Adding a SharePoint List as a Run Only User

[DavidS524]

Hello,

We have some Automate flows that we would like to share so that everyone in our organization has the ability to run the flow if needed. However, we do not want an email going out to each and every person. Based on some research, it seems that the suggested way to avoid an email being sent out is to create a SharePoint List, add an AD group to the list, and then add the SharePoint list as a Run Only user. Others have reported that for some reason when following these steps, an email is not sent to every individual in the group.

I've seen numerous screenshots, including one in Microsoft's documentation that show the SharePoint list option under Manage run-only permissions:

However when I go to this menu area myself I see the following. It is important to note that I am a Power Platform Admin and this is a manually triggered flow:

Any ideas on why I don't see the option to add a SharePoint list? Has this ability been removed recently?

Thank you!

[FLMike · Accepted solution]

@DavidS524 

What trigger are you using? Not all triggers support this.

So for instance, when an item is created, Nope cant use that one.

But if I use the When an item is selected

Guess what. Bingo its there.

Now I delete this trigger and add when an item is created

And I do not even have a choice to add it as I cannot even do Run As User

So verify your trigger, also if you need to, close, clear cache, private browser/incognito

If you like my answer, I would really appreciate if you please Mark it as Resolved, and give it a thumbs up, so it can help others

Cheers

Thank You
Michael Gernaey MCT | MCSE | MCP | Self-Contractor| Ex-Microsoft
https://gernaeysoftware.com
LinkedIn: https://www.linkedin.com/in/michaelgernaey
Cheers

Thank You
Michael Gernaey MCT | MCSE | MCP | Self-Contractor| Ex-Microsoft
https://gernaeysoftware.com
LinkedIn: https://www.linkedin.com/in/michaelgernaey

[DavidS524]

Hi Mike,

Thank you for this piece of advice! I was using a manual trigger on my flow initially. After reading your suggestion I tried changing it to "For a selected item" and then the option appeared. I wish the reasons for why it works with one and not the other were clearer though. I only want to add the SharePoint List as a user in order to avoid sending out the emails when the flow is shared. So I don't necessarily want to use the triggers that allow that feature to be used. If anyone else has a suggestion for that piece that would be much appreciated. Though I thank you for helping me solve the first part!

[FLMike]

@DavidS524 

I truly dont mean this like a ahol... but the reason is clear its, because the triggers that aren't of the right type, have to run as the user who is triggering them.

Since that is the case, they cannot run as someone else. Imagine you trigger a manual flow but you could it run as someone else (without their knowledge) etc.

I hope that helps a little 🙂

If you like my answer, I would really appreciate if you please Mark it as Resolved, and give it a thumbs up, so it can help others

Cheers

Thank You
Michael Gernaey MCT | MCSE | MCP | Self-Contractor| Ex-Microsoft
https://gernaeysoftware.com
LinkedIn: https://www.linkedin.com/in/michaelgernaey

[DavidS524 · Accepted solution]

Hey Mike,

Thank you for the additional explanation. I see how that could make sense in some scenarios, but in mine it doesn't. We have a Power Automate flow that anyone should be able to trigger using a button in a Power BI report. We want everyone in the organization to have the ability to run the flow if needed, but it isn't something we want to announce via email to thousands of people. 

Fortunately, I found another way which removes the SharePoint list approach altogether. The only value that brought was that from what others have said, it would not send a notification to individual users that they had been added as a run-only user. The other solution is to use a non-mail enabled security/AD group. Users of that group will have access to run the flow but they won't be notified by email. Hopefully this helps others as I have seen this question posted elsewhere.