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Dynamics 365 Community / Forums / Service | Customer Service, Contact Center, Fie... / Hide On-Demand Workflo...
Service | Customer Service, Contact Center, Fie...
Suggested answer

Hide On-Demand Workflows and Flows From Run Flows Tab

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Posted on by jim.corriveau@chest... 75
Hello,
 
To have a workflow run as part of a Business Process Flow it must be on-demand.  To allow one power automate flow to call a second flow the second flow must be on-demand.  All of these workflows and flows then appear in the Run Flows tab in the UI, where the User can run them manually.  I can't take security away from running on-demand workflows/flows because there are some that the Users are allowed to run, to automate redundant tasks etc.  No amount of training is going to stop a User from clicking on a flow that appears to do what the User wants to do or they accidentally select the wrong one because there are +20 in the list.
 
Is there a way to prevent an on-demand flow from showing in the UI?
 
Thank you,
 
Jim
Categories:
Dynamics 365 Customer Service
Dynamics 365 Field Service
  • Suggested answer
    Engy Louis Profile Picture
    Engy Louis 79 on at
    Hide On-Demand Workflows and Flows From Run Flows Tab
    Short answer:
    There’s no out-of-the-box way to hide an on-demand flow from the Run Flows list.
     
    Workaround options:
    1- Convert to child flows
       In your parent flow, use the Run a Child Flow action.
       Move some of your on-demand flows into the solution as child flows.
       Child flows won’t appear in the Run Flows UI but can still be invoked by their parent.
    2- Check the user’s security role
       At the start of the flow, verify the current user’s security role.
       If the user isn’t authorized, terminate the flow immediately.
    3- Custom ribbon or button
       Add buttons (e.g. on the form or BPF stage) that trigger the flow.
       Use role-based logic to show or hide each button.
       Each button then executes only the flow or action relevant to that user.

     
    If this was helpful, please check the "Does this answer your question?" box and mark it as verified
  • Suggested answer
    Tom_Gioielli Profile Picture
    Tom_Gioielli 1,680 on at
    Hide On-Demand Workflows and Flows From Run Flows Tab
    As far as I am aware, there is no way to control which workflows appear in the menu, as long as a user has access to the workflow and it is set to run on-demand, they will be able to see it.
     
    I have a couple solutions I use for clients when a situation like this comes up. It likely will be a combination of some of the above to get you where you need to go.
     
    • Add a check in your admin/system workflows to check if the initiating user is a System Admin. If they are not, end the workflow with an error that lets the user know they don't have the proper permissions. My company has some workflow tools that include the ability to check if users are in a specific security role, and I use that in workflows for validation.
    • Create a new ribbon button that is specific for actions you want the user to be able to take. You can define specific options in this button, or even have it bring up a custom page with a list of available workflows the user can initiate (while hiding the ones you don't want them to use).
    • Evaluate what actions users are taking in the flow menu and see how you can build this into your process or other portions of the form. Adding buttons on your form or through other triggers can help users move away from the flow menu or try to get away from some of the manually initiated one-time actions that the flows are doing.
     
    Regardless of your approach, it will require some customization of the ribbon and likely creating a new button to accomplish this. Good luck!

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