Run only users cannot see flow shared with them

(2) Share

Report

Posted on by molegris

157

Hi,

I'm looking to confirm a design flaw. I read this is "expected behavior", but I'm confused as why would Microsoft every design it this way!!

When you share a flow as Run Only, users get an email with a link labeled Get button. They can then click the link and execute de flow. But the flow does not appear in any of the users' Power Automate portal; neither under My flows nor Shared with me.

Is it really by design that the only way for a run-only user to execute a flow is by finding in their inbox the mail that was sent to them when it was originally shared ?

I've seen users create a "workaround" for themselves by creating special folders in Outlook to store the original email they got when a flow is shared with them. Other puts colored flags in Outlook to find those emails faster.... I can't believe it... it just sounds so ridiculous to me to do it this way... I'm thinking... There MUST be a better way ! Is there??

--mo

Categories:

Using flows

I have the same question (0)

All responses (8)

Answers (2)

Verified answer

Pstork1 68,697 Most Valuable Professional on at

Like (3)

Report

it is by design because if a user can see the flow in their list of flows then they can edit the flow. Since they are run only users it can't be visible or they would be able to edit it. the easiest way to save it is to copy it and create a shortcut on your desktop or in a folder.

Was this reply helpful? Yes No
molegris 157 on at

Like (2)

Report

Thank you for your quick reply and for confirming that IS the "intended" behavior.
I would say though that you are giving MS a very easy way out when you say "...or they would be able to edit it". Making an object visible on a web page does not make it editable by defaut. Permissions are fully costumizabled by developpers IF they have the desire and the time to do it.

Thank you
--mo

Was this reply helpful? Yes No
Pstork1 68,697 Most Valuable Professional on at

Like (0)

Report

I try to provide answers and workarounds in the forums, not waste my time trying to second guess why MS designed it the way they did. By default, that list is created by enumerating all the flows you can edit. Its just the way it was designed. Could it have been designed differently? Of course. But it wasn't. I don't work for Microsoft so I can't speculate on why it was designed the way it was. I just explain why it works that way or doesn't.

Was this reply helpful? Yes No
Verified answer

Nikiforidis 11 on at

Like (2)

Report

This is the dumbest thing ever.
If you have the PowerAutomate mobile app, than there is special tab with Buttons where you can easily find the shared flows. But somehow MS was too dumb to not include such feature in the desktop webapp.

Was this reply helpful? Yes No
jesslynh 179 on at

Like (1)

Report

I get around this by changing the trigger and utilizing the method outlined here. Trigger a cloud flow from any message in Microsoft Teams - Power Automate | Microsoft Learn

Was this reply helpful? Yes No
vwyankee 360 on at

Like (2)

Report

@Nikiforidis - This should be marked as the correct answer. Although, not ideal, it is how users that are run only users can see flows shared with them. Under "Buttons" in the mobile app there's a "Run only" tab where it will show up. To the OP's point, not being able to browse to this in a browser is a design flaw, IMO.

Was this reply helpful? Yes No
tomswaelen 64 on at

Like (1)

Report

I have the same problem, it would be easy for Microsoft I guess to make a separate tab for run-only flows....

However, I managed a work-around by making a very simple MS Form (with only one pro forma question), and using that form as a trigger for the flow.

It has an added advantage that you'll be able to get details on the user who started the flow/submitted the form.

Was this reply helpful? Yes No
Suggested answer

GraysonBishop2 28 on at

Like (0)

Report

It's still not ideal, but you can get the URL for the run-only users and then distribute it anywhere you want. See https://community.powerplatform.com/forums/thread/details/?threadid=565fa44c-e110-4b63-934e-e6b6cbb2dfb4

Was this reply helpful? Yes No