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How to Run Power Automate Flows Without Giving Users SharePoint Access
Question details
The user needs to allow end-users to trigger a Power Automate flow that interacts with SharePoint libraries, without granting those users direct access to the SharePoint site itself.
- Product
- Microsoft Power Automate and SharePoint
- Device & OS
- not provided
- Scenario
- Triggering automated workflows involving SharePoint file movements or approvals.
- Observed behavior
- The flow fails because the triggering user lacks the necessary SharePoint permissions for subsequent steps in the automation.
Ensure you have owner or administrator privileges for the Power Automate flow and the target SharePoint library to adjust connection contexts.
Configure the Flow to Run Using the Owner's Connection
Adjust the run-only permissions of the flow so it executes using a designated service account or the owner's credentials instead of the triggering user's.
By default, manual or button-triggered flows run under the context of the user triggering them. To bypass this, you can configure the flow's connections to use the creator's or a service account's credentials, allowing users to run the flow without needing direct SharePoint access.
Log in to Microsoft Power Automate and navigate to the 'My flows' section from the left-hand menu.
Select the specific flow you want to configure to open its details and overview page.
Look for the 'Run only users' section in the bottom right corner of the overview page and click 'Edit'.
In the 'Connections Used' section, change the SharePoint connection dropdown from 'Provided by run-only user' to 'Use this connection (Owner's Email or Service Account)'.
Click 'Save' to apply the changes. Users triggering the flow will now utilize the specified connection to interact with SharePoint.
Consult the Microsoft Power Automate Community
If advanced permission configurations or specific flow designs are causing errors, the dedicated community provides specialized support.
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Frequently Asked Questions
Why does my Power Automate flow fail with an 'Access Denied' error in SharePoint?
This usually occurs when the flow is configured to run using the connection of the user who triggered it, but that specific user does not have the required read or write permissions for the SharePoint library involved in the flow's execution.
Can I share a button flow without granting access to the underlying SharePoint list?
Yes. By editing the 'Run only users' settings of your manual or button-triggered flow, you can specify that the flow uses your SharePoint connection (or a service account) instead of forcing the triggering user to authenticate.
Does changing the run-only connection work for automated flows?
Automated flows, such as those triggered by a new email or a scheduled time, automatically run under the context of the user who created the flow and authorized the connections. The 'Run only users' adjustment is specifically designed for manual or button-triggered flows.
