Flow creator permissions issue – Permissions problem with the flow creator or owner.

Microsoft Power Automate (previously known as Microsoft Flow) is a powerful automation tool that enables users to create automated workflows between apps and services. However, one common issue encountered in Power Automate is related to Flow Creator Permissions. This problem occurs when the creator (or owner) of a flow does not have the necessary permissions to execute or modify the flow, causing failures in execution, access issues, or ownership transfer difficulties.

This guide explains the issue in detail and provides a step-by-step approach to resolving it.

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Step 1: Understanding Flow Ownership and Permissions

1.1. Flow Creator vs. Flow Owner

• The Flow Creator is the user who initially builds and saves the flow.
• The Flow Owner can be a single user or multiple users/groups who have permission to edit and manage the flow.

1.2. Types of Permissions in Power Automate

Power Automate flows have different permission levels:

1. Owner – Full control over the flow, including editing, sharing, and deleting.
2. Co-owner – Similar to an owner but cannot remove the original creator.
3. Run-only user – Can trigger the flow but cannot modify it.

A common issue arises when the creator of the flow does not have the right permissions assigned, leading to failures when trying to run or edit the flow.

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Step 2: Identifying the Issue

To diagnose the permissions issue, follow these steps:

2.1. Check Flow Ownership

1. Navigate to Power Automate (https://make.powerautomate.com).
2. Click on My Flows from the left-hand panel.
3. Locate the affected flow and check the owner details under the “Owners” tab.

2.2. Check User Permissions

1. Open the flow and click on the three dots (…) next to it.
2. Select Share to see who has access to the flow.
3. Ensure that the correct users are added as owners or co-owners.

2.3. Identify Error Messages

If a user encounters permission issues, they might see one of the following messages:

• “You do not have permission to edit this flow.”
• “Your connection is not authorized.”
• “You are not the owner of this flow.”

These errors indicate that the current user lacks sufficient permissions to manage the flow.

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Step 3: Resolving the Permissions Issue

3.1. Granting Permissions to the Flow Creator

If the creator does not have the necessary permissions, an administrator or the current flow owner must grant them access:

1. Go to the Power Automate portal.
2. Find the flow that needs permission changes.
3. Click on Share and add the user as an Owner.
4. Ensure they have the necessary permissions to modify or execute the flow.

3.2. Checking and Updating Connections

Sometimes, the issue occurs because the flow creator does not have the right permissions to the services the flow connects to:

1. Open the flow and review its connections.
2. Click on each connection (such as SharePoint, Outlook, or Dataverse) and check if the creator has the required access.
3. If needed, update the credentials or reauthenticate the connection.

3.3. Transferring Flow Ownership

If the original flow creator has left the organization or their permissions have been revoked, follow these steps to transfer ownership:

1. Go to the Power Automate portal.
2. Select the flow that needs ownership transfer.
3. Click on Share and add a new owner.
4. Once the new owner is added, the previous creator can be removed if necessary.

If the original creator has been removed from the organization, an admin must reassign ownership using PowerShell or the Power Platform Admin Center.

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Step 4: Preventing Future Permission Issues

4.1. Best Practices for Flow Permissions Management

To avoid permissions issues in the future, follow these best practices:

Assign multiple owners – Always have a backup owner for critical flows.
Use Service Accounts – Instead of personal accounts, use a dedicated service account for key flows.
Regularly review permissions – Audit flow ownership and access rights periodically.
Document ownership changes – Keep track of ownership transfers when employees leave or change roles.

4.2. Using Power Automate Environment Permissions

In organizations using multiple environments, ensure that environment permissions are configured correctly.

1. Go to Power Platform Admin Center.
2. Click on Environments → Select the appropriate environment.
3. Check Roles and Permissions to verify access levels for users.

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Step 5: Advanced Troubleshooting

If the issue persists after following the above steps, try these advanced troubleshooting methods:

5.1. Checking Microsoft Dataverse Security Roles

For flows using Dataverse, the creator must have appropriate security roles:

1. Open Power Platform Admin Center.
2. Navigate to Environments → Security Roles.
3. Ensure the user has at least the Environment Maker role.

5.2. Running PowerShell Commands to Fix Ownership Issues

If the creator has been removed from the organization, use PowerShell to reassign ownership:

# Connect to Power Platform
Connect-MgGraph

# Get Flow details
Get-AdminFlow -EnvironmentName <Environment-ID> -FlowName <Flow-ID>

# Assign a new owner
Set-AdminFlowOwnerRole -EnvironmentName <Environment-ID> -FlowName <Flow-ID> -PrincipalObjectId <User-ID> -RoleName "CanEdit"

5.3. Checking Office 365 Group Permissions

If the flow is shared with an Office 365 group, ensure that group members have the necessary permissions:

1. Open Azure Active Directory.
2. Check Group Memberships for the affected user.
3. Ensure they have the right access levels to manage the flow.

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