the flows.

In production, the team should only have access to review flow runs and run flows if needed, without the ability to edit or delete them.

Observations:

For cloud flows, I noticed there’s an option to add “run only” users, which accepts email addresses or AD groups. However, these flows don’t appear under the “Flows” list or “Shared with me” list, and the team only receives an email with a link. This isn’t practical for managing hundreds of flows.

For desktop flows, there’s an option to share as a user who can run and see the flow but not change it.

Request for Advice:
If you have experience setting up flow ownership in Microsoft Power Automate, please share your approach. How do you manage flow access and permissions effectively in a production environment?

Thank you!

Categories:

General topics