Debriefing questions regarding the sharing of flows, asynchronous execution, and connector creation
Licensing required - According to , a minimum of “per user” license is needed to share cloud flows.
Primary ways of sharing a cloud flow (Internal)
Add someone as the owner of your cloud flow. This allows them to make edits to the flow. Since the flow is shared, it is 1 singular flow that will reflect any edits made across all parties shared among. Share the cloud flow with run only privileges', preserving the flow from being edited by other parties Share a copy of the flow, disassociating the actual flow from the copy. This flows become siloed, and any edits made for each flow will not be reflected in the other. For larger amounts of people that need access to a flow () Assuming the individuals are in the same department, create a group in office 365 containing these specific individuals and share the flow the same way you would for an individual, except assign it to the group
Primary ways of sharing a cloud flow (External)
Sharing flows to an external environment requires exporting the flow, and re-importing the flow in the new environment. When you import it, you have the option to import it as managed & unmanaged. Unmanaged allows you to edit and is geared at testing. Managed is geared at production, and will not allow for edits. Both are not able to live in the same environment - The unmanaged will live in the test environment, and the managed will live in the production environment. More on that
Licensing required - a minimum of “RPA Attended User” license is needed to execute desktop flows. I believe this would be needed to share as well, as theirs no point in sharing with a user that cannot execute.
Primary ways of sharing a desktop flow (Internal)
Add someone as the owner or co-owner of the desktop flow (how to ). The same rules apply as stated in the cloud flow regarding edits - Anyone who you’ve shared the desktop flow with has the option to make edits, which will reflect on the flow for both parties. Creating a copy of a desktop flow and sharing it will prevent any changes made to the copy from being reflected in the original desktop flow (Same as cloud flow). Desktop flows can only be shared as “owner” or “co owner”.
Primary ways of sharing a cloud flow (External)
Sharing a cloud flow to an external organization requires one to download the desktop flow via the solutions center, and re-import it within the new environment. The same rules stated for the cloud flow carry over for desktop as well.
Cloud flows are executed in an asynchronous fashion by default, meaning they are not subject to another being completed before moving to the next. The execution will happen the minute the trigger is received. To verify, please see below (Click if viewing pdf version).
What’s going on in the above video:
To verify the flows are asynchronous in the cloud, I created a simple workflow that would send a teams notification once something was added to SharePoint. I then added 5 items back to back and refreshed the flow to view its execution. At 45 seconds you’ll notice that all flows are executing at the same time, instead of one saying “Complete” before moving to the next. This verifies that they’re executing at the same time.
According to , power automate desktop also has the ability to run flows in an asynchronous manner. With that being said, you will have to do some configuring prior to (configuration ), as desktop flows default into running in a synchronous manner.
What is it
Power automate connectors are essentially wrappers around API’s, allowing communities to get individual or shared use of the single connector. Once created, it can be distributed to the public via the power automate connector "marketplace” (I can’t find a technical name for it, but marketplace fits) or shared internally.
Publishing to outside your organization
Once you create a connector, you have the option to public it to be used by anyone outside your organization. To view the specifics of how to do this, refer to link.
Publishing Internally for organization to use
Once you’ve created your connector, sharing it within your organization is actually very simple. Here is a connector created for Babybots.
Notice the “Share with org” button. Once toggled, anyone within your organization will have the option to utilize the connector. If you’d prefer only certain people/groups have access to this connector, you can input the appropriate parties & groups in the add people section.
Prebuilt workflows can be found . Note: Anyone can publish their flow to the marketplace, and it will be available to the public upon Microsoft approval. Do not publish flows that contain confidential information/things that should not be shared with the public. To share flows you’ve created internally, share them with the methods above & do not publish to the public. Resource center for general training/guidance of power automate found
Known limitations of power automate can be found
For your IT team, is a course training them on best practices of data loss prevention. It’s best to get in front of things like this from the beginning to ensure everything is secured as you get deeper into power automate. Free environment for development within power apps can be found