How to share a Power Automate Flow with Everyone in the Organisation/Tenant

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Posted on by KayBains

How to share a Power Automate Flow with Everyone in the Organisation/Tenant

You can use groups - but is there a way to share with all within the organisation

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ScottShearer 25,278 Most Valuable Professional on at

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@KayBains

My understanding is that there is no direct way to share a Flow with all users. If you have an Org Wide Team, you might try adding that group as an owner as all users are automatically added. Please note that unless you can add the users as Run only users (for a selected item flows, button Flows) that your users will be able to edit the Flow - probably not a great idea.

Can you provide some details on your use case?

If your goal is simply to make the Flow available for everyone to use, consider exporting the Flow as a package and putting that package in a place where everyone can access it and then import it.

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SidharthK16 13 on at

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Hi Scott
I am also facing the same issue.
I have created a button for Export to excel through Power automate.
Now I want to give access to the users to use the functionality.

what is the best way to do this?
Thanks in advance!

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SidharthK16 13 on at

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Also is there any way where I can restrict the users to change the flow?

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ScottShearer 25,278 Most Valuable Professional on at

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@SidharthK16

What trigger are you using? Button? SharePoint for a selected item?

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SidharthK16 13 on at

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I am using Button to export CSV.
Using one drive for sharing the file.

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ScottShearer 25,278 Most Valuable Professional on at

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@SidharthK16

You can add run only users - those users will be able to run the Flow but not edit it.

There is no way of which I am aware to add "everyone" as a run only user. You can add individual and groups. I would take a look at who has permissions to the list and share with those individuals or groups. Sorry that I don't have better news...

As an alternative, you can use a For a selected item trigger instead of a button (assuming that we're talking about SharePoint) and add the list as a run only user. Everyone with contribute access or higher will be able to run the Flow but not edit.

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SidharthK16 13 on at

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@ScottShearer
Thanks for your support this is really helpful.
Only thing is now when users are clicking on the Button that function is not getting "Triggered" and it is showing "Unsuccessful".

Attaching screenshot for your reference.
Can you please help me in this, now everything else is sorted only facing issue in this process.

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ScottShearer 25,278 Most Valuable Professional on at

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@SidharthK16

I suggest referring to this blog post.

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SidharthK16 13 on at

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Thank for your help @ScottShearer Its working🙂

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SidharthK16 13 on at

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Hi @ScottShearer
Thanks for your time and patience.
The above thing was really helpful. I have implemented it in my dashboard and now it working fine.
The only thing which I am concerned about is let me give you an example.
If I have exported a set of data for France, now in the shared file we have data for france but what if after 10mins some other users want to export Germany data what will happen to my file. will that be updated to Germany or it will be france for me.

So can you please guide me what is the best practice to keep the file.
Can each user get the file on their local system or what can be done here.

Thanks in Advance🙂

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