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General account for Flow connections and Workflows ownership

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Posted on by Community Member

Hi,

I'd like to ask you what's the best practice for managing the Power Automate Cloud Flows and Workflows created in Dynamics365 solutions in terms of connections and owning the flows.

In our company, currently all the flows connections are assigned to one particular admin and the same admin is an owner of the workflows. I can imagine that we'll have a problem once admin will leave the company and his AD account will expire.

Do you use one general account, like typical user with D365 CE license and sys admin role, in your flows and workflows?

There is also Non-Interactive User and Application User capability but I don't have any experience with - does it possible to use it in Flows and as an owner of workflows?

Additionally, we're using MFA, so I assume, for licensed account somebody needs to use his phone number.

What's your experience and opinion? Is there any best practice provided by Microsoft in this case?

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Venkatesh Nadar on at

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RE: General account for Flow connections and Workflows ownership

Hi,

For workflows, you can create an application user by following the this article- Create users - Power Platform | Microsoft Docs

If you use this, rather then a regular non-interactive user it means:

a) You don't consume a license
b) It's impossible for someone to log-on as that user
c) You don't have to mess about creating a user in Office 365 that could be compromised

This'll only work if you're using D365 Online and you can get an Azure AD Admin to setup the App.

and for Flow best practices would be adding redundant owners-Best practices for Production flows | Power Automate Blog (microsoft.com)

If you have a flow which is used by your entire team, you don’t want people calling you up while you’re on vacation if it breaks. Make sure you add a couple co-owners so that they can update the flow in your absence. Who you add depends on how the flow is used. Probably at least your direct manager who can act as your proxy. Maybe your manager’s manager if all of their reports are relying on it. If your group is large enough and/or if you have a lot of team flows, you may consider creating a Security Group of 2-3 people who are willing to set aside a small amount of time to keep an eye on all the team flows. Don’t add your entire org as a co-owner though; that just invites more people to mess up the flow.

Also keep in mind that the access applies to not just the flows themselves but to the connections they use. For example, if your flow sends mail from a shared mailbox, make sure that the co-owners have access to that mailbox in case they need to recreate the connection while you’re gone.

Hope this Helps!

Regards,

Venkatesh N
Community Member on at

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RE: General account for Flow connections and Workflows ownership

Hi Partner,

If the admin will leave the company and his AD account will expire, but the user account in CRM can't be deleted, it will be in deactive status.

You can use assign Ownership of all workflows to other user:

Assign Ownership of all workflows to other user – Dynamics 365 blog (wordpress.com)