Permission to trigger flow is missing – The user does not have permission to trigger a flow.

Power Automate allows users to create and execute workflows to automate tasks between apps and services. However, sometimes users may encounter an error stating that they “do not have permission to trigger a flow.” This issue occurs when the user lacks the necessary permissions to execute the flow, leading to failures when trying to trigger it.

This guide provides step-by-step instructions to diagnose and fix the problem.

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Step 1: Understanding Flow Trigger Permissions

1.1. Types of Flow Triggers

Power Automate flows can be triggered in different ways:

1. Manual (Instant) Trigger – Requires user action to start (e.g., button click).
2. Automated Trigger – Activated by an event (e.g., email received, file added).
3. Scheduled Trigger – Runs at specified times without user input.
4. Approval-Based Trigger – Requires user approval to proceed.

Permissions vary depending on the type of trigger used. If a user does not have the right permissions, they will be unable to trigger the flow.

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Step 2: Identifying the Issue

2.1. Check Error Messages

When a user tries to trigger a flow but lacks permissions, they may see one of these error messages:

• “You do not have permission to run this flow.”
• “Your connection is not authorized.”
• “This flow is not shared with you.”

2.2. Verify User Access to the Flow

1. Go to the Power Automate portal (https://make.powerautomate.com).
2. Click on My Flows (or Team Flows if it’s a shared flow).
3. Select the flow and check if the user appears under the Owners or Run-Only Users list.

If the user is missing, they do not have permission to trigger the flow.

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Step 3: Resolving the Issue

3.1. Granting Run-Only Permissions

For flows that require manual (instant) triggers, the user must be added to the Run-Only Users list.

1. Open the flow in Power Automate.
2. Click on Edit → Run-Only Users.
3. Click + Add Users and enter the user’s name or email.
4. Select the type of permissions:
   • Use their own connections – Requires them to have access to all connected services.
   • Use this connection – Allows them to use the flow owner’s connection.
5. Click Save.

3.2. Sharing the Flow with the User

If the flow is automated or scheduled, the user must be added as an owner or have the necessary permissions.

1. Open the flow and click on Share.
2. Add the user as an Owner or Co-Owner if they need full access.
3. Click Save.

3.3. Checking Connections and Data Source Permissions

If the flow connects to services like SharePoint, Dataverse, or Outlook, ensure the user has the right permissions for those data sources.

1. Go to the flow’s Connections section.
2. Check if the user has access to the connected services.
3. Update their access in SharePoint, Dataverse, or other relevant platforms.

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Step 4: Advanced Troubleshooting

4.1. Assigning Microsoft 365 or Azure AD Roles

If the flow is part of an enterprise system, the user may need additional permissions in Microsoft 365 or Azure Active Directory (AD).

1. Open Microsoft 365 Admin Center.
2. Go to Users → Active Users.
3. Check if the user has the correct role, such as:
   • Power Automate User
   • Environment Maker (for creating/editing flows)
   • SharePoint Admin (if SharePoint is used in the flow)

4.2. Granting Permissions in Power Platform Admin Center

For flows running in specific environments, check the Power Platform Admin Center:

1. Open Power Platform Admin Center (https://admin.powerplatform.microsoft.com).
2. Navigate to Environments.
3. Select the environment where the flow is running.
4. Click on Users and ensure the affected user has permissions.

4.3. Checking Flow Trigger Conditions

Some flows have conditions that restrict execution to certain users.

1. Open the flow in Edit Mode.
2. Check if the trigger has any conditions (e.g., “User Email must be [xyz@domain.com]”).
3. Remove or modify conditions if they are blocking the user.

4.4. Using PowerShell to Assign Permissions

If manual permission assignments fail, PowerShell can be used to fix access:

# Connect to Power Automate
Connect-MgGraph

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

# Assign Run-Only User
Set-AdminFlowOwnerRole -EnvironmentName <Environment-ID> -FlowName <Flow-ID> -PrincipalObjectId <User-ID> -RoleName "CanRun"

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Step 5: Preventing Future Permission Issues

5.1. Best Practices for Flow Permission Management

Always add backup owners – Prevents issues when the creator leaves the organization.
Use security groups – Assign permissions to groups instead of individual users.
Enable error notifications – Set up email alerts for failed flows.
Regularly audit permissions – Review access rights periodically.

5.2. Setting Up a Service Account for Critical Flows

For enterprise-wide flows, use a dedicated service account instead of a personal account.

1. Create a shared account with appropriate licenses.
2. Use this account to own and manage important flows.
3. Grant necessary permissions to relevant users or teams.