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Run-only users - can't add as group or sharepoint list

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Posted on by rgspinks

HELP! I've looked everywhere an no idea how to do this!

I've created a form in PowerApps that is tied to a sharepoint list. I created a flow that will trigger a confirmation email to the user that submitted the form and the shared mailbox that is monitored to watch the submissions. Everything worked great, tried multiple times and it worked perfectly. Fast forward and no one else gets the confirmation email.

I have been searching and learned about the Run-Only users. I can't add the group or everyone will get notified and with 30,000 people in the group, I don't want that (is there a way to avoid that????) I did a test run with a single person as a user and it still didn't trigger anything. I then went and added the sharepoint list as a run-only user and nothing there either. I know these people have access because we see new items added to the list, just no confirmation email... HELP!!!! Without this flow working, the mailbox doesn't get the submission and all of this is useless.

Risa

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Using flows

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ScottShearer 25,270 Most Valuable Professional on at

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@rgspinks

The concept of Run-only SharePoint users does not apply to your situation.

As I understand your situation, You have a Power App that populates a SharePoint list. Separately and having nothing to do with the Power App, you have a Flow that runs when an item is created and sends an email to the user that created th item and to a shared mailbox.

The SharePoint list item should show as created by the person who used the app that submitted the item to SharePoint. Therefore, you should be able to rely on the created by email address when sending the email.

Can you verify that your users have at least contribute access to the SharePoint list?

Can you post a screen shot of the Flow that sends the emails?

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rgspinks 22 on at

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So it's a sharepoint list with a form that was customized in PowerApps. It wasn't created in PowerApps and then linked to sharepoint list. I know people have access to the list because they submit and it shows up in the Sharepoint list for them, but nothing is triggered on the flow. The flow is set up to trigger an email when a new item is added to the list - which should happen if people are able to save to the list. The flow is supposed to send from a shared mailbox, but I changed that because I thought maybe that was causing an error. The email sends to the person that created the list item and cc's the functional mailbox so the people watching that folder can see that someone new has submitted a request. What am I missing here?

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Pstork1 68,697 Most Valuable Professional on at

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The screenshot of the Flow you provided does not trigger when a new item is added to a list. It triggers when an item in the list is selected and the flow is launched from the Flow menu for that selected item. To trigger when a new item is added to a list you need to change the trigger to When a new item is created.

But remember if you switch the trigger then you can't use run-only users. That only applies to manually triggered flows.

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rgspinks 22 on at

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My understanding was the only way to set up run-only users was to do a manually triggered flow. How can I set up a flow that will allow it to trigger when anyone adds to the list?

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ScottShearer 25,270 Most Valuable Professional on at

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@rgspinks

I agree with the comments made by @Pstork1 except that you have two triggers in your Flow - A For a Selected Item trigger and a When an item is created or modified trigger. You'll need to remove the For a selected item trigger and verify that nothing in the rest of the Flow referred to that trigger.

The Created or modified trigger runs when an item is created or changed. If you want the emails sent only when an item is created, remove the Created or Modified trigger and replace it with a When an item is created trigger. Then, you'll need to update the actions in your Flow to refer to the new trigger.

You won't need to configure run-only users at all. However, you do need to make sure that all users who will be creating entries have contribute permissions or higher to the list - you do this in SharePoint and not in Flow. Users do not need permissions to the Flow - only to the list. Therefore the run only user concept does not apply.

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Pstork1 68,697 Most Valuable Professional on at

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My bad. I didn't look past the first trigger.

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rgspinks 22 on at

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Yes, I agree, but by eliminating that, I no longer have an option to have run-only users connected to the flow.

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ScottShearer 25,270 Most Valuable Professional on at

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@rgspinks

Can you explain why you believe you need "run only users"? If your goal is to send an email when they create an item, using the When an item is created trigger accomplishes that. Once again, the users do not need permissions to the Flow - only to the list.

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rgspinks 22 on at

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Because nothing is working. I have the flow set up and it works for me, but no one else. Reading made me understand that if you do run-users, they can trigger the flow and it doesn't have to be me. If this is not accurate then that's fine, I just need a solution that will actually work as the flow isn't being triggered when other users create an item on the list. The item saves, but doesn't do what we need it to (the steps in the flow).

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ScottShearer 25,270 Most Valuable Professional on at

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@rgspinks

I notice that you have a Send as email address entered: ToursIND@Corteva.com

If that email address is for a Shared mailbox, use the "Send an email from a Shared mailbox" action rather than the Send an email action. Also, you need permission to send emails from that account.

If ToursIND is set-up with a standard O365 account, then you need to have "Send as" permissions for that account.

This may be why your emails are not being sent. You'll still need to remove the For a selected item trigger.

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