As a Microsoft Power Automate RPA Developer, sharing a cloud flow is an essential aspect of your job. Besides creating and managing flows, you must learn how to share the flows you have created with others. This capability is beneficial for collaboration and maintaining consistent workflows across teams. It can make it easier to automate repetitive tasks and streamline business processes.
How to Share a Cloud Flow
Sharing flows is relatively simple and straightforward. Here are the steps:
- Sign in to Power Automate.
- Navigate to the “My Flows” section.
- Choose the flow you’d like to share and click on the “…”(Ellipsis) button to the right of it.
- From the drop-down menu, select “Share”.
Here is where you’ll have the option to invite others via email to access and run the flow. You can input individual email addresses or add groups if you’re working within an organization. You also have the choice to grant or limit the permissions each person or group has.
Types of Permissions:
| Permission | Function |
|---|---|
| Can Use | User can run the flow but not edit or share it |
| Can Edit | User can edit the flow, as well as run it, but not share it |
| Can Share | User can run, edit, and share the flow with others |
After determining the permissions of each person or team, select “Share” to finalize the process.
Note: If the flow has any connections, such as to SharePoint or Outlook, the people you’re sharing the flow with need access to those services to run the flow successfully.
Working with the Shared Flow
Now that your cloud flow is shared, the individuals or groups you’ve shared it with can find it under the “Shared with me” section under the “Flows” menu.
They will only be able to perform tasks according to the permissions you’ve granted them.
Important to Note
The shared flows are still tied to the original creator’s account. If the original creator’s account is deleted, so too will the shared flow.
This is why it’s imperative to transfer ownership of flows between accounts when someone leaves an organization so the flow isn’t lost.
To transfer ownership, follow these steps:
- Go to the ‘Flow’ you want to transfer in ‘My Flows.’
- Click on the ‘…’ (Ellipsis) on the right.
- From the dropdown, select ‘Owner.’
- On the new screen, click ‘Add another owner.’
- Add the new owner’s email address, and press ‘Ok.’ The new owner is now the join owner of the flow.
In conclusion, sharing a Cloud Flow within Power Automate allows developers to extend the capabilities of automation and expands productivity across an organization. Understanding how to set permissions assures the safe deployment and use of these processes to the shared users.
Practice Test
True or False: You can share a cloud flow with both individuals and groups.
- True
- False
Answer: True
Explanation: Sharing in Power Automate allows for sharing with both particular users and security groups.
Which of the following can a co-owner of a cloud flow NOT do?
- a) View the flow’s history
- b) Run the flow
- c) Edit the flow
- d) Unshare the flow
Answer: d) Unshare the flow
Explanation: Only the original owner of a flow can unshare the flow. Other owners do not have this capability.
True or False: Once a cloud flow has been shared with another user, that user can then share the flow with others.
- True
- False
Answer: False
Explanation: Only the original owner of the flow has the ability to share the flow.
In order to use a shared cloud flow, a user must have which of the following permissions?
- a) Run-only user permissions
- b) Co-owner permissions
- c) Either a or b
- d) Neither a or b
Answer: c) Either a or b
Explanation: A user must be given either Run-only user or Co-owner permissions to execute a shared cloud flow.
What is the minimum user licence required to run a shared cloud flow?
- a) Power Automate free
- b) Power Automate per user
- c) Dynamics 365
- d) Microsoft Office 365
Answer: b) Power Automate per user
Explanation: In order to run a shared cloud flow, a member needs to have at least “Power Automate per user” licence.
True or False: Users can share cloud flows that they do not own.
- True
- False
Answer: False
Explanation: Only the owner of a cloud flow can share it with others.
Which of the following does not need to be set when sharing a cloud flow?
- a) Recipients
- b) Roles
- c) Access Rights
- d) Run-time environment
Answer: d) Run-time environment
Explanation: When a flow is shared, only the recipients, roles and access rights need to be set. The run-time environment is already set in the flow settings by the owner of the cloud flow.
True or False: It’s possible to share a cloud flow with users outside your organization’s tenant.
- True
- False
Answer: False
Explanation: For security reasons, you cannot share flows with users outside of your organizational tenant.
After sharing a cloud flow, can the original owner still control who has access to it?
- a) Yes
- b) No
- c) Depends on the flow settings
- d) None of the above
Answer: a) Yes
Explanation: The original owner of the flow retains control over who has access, even after it’s been shared with others.
Can roles and permissions be customized when sharing a cloud flow?
- a) Yes
- b) No
- c) Only for some users
- d) It depends on the type of flow
Answer: a) Yes
Explanation: The owner of the cloud flow has the ability to set specific roles and permissions when sharing a flow.
Interview Questions
What is a cloud flow in Power Automate?
A cloud flow is a digital process automation technology that can automate operations across various apps and services in the cloud.
What are triggers in the context of cloud flows in Power Automate?
Triggers are a type of event that starts a cloud flow. They might be time-related or based on changes or updates within a service or application.
How can you share a cloud flow with other users?
You can share a cloud flow with other users by navigating to the Power Automate portal, selecting the specific flow, and choosing “Share” from the settings option.
What permissions can you grant when sharing a cloud flow?
When sharing a cloud flow, you can grant permissions like “Run Only”, “Co-Owner” or “Edit” to different users based on how they will interact with the flow.
What does the “Run Only” user role mean in Power Automate cloud flow sharing?
The “Run Only” user role allows a user to use and run a shared cloud flow but does not give them permission to make any modifications or edits to the flow.
What is the function of Co-Owner role in sharing a cloud flow?
The Co-Owner role allows another user to not only run the cloud flow but also edit, update, delete, and even share it with others.
Can you remove a person’s access to a shared cloud flow?
Yes, you can remove a person’s access to a shared cloud flow through the “Manage Run Only Users” or the “Manage Owners” settings.
How is the share functionality achieved in Power Automate?
The share functionality in Power Automate is achieved through Office 365 Groups which creates a collaboration environment where teams can work together.
Can you share a cloud flow with users outside your organization?
No, you cannot share a cloud flow with users outside of your organization. Power Automate only allows sharing within the same organization.
What are the different types of Cloud Flows?
The types of cloud flows include automated, button, scheduled, and business process flow in Power Automate.
What is the primary difference between sharing a cloud flow and sharing a canvas app?
The main difference is that sharing a cloud flow involves granting permissions to run, edit, or manage a flow, whereas sharing a canvas app allows others to use the app but not modify it.
Can a shared cloud flow be used in Teams?
Yes, a shared cloud flow can be used in Microsoft Teams once the recipient accepts the shared flow.
Is it possible for a user to save a copy of a cloud flow that has been shared with them?
If the user has been granted co-owner permissions, they can save a copy of the cloud flow. However, if they are a “run only” user, they can’t save a copy.
Can a cloud flow be shared with a security group?
Yes, a cloud flow can be shared with a security group in Office 365.
Is it required to have a premium account to share a cloud flow?
No, having a premium account is not a requirement for sharing a cloud flow. However, use of certain premium connectors inside a flow may require a premium license.
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