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How to Transfer Excel File Ownership in SharePoint and Power Automate
Question details
The user needs to transfer ownership of sensitive Excel files stored in SharePoint, along with the associated Power Automate flows, to other users who have SharePoint owner permissions.
- Product
- SharePoint and Power Automate
- Device & OS
- not provided
- Scenario
- Reassigning automated workflows and managing file permissions for sensitive Excel data when a team member changes or leaves.
- Observed behavior
- Ownership of both the Power Automate cloud flow and the underlying SharePoint Excel file needs to be systematically updated to ensure uninterrupted access and automation.
Ensure you have Site Owner or Full Control permissions in the SharePoint document library and the necessary Power Automate licenses before attempting to transfer ownership.
Update Power Automate Flow Owners and SharePoint Permissions Directly
The most seamless way is to add a new owner to your existing flow and manually update the Excel file permissions in SharePoint.
Power Automate allows you to add co-owners to cloud flows. However, flow ownership and SharePoint file permissions are handled independently. You must update both systems to fully hand over the process.
Log in to Power Automate, navigate to 'My flows', and select the specific flow. In the lower right 'Owners' section, click 'Edit', search for the new user's email, and add them as an owner.
Open your SharePoint site and navigate to the document library where the sensitive Excel file is stored.
Select the Excel file, click the three-dot menu (ellipsis), and choose 'Manage Access'. Click on 'Advanced' if needed, and grant 'Full Control' or equivalent owner permissions to the new user.
Once the new owner has successfully accessed the file and flow, they can log in to Power Automate and remove your account from the flow's owner list to complete the transfer.
Export the Flow Package for the New Owner
If you prefer to create a clean break in ownership, you can export the flow as a package for the new owner to import under their own credentials.
View and Edit Your Spreadsheets Effortlessly with WPS Office
While SharePoint handles your cloud file storage and permissions, having a fast, reliable desktop application to manage your sensitive data is essential. WPS Office provides a lightweight, highly compatible, and free alternative to Microsoft Office, ensuring your workflows remain uninterrupted.
Frequently Asked Questions
Does changing a Power Automate flow owner automatically change the Excel file permissions?
No. Power Automate flow ownership and SharePoint file access are managed completely separately. You must manually update the Excel file's permissions in the SharePoint document library.
What happens to the flow if the original owner's account is deleted?
If the original creator's account is deleted and no co-owners were assigned, the flow will be disabled. Always assign a new co-owner in Power Automate before the original owner's account is decommissioned.
Why is the new owner unable to edit the flow after I added them?
This usually happens due to licensing issues. If the flow relies on premium connectors, the new owner must have a standalone Power Automate Premium license assigned to their Microsoft 365 account to edit and run the flow.
