Sharing a Flow with other Office 365 users outside the organization.

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Posted on by enigma2enigma

Hi, Is it possible to share a desktop or cloud flow to another licensed user of office 365 outside the organization?

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Building flows

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Pstork1 68,707 Most Valuable Professional on at

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For editing purposes as a co-owner I don't think this is possible even with an Azure AD guest user. So the only scenario this makes sense in is if the flow is triggered manually with either a button or by a Power App. In that case creating a guest user in Azure AD and sharing with them should work.

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Jay_Imerman 8 on at

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@Pstork1thanks, that kind of helps. Here is our situation - we have a company we have subcontracted to handle various HR functions like benefits administration. They use their own email addresses not on our domain - and have done so for a long time now, so the habit is ingrained. I would like to create a flow that routes to them and CCs the appropriate personnel in our office of the CFO. Is this something I can do? Or, is there a way to specify exceptions (e.g. whitelist) certain email addresses?

Or, is it necessary to assign them an email address on our own domain?

Or, better yet - perhaps we could create a group in our domain, and route to that group, but put their (external) email in that group?

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Pstork1 68,707 Most Valuable Professional on at

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That sounds like a flow that should be built in their tenant. So you would need an account in their tenant to build the flow.

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Jay_Imerman 8 on at

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OK if we flip it around the problem becomes the converse - now we have a flow where the participants are in the tenant, but the initiator is outside (employees of our company, not the HR firm). Thus, the notification at the end of the flow would be back to the initiator outside the HR firm's tenant. Thoughts?

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Pstork1 68,707 Most Valuable Professional on at

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You can send email to external addresses. But you need to run the flow where the other data sources used by the flow reside. Power Automate won't be a solution for everything. This may be one of those cases, but I would need to know more about the details of what you are trying to do to give a definitive answer

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Jay_Imerman 8 on at

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Fair enough. What we are trying to do is have a flow that gathers file attachments from the initiator (let's say in Company 1), routes them to the appropriate individual (outside the initiator's organization, let's call it Company 2), and then the responder (Company 2) can update the status to indicate when it is completed - sending notification back to Initiator in Company 1.

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Pstork1 68,707 Most Valuable Professional on at

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Assuming that the files are stored in a SharePoint document library you should be able to do that by giving the external users access to the document library and including links to the documents in the email sent to the external email address. I would have them update the status using a customized form (Power Apps) in the document library. You can then have the flows needed start based on the file being modified in the library. Use a trigger condition if there are multiple flows to control which flow runs when the document is modified in a certain way based on status.

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Jay_Imerman 8 on at

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What about if the files are on a personal OneDrive space?

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