How to Transfer Microsoft Forms Ownership and Power Automate Flows
Question details
A departing employee needs to hand over ownership of Microsoft Forms and the Power Automate flows that process form responses to update SharePoint lists.
- Product
- Microsoft Forms and Power Automate
- Device & OS
- not provided
- Scenario
- An employee is leaving the company and needs to transfer their personal forms and automated flows to another user to ensure business continuity.
- Observed behavior
- Individual Microsoft Forms cannot be directly transferred to another individual user account, which complicates the handover of associated Power Automate flows that rely on the form's dynamic content.
Ensure you have the login credentials of the current form owner and sufficient Microsoft 365 administrative or group permissions before attempting to move forms or reconfigure flows.
Move the Form to a Microsoft 365 Group and Add Flow Co-owners
Since direct user-to-user transfer isn't supported, move the form to a shared Microsoft 365 Group and grant the new user co-owner access to the Power Automate flow.
Microsoft allows the transfer of individual forms to a Microsoft 365 Group. This is the best practice for ensuring long-term access, even if staff members leave the organization.
Log in as the current form owner, go to Microsoft Forms, find the specific form under 'My forms', click 'More form actions' (the three dots), select 'Move', and choose the appropriate Microsoft 365 Group.
Open Power Automate, navigate to 'My flows', select the flow attached to the form, and click 'Share' to add the new user or the Microsoft 365 Group as a co-owner.
The new owner should open the shared flow, check the connection references (especially for SharePoint and Forms), and authenticate them using their own account or a dedicated service account.
Duplicate the Form and Recreate the Flow
If moving to a group causes unresolvable dynamic content issues in Power Automate, the easiest workaround is duplicating the form and building a new flow.
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Frequently Asked Questions
Can I directly transfer a Microsoft Form to another individual user?
No, Microsoft Forms does not support directly transferring ownership of a personal form to another individual user account. You can only move the form to a Microsoft 365 Group or share it as a template for the new user to duplicate.
Will my Power Automate flows break if I move a form to a group?
Yes, moving a form to a group can sometimes disrupt the dynamic content mapping in Power Automate. You may need to edit the flow, re-establish the connection to the group form, and manually re-map the form response variables.
How do I share ownership of a Power Automate flow?
Open Power Automate, navigate to 'My flows', select your flow, and click on 'Share' or 'Add another owner'. You can then enter the email address of the new user or a Microsoft 365 Group to grant them co-owner permissions.
What is the best practice for managing forms and flows to handle employee turnover?
For long-term continuity, it is highly recommended to create business-critical forms under a Microsoft 365 Group and run the associated Power Automate flows using a dedicated service account rather than tying them to individual employee accounts.
