Exercise - Share flows

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Shared flows extend the potential of Power Automate to groups of people. After all, why should just one person enjoy the benefits of increased automation in his or her work environment?

Here are some advantages of shared flows:

  • Multiple people can own and manage a flow together.
  • If the creator of a shared flow leaves the organization, the other owners of the flow can continue to run it.
  • All owners of a shared flow can view its history, manage its properties, edit it, add and remove owners, and delete it.

If you're the creator or an owner of a shared flow, you'll find it listed on the Shared with me tab in Power Automate.

Screenshot of Power Automate on the My flows page with the Shared with me tab highlighted.

Note

  • Shared connections can be used only in the flow in which they were created.
  • Owners can use services in a flow, but they can't change the credentials for a connection that another owner created.

Prerequisites

To create a shared flow, you must have a paid Power Automate plan. Also, to add more owners to a shared flow or remove owners from it, you must be the creator or an owner.

Create a shared flow

You create a shared flow by adding more owners to an existing flow. After new owners are added to a flow, the flow appears on the Shared with me tab.

  1. Sign in to Power Automate using your organizational account.

  2. Select My flows.

  3. Select the Share button for the flow that you want to change.

    Screenshot of the Shared with me tab with the Invite another owner button highlighted next to the Get Tweets flow.

  4. In the Owners section, enter the name, email address, or group name of the person or group that you want to add as an owner.

  5. In the list that appears, select the user or group to add.

    The user or group becomes an owner of the flow.

Keep in mind that when you share a flow, it appears on the Shared with me tab. It no longer appears on the Cloud flows tab.

Add a SharePoint list as a co-owner of a flow

You can add a Microsoft SharePoint list as a co-owner of a flow. In that way, everyone who has edit access to the list automatically gets edit access to the flow. After the flow is shared, you can just distribute a link to it.

Restrictions on changes to flows

Any owner of a shared flow can contribute connections to a flow. After another person has access to the flow, that person can use any connections in it, but only within the scope of that flow.

For example, John creates a flow that updates items in SharePoint with his account, and he shares the flow with Mary. In this case, Mary will be able to change the use of SharePoint inside that flow, but not in any of her personal flows. Likewise, Mary can change the flow so that it uses her SharePoint connection, but John still won't able to use that new SharePoint connection in any of his flows.

To view all the connections that are used by a flow, select the Share button, and inspect the list of embedded connections.

Remove an owner

Important

If you remove an owner whose credentials are used to access Power Automate services, be sure to update the credentials for those connections, so that the flow continues to work correctly.

  1. On the Shared with me tab, select the Share button for the flow that you want to change.

    Another screenshot of the Shared with me tab with the Invite another owner button highlighted next to the Get Tweets flow.

  2. Select the Delete button for the owner that you want to remove.

Embedded and other connections

The connections that are used in a flow fall into two categories:

  • Embedded: These connections are used in the flow.
  • Other: These connections have been defined for the flow, but they aren't used in it.

If you stop using a connection in a flow, that connection appears in the Other connections list. It will remain there until an owner includes it in the flow again.

To view the list of connections, change the shared flow.

  • On the Shared with me tab, select the Share button for the flow that you want to change.

    The list of connections appears under the list of owners in the flow's properties.