Flow Ownership

When you create a flow, you are the primary owner of the flow.

The primary owner can be changed, but only if the flow is inside a solution.

Co-owners can be added to the flow, and co-owners have full ownership rights including to ability to delete the flow.

Service accounts and service principals can also be made flow owners.

Automated and Scheduled Flows

When automated and scheduled flows are run, they run under the primary owner’s account. This means that the primary owner must have the necessary licensing.

If the owner is a service principal, licensing is not required.

By default, any records created by the flow are done so in the name of the flow owner, but this can be changed this so that, for example, all Dataverse records are created in the name of a service account or a service principal. This is done by creating a connection reference and applying it to the required flow action.

Instant Flows

Instant flows run in the name of the user who triggers the flow. If the flow is using premium features, each user triggering the flow will require a premium license. If a Power App triggers the flow the license can be a per app or per user license.

If within the flow, you want to identify the user who has triggered the flow, read my post Identifying the Flow User to find out how to do this.

When a user runs a Power App, by default, any records are created in the user’s name. Similarly, if a user runs a Power App that triggers an instant flow, all records created by that flow are in the name of the user. This ensures consistency in record ownership. However, if required, this can be changed so that records are created in the name of a service account or principal.

Always associate instant flows with the app that triggers them, particularly if they contain premium connectors. An associated flow runs using the premium Power App license of the person triggering them, and hence an associated flow won’t require the user to have an additional Power Automate license. Associating automated and scheduled flows to an app can also have licensing benefits. When associating flows with an app it is preferable for the flows and the app to be in the same solution to avoid dependencies.

Instant flows should also be shared with the users who will trigger it. If a Power App has been shared with users or a security group, then also share the flow with the same recipients.

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