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

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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

  • vanislekahuna Profile Picture
    vanislekahuna 11 on at
    Re: How to share a Power Automate Flow with Everyone in the Organisation/Tenant

    Hi team,

     

    I was wondering if it were possible to add an email distribution list as a group of "run-only" users in a Power Automate cloud flow? I'm trying to add the distribution list (DL) right now but they don't show up on my "organization's directory" even though I'm capable of searching for the DL in Teams or Outlook. Do I need to add these DL's in another list somewhere in order to list them on Power Automate? If not, what are my other options in terms of adding groups as "run-only" users? I've added a screenshot below to show the error I'm experiencing when adding a DL to my cloud flow.

     

    Thanks in advance

     

    MicrosoftTeams-image.png

  • SidharthK16 Profile Picture
    SidharthK16 13 on at
    Re: How to share a Power Automate Flow with Everyone in the Organisation/Tenant

    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🙂  

  • SidharthK16 Profile Picture
    SidharthK16 13 on at
    Re: How to share a Power Automate Flow with Everyone in the Organisation/Tenant

    Thank for your help @ScottShearer Its working🙂

  • ScottShearer Profile Picture
    ScottShearer 25,150 on at
    Re: How to share a Power Automate Flow with Everyone in the Organisation/Tenant

    @SidharthK16 

    I suggest referring to this blog post.

     

  • SidharthK16 Profile Picture
    SidharthK16 13 on at
    Re: How to share a Power Automate Flow with Everyone in the Organisation/Tenant

    @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.

    SidharthK16_0-1657631326838.png

    Can you please help me in this, now everything else is sorted only facing issue in this process.



  • ScottShearer Profile Picture
    ScottShearer 25,150 on at
    Re: How to share a Power Automate Flow with Everyone in the Organisation/Tenant

    @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.

     

  • SidharthK16 Profile Picture
    SidharthK16 13 on at
    Re: How to share a Power Automate Flow with Everyone in the Organisation/Tenant

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

  • ScottShearer Profile Picture
    ScottShearer 25,150 on at
    Re: How to share a Power Automate Flow with Everyone in the Organisation/Tenant

    @SidharthK16 

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

  • SidharthK16 Profile Picture
    SidharthK16 13 on at
    Re: How to share a Power Automate Flow with Everyone in the Organisation/Tenant

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

     

  • SidharthK16 Profile Picture
    SidharthK16 13 on at
    Re: How to share a Power Automate Flow with Everyone in the Organisation/Tenant

    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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