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Licensing

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Posted on by smcmullan

Hello!

If i create a flow and buy the "premium" to have access to some functions, would they people using the flow need licenses as well? They would only be triggering the response in the form of filling out a form that will autopopulate a word document.

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BCLS776 8,994 Moderator on at

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Here's the easiest way to think of premium licencing needs: If a premium flow is triggered from within a Power App, then each user of the app must have a licence to use the premium connector. If the flow is triggered some other way, such as by changes to a SharePoint List or a Microsoft Forms response, then only the flow creator needs the premium licencing.

Make sense?

Bryan

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smcmullan 9 on at

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Yes, thank you so much!

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AntonyChrist 22 on at

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@BCLS776
I know its an old thread but I have a query related to your comment. In May case Users triggering the flow from a Power app which has just SharePoint as Data source.

But the flow which triggered from the Power App would use premium connector. How can I license to minimize cost and being in license compliant.

Should I just license "Per Flow" for the Flow alone since it uses premium connector.
OR
Should I need to use Per App license for all the users (3k)

The git hub notes says.

https://github.com/MicrosoftDocs/power-platform/blob/main/power-platform/admin/power-automate-licensing/types.md

and In other section its mentioned differently which suggest per flow can be used if multiple user benefits.

https://learn.microsoft.com/en-us/power-platform/admin/power-automate-licensing/faqs

Scenario:
Multiple users around 3000 users (E3) users daily would be using the Power App (which connects to SharePoint Data) Interface. They would trigger a Flow from the Power App. That flow would be using the Custom Connector/Premium connector.

As per documentation it says any user running the app would need Power apps license. And in someother documentation is suggest otherwise. Can someone clarify it.

Do I need to license every user with Power App per App license which would be huge cost.

Or

I just need to license the Flow with "Per Flow" since user using the Power app with SharePoint (standard connector) will trigger the
flow and Flow would use premium connector so I can use Per Flow License for the Flow alone.

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BCLS776 8,994 Moderator on at

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@AntonyChrist, you mentioned that your flow uses a custom connector and that alone will cause the flow to be treated as a one that requires premium licencing. You are correct that SharePoint is a standard connector and itself does not require premium licencing. As soon as a flow has one premium action or a custom connector, the entire thing will then require premium licencing.

With 3000 users, you do face substantial licencing costs if you have to purchase per app or per user licences. I suggest you have a careful look at how you have architected this flow and app. If there is some way to separate the operations of the flow so that it can be triggered off of changes to the SharePoint data source, then you can substantially reduce costs. Sometimes having two flows is the way to do it: one is triggered by the Power App and contains only standard connections, while the flow with premium actions is triggered by some other means than the Power App.

If you can set up your solution differently, then a Power Automate per flow or per user licence attached to one or more service accounts may work for you. Pay attention to how many daily flow operations can be run under each licence, as those are limited and the activity from 3000 users could trigger a high number.

If it would be helpful to get advice on how your flow-app solution could be broken down to reduce licencing costs, please start a new post that describes in detail the objectives you need to achieve. The community can offer advice on how best to structure it.

Regards,
Bryan

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iAm_ManCat 18,256 Most Valuable Professional on at

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I think its worth clarifying, that if your App modifies/creates an item in SharePoint which then triggers a separate premium flow, this is called multiplexing and is a breach of your license agreement with Microsoft.

Power Platform licensing guide here:

https://go.microsoft.com/fwlink/?linkid=2085130

Multiplexing Overview here:

https://download.microsoft.com/download/3/D/4/3D42BDC2-6725-4B29-B75A-A5B04179958B/Licensing_Brief_PLT_Multiplexing.pdf

Cheers,

Sancho

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