How to Move Microsoft Forms and Power Automate Flows to a Group
Question details
The user needs to understand the process and implications of moving Microsoft Forms and their connected Power Automate flows to a group, especially when the original owner is leaving the organization.
- Product
- Microsoft Forms and Power Automate
- Device & OS
- not provided
- Scenario
- Transferring ownership of forms and automated flows to a group before an employee's departure to prevent service disruption.
- Observed behavior
- Without proper transition, forms and flows tied to a departing employee's personal account will fail or become inaccessible once the account is deactivated.
Identify all Microsoft Forms and Power Automate flows owned by the departing employee and ensure you have the necessary administrative rights to reassign them.
Review, Reassign, and Update Flow Connections
Prevent flow failures by transferring ownership to a Microsoft 365 Group and updating individual connections to shared or service accounts before the user's account is deactivated.
When a flow is moved to a group, its underlying connections (like email, SharePoint, or third-party connectors) might still be authenticated using the original creator's personal credentials. If that user account is deleted, the flows will fail even if the group has ownership.
Log in to the Power Automate and Microsoft Forms portals to audit and locate all automated assets currently owned by the departing user.
In Microsoft Forms, navigate to 'My forms', find the specific form, click 'More options' (the three dots), and select 'Move to a group' to transfer its ownership.
In Power Automate, open the flow details page, locate the 'Owners' section, click 'Edit', and add a Microsoft 365 Group as a co-owner of the flow.
Edit the flow to review all connector steps. Replace any personal credentials (such as Office 365 Outlook or OneDrive connections) with a generic service account or shared mailbox connection.
Try WPS Office for Your Everyday Productivity Needs
While complex cloud automations require specialized administration in Microsoft 365, WPS Office provides a lightweight, highly compatible, and free alternative for your daily document, spreadsheet, and presentation needs. Experience a familiar interface and comprehensive features without the hefty subscription fees.
Frequently Asked Questions
What happens to a Power Automate flow if the original owner's account is deleted before transferring?
If the owner's account is deleted before a transfer, the flow becomes orphaned. Any automated actions relying on that user's personal connections or credentials will fail, breaking the entire automation.
Can I move a personal Microsoft Form to a group after responses have already been collected?
Yes, you can move a form to a group at any time. All existing responses and the original sharing URL will remain intact and accessible to the new group members.
Do I need to recreate connections when sharing a flow with a group?
Yes. While sharing adds new co-owners, the flow continues to use the original creator's connections by default. You must manually edit the flow to replace those connections with a service account if the original owner is leaving.
Where can I get help for complex Power Automate transfer errors?
For specialized assistance with complex flow transfers or backend configuration issues, it is highly recommended to post your detailed scenario in the official Microsoft Power Automate Community forums.
