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Fix Microsoft Lists Automate Button Unavailable to Other Users

Maira Mehtab Sep 22, 2026 869 views

Question details

A custom Automate button in Microsoft Lists works for the creator but does not appear or function for other users with similar list access.

Product: Microsoft Lists and Power Automate
Device & OS: not provided
Scenario: Attempting to share a Microsoft List containing a custom Power Automate button so other team members can trigger a workflow.
Observed behavior: The Automate button is either missing entirely or unusable for users other than the original creator, despite matching SharePoint and Lists access levels.

Before you start

Ensure you have owner permissions for the Power Automate flow connected to the list button, as standard SharePoint permissions do not automatically grant workflow execution rights.

Solution 1Recommended

Configure Run-Only Users for the Power Automate Flow

Assign run-only permissions to specific users or the SharePoint list so they can execute the flow via the button.

By default, custom Microsoft Lists buttons tied to a flow only work for the flow's creator. You must explicitly grant run permissions to others so the button becomes active and visible to them.

Open Power Automate

Navigate to Power Automate and sign in. Locate the flow connected to your Microsoft List button under 'My flows'.

Access Flow Details

Click on the name of the flow to open its Details page.

Edit Run-Only Permissions

In the lower right corner, locate the 'Run only users' pane and click 'Edit'.

Add Users or Lists

Add the individual users, Microsoft 365 groups, or specify the SharePoint list itself to grant access.

Configure Connections and Save

Choose whether the flow should run using the invoker's credentials or the owner's credentials for the required connections, then save your changes.

Connection Authorization: If the flow requires premium connectors, ensure the run-only users have the appropriate Power Automate licenses or that the flow is configured to use the owner's authorized connection.

Solution 2

Consult the Microsoft Power Platform Community

If permissions are correctly configured but the button remains missing, seek specialized assistance from Power Automate experts.

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Frequently Asked Questions

Why doesn't sharing a Microsoft List automatically share the attached Automate flow?

Microsoft Lists and Power Automate operate on separate permission models. Granting someone edit access to a list allows them to modify list items, but it does not automatically grant them permission to trigger or execute background flows associated with that list.

What is the difference between a flow co-owner and a run-only user?

A co-owner has administrative rights to edit, update, and delete the flow. A run-only user is only granted permission to trigger the flow (such as clicking the Automate button in a list) without having any access to view or modify its underlying logic.

Can I share a Power Automate flow with an entire Microsoft 365 group at once?

Yes. In the 'Run only users' settings of your flow, you can enter the name of a Microsoft 365 group or select an entire SharePoint site to grant execution permissions to all associated members simultaneously.

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