Multi-User settings for flow

[Anonymous]

Hi all,

I'm trying to make my flow available to multiple users within my company. 

The problem is: since I created that flow it uses data from our active directory that are linked to my acoount (e.g. my superior). Meaning that if I want to provide the flow to my superior, it still refers to him instead of his superior, since the flow seems to be unalterably linked to my AD profile. My aim was to create a generic worklfow which refers to the individual's AD data.

I already tried to export my flow, sent the zip file to my superior and asked him to import the zip, but importing the zip created an error.

Any suggestions?

Thanks and best regards,

Max

[ScottShearer]

Can you post a screenshot of your Flow please?  That will make it much easier to assist.

Scott

[Anonymous]

Hi Scott,

thanks in advance.

Here's the snip...

The aim is to have a generic workflow, where the step "Get manager" refers to the manager of the individual who runs that flow. Right now, it's always my manager / AD data that the flow is referring to (probably because I created it). 

Any other possibilities on creating generic flows or making flows available for other individuals are welcome!

Thanks,

Max

[ScottShearer]

In your Flow, you are using the Get My Profile action.  The Get My Profile action will always retrieve the profile information of the individual associated with the connection used with that action - in other words it will always return your profile.  So, you are always looking for your manager in the GetManager action.

What trigger are you using to start your Flow?

[Anonymous]

Thanks for the reply.

So how can I e.g. ex- and import that flow in order to make them available to my collegues and make sure the flow will refer to my colleagues' managers? 

The trigger would be, that we have a finalized expense sheet and start that flow within onedrive where the expense sheet is stored.

Br, Max

[Anonymous]

Thanks for the reply.

So how can I e.g. ex- and import that flow in order to make them available to my collegues and make sure the flow will refer to my colleagues' managers? 

The trigger would be, that we have a finalized expense sheet and start that flow within onedrive where the expense sheet is stored.

Br, Max

[ScottShearer]

I will experiment later today with a possible solution and will post.

An alternative might be to have your users submit the expense sheet to a SharePoint document library and create a Flow on the document library.  The Email of the user who started the Flow is available from Dynamic Properties under For a Selected item and can be used as the input for the Get Manager action.

If this alternative works for you, post here and I will provide a screen shot.

[Anonymous]

We already thought about a sharepoint library, but too many sharepoint engineers would have access to confidential data.

Appreciate your effort!

[ScottShearer · Accepted solution]

Try the following:

1) Export your Flow as a zip

2) Have your users import the Flow

3) Upon import, the will be prompted to select a connection - they will select their own connections or create a new one if none exists.

Walk through the export/import once or twice and you'll see how easy it is. 

If you still need help, post here.  I'll do a quick video and post.

This should work for you.  I would suggest providing your users with instructions and maybe a video.  Selecting and creating the connections is not particularly intuitive for end users.

I

[v-yuazh-msft]

Hi @ MaxMondayCoffee,

Could you please share a screenshot of the configuration of your flow?

If you don't want too many sharepoint engineers would have access to confidential data,

You could take a try to let the user create an item in the sharepoint list with the document as attachment, and you could set the list that user could only read items that were created by himself.

You can go into the List Settings, Advanced Settings, and you should be able to set Read and Edit access to items that the user has created.

Please let me know if your issue could be solved.

Regards,

Alice Zhang

[Anonymous]

Thanks a bunch, Scott! This worked out just fine! Problem were the wrong accounts within the connectors.
Best, Max