User not authorized to access the flow – Permissions or roles for accessing the flow are not configured correctly.

The “User Not Authorized to Access the Flow” error occurs when a user does not have the correct permissions to access, run, or modify a flow in Power Automate.

Error Message:
"User not authorized to access the flow – Permissions or roles for accessing the flow are not configured correctly."

This issue commonly occurs when:

• A user tries to run or edit a flow they don’t have access to.
• A flow is shared incorrectly or not shared at all.
• The user lacks permissions on a connected data source (e.g., SharePoint, Dataverse, SQL).
• Role-based access control (RBAC) settings restrict user access.

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2. Common Causes and Fixes

Cause	Description	Fix
User is not added to the flow	The user is not listed as an owner or contributor.	Share the flow with the user and assign the correct role.
Insufficient permissions on data sources	The user does not have the required access to services like SharePoint, Dataverse, or SQL.	Grant appropriate permissions in the connected service.
Flow is owned by a different account	The flow is created under another user’s or a different account’s ownership.	Transfer ownership or share the flow.
Environment security settings	The flow is restricted due to Power Platform environment settings.	Update security roles in the Power Platform Admin Center.
Data Loss Prevention (DLP) policy restrictions	Organization policies prevent access to the flow or data sources.	Modify DLP policies in the Power Automate Admin Center.
User account issues	The user is using an incorrect or unauthorized account.	Ensure the user logs in with the correct Microsoft 365 account.

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3. Step-by-Step Troubleshooting Guide

Step 1: Check Flow Permissions and Add the User

If a user cannot access a flow, it might not be shared with them.

Steps to fix:

1. Open Power Automate.
2. Navigate to My flows (or Team flows if it’s a shared flow).
3. Click on the flow causing the issue.
4. Select Share.
5. Add the user and assign the correct role:
   • Owner (Full access, can edit and run the flow).
   • Run-only user (Can only trigger the flow but cannot modify it).
6. Click Share and ask the user to retry.

Example Fix:

• If a team member needs to modify the flow, assign them Owner permissions.
• If a user only needs to trigger the flow, assign them as a Run-only user.

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Step 2: Verify Permissions on Connected Data Sources

If the flow interacts with SharePoint, Dataverse, SQL, or another service, ensure the user has correct access levels.

Steps to fix:

1. Identify the data sources used in the flow.
2. Check if the user has read/write permissions on these sources.
3. Grant the required permissions in:
   • SharePoint: Add the user with Edit or Full Control.
   • Dataverse: Assign the Maker or Environment Admin role.
   • SQL Server: Grant read/write access to the database.

Example Fix:

• If a user cannot update a SharePoint list, give them Contribute permissions.

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Step 3: Ensure the Flow is Running in the Correct Environment

Users might not see or access a flow if it is in a different Power Platform environment.

Steps to fix:

1. Open Power Automate.
2. Check the environment in the top-right corner.
3. If necessary, switch to the correct environment.
4. Ensure the user has access to the flow’s environment in Power Platform Admin Center.

Example Fix:

• If a flow is created in the “Development” environment, a user in “Production” won’t see it.

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Step 4: Review Data Loss Prevention (DLP) Policies

DLP policies may restrict users from running or accessing flows that interact with external services.

Steps to check:

1. Open Power Automate Admin Center.
2. Navigate to Data Policies.
3. Check if the services used in the flow are blocked or restricted.
4. If necessary, request an admin to update the DLP policy.

Example Fix:

• If Dropbox is blocked under DLP, the flow cannot connect to it.

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Step 5: Check for Expired or Invalid User Accounts

If a user is logging in with the wrong account, they may not have access.

Steps to fix:

1. Ask the user to sign out and sign in with their Microsoft 365 account.
2. Verify if their account is active and licensed for Power Automate.
3. If needed, assign the user a Power Automate license in the Microsoft Admin Center.

Example Fix:

• If a user was removed and re-added to the organization, their access needs to be reconfigured.

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Step 6: Transfer Flow Ownership If Necessary

If the original owner of a flow leaves the company or changes roles, the flow may become inaccessible.

Steps to fix:

1. Ask an existing owner to share the flow.
2. If the owner is unavailable, a Power Automate admin can transfer ownership.
3. Use Power Automate Admin Center to assign a new owner.

Example Fix:

• If a flow is owned by a former employee, an admin must reassign ownership.