Share a cloud flow
Share a cloud flow with others in your organization so they can also benefit from automations you've created. There are three primary ways to share a cloud flow in Power Automate:
- Add an owner to a cloud flow.
- Share a cloud flow with run-only privileges.
- Share a copy of a cloud flow.
- You must have a Power Automate license (except the free license) to share a cloud flow.
- You must be the creator or owner to add or remove owners from a cloud flow.
About embedded and other connections
Connections used in a cloud flow fall into two categories:
- Embedded: These connections are used in the flow.
- Other: These connections have been defined for a cloud flow, but aren't used in it.
If you stop using a connection in a cloud flow, that connection appears in the Other connections list, where it remains until an owner includes it in the flow again. To make changes to embedded connections, follow the steps in Modify a connection, later in this article.
The list of connections appears under the list of owners in a cloud flow's properties, as shown in the following image.
Add an owner to a cloud flow
Adding an owner to a cloud flow is the most common way to share a cloud flow. Any owner of a cloud flow can perform these actions:
- View the run history.
- Manage the properties of the flow (for example, start or stop the flow, add owners, or update credentials for a connection).
- Edit the definition of the flow (for example, add or remove an action or condition).
- Add or remove other owners (but not the flow's creator).
- Delete the flow.
If you're the creator or an owner of a cloud flow, you'll find it listed on the Team flows tab in Power Automate.
Shared connections can be used only in the flow in which they were created.
Owners can use services in a cloud flow but can't modify the credentials for a connection that another owner created.
To add more owners to a cloud flow
Sign in to Power Automate, and then select My flows.
Select the flow that you want to share, select More commands , and then select Share.
Enter the name, email address, or group name for the person or group that you want to add as an owner.
The user or group you've selected becomes an owner of the flow.
Congratulations—you've created your team flow!
Add a list as a co-owner
You can add SharePoint lists as co-owners of a cloud flow so that everyone who has edit access to the list automatically gets edit access to the flow. After the flow is shared, you can simply distribute a link to it. More information: Training: Create and set up a SharePoint list
Use a list when the flow is connected to SharePoint, and use a group in all other cases.
SharePoint users must have Edit permission or be a member of the Members or Owners group to run flows in SharePoint.
Remove an owner
When you remove an owner whose credentials are used to access Power Automate services, you should update the credentials for those connections so that the flow will continue to run properly. More information: Modify a connection
On the flow details page, in the Owners section, select Edit.
Select Delete for the owner you want to remove.
In the confirmation dialog box, select Remove.
Congratulations—the user or group that you removed is no longer listed as an owner of the flow.
Modify a connection
You might need to change the owner of a connection in a cloud flow if you remove the existing owner or if you just want to use a different account to sign in to an action or trigger.
Go to the flow that you want to modify.
Select More commands (...) in the step where you want to edit the connection.
If you have a connection already, select it; if not, select Add new connection to create a new connection, and then select Sign in to create your new connection.
Share a cloud flow with run-only permissions
Instant flows (that is, flows that use a manual trigger such as a button or an item being selected) can be shared by using run-only permissions. Any user who's added as a run-only user won't have access to edit or modify the flow in any way; they'll only have permissions to trigger the flow.
To add a run-only user
On the flow details page, in the Run only users section, select Edit.
In the Manage run-only permissions panel, specify the users and groups you want to provide run-only access to.
As an owner, you can specify whether run-only users will need to provide their own connections or you can choose use a connection that's already defined in the flow.
Congratulations—the user or group now has access to run the flow.
To remove a run-only user
On the flow details page, in the Run only users section, select Edit.
In the Manage run-only permissions panel, select Delete next to the user whose access you want to remove, and then select Save.
Congratulations—the user or group no longer has access to run this flow.
Share a copy of a cloud flow
You can share a copy of a cloud flow with another user, who can then use the definition of the flow as a template. It provides a good way for you to share the general structure of a cloud flow without sharing any connections, while also allowing the recipient to modify their flow independently of yours, so they can make it fit their needs.
Sharing a copy creates an independent instance of the flow for the recipient. You can't revoke access to the flow after you share it.
To send a copy of a cloud flow
On the flow details page command bar, select Send a copy.
In the Send a copy panel, you can edit the name and description of the flow you want to share, and specify the users with whom you want to share it.
The recipient will receive an email stating that you have shared a cloud flow template with them, and they can then create their own instance of that flow.
As a recipient, you can also access the flow by selecting Templates on the left pane and then selecting the Shared with me tab.
What happens if the user who created a shared flow leaves the organization?
If the shared flow still has an active owner, the flow will continue to run.
If the flow uses any active or embedded connections that belong to the user who has left the organization, those specific actions might fail. To fix this, follow the steps in Modify a connection, earlier in this article to update the credentials.
How can I change the owner of a solution flow?
It is currently not possible to change the owner of a solution flow in the modern solution explorer. That capability will be added in the future. In the meantime, there is a workaround:
- Obtain the environment organization URL by selecting "Switch to classic" in the Solutions Explorer and copying the host name from the URL. This is an example: https://org123456.crm10.dynamics.com/.
- Open environment using organization URL
- Select Settings > Advanced Settings.
- Select Advanced Find.
- In the Look for lookup, select Processes.
- Select Clear to clear the existing filter.
- In the filter area, add a filter for Category Equals "Modern Flow"
- Select Results to see the list of flows that you own.
- Select the check box next to the desired flow and then select Assign Processes.
- Change Assign to to User or team.
- Use the User or team lookup to provide the new owner.
- Select Assign.