#PowerPlatformTip 135 – ‘One Flow, Many Users’

💡 Challenge

You’ve built an awesome flow – but now everyone should use it. Problem: Outlook-based flows need permission setups or even duplicates for each user. That’s messy, slow, and hard to maintain.

✅ Solution

Make one Power App the trigger hub for your shared flows. Then send Adaptive Cards (e.g. every morning) with a link to the app. Users click the card and trigger the flow in their own user context – no extra permissions needed.

🔧 How It’s Done

1. Create a Power App
   🔸 Add a simple button or menu to trigger your flow(s)

2. Build a Scheduled Flow
   🔸 Use recurrence to send an Adaptive Card via Teams or Outlook at 7:00 AM

3. Link the Power App
   🔸 Include a deep link or App URL inside the Adaptive Card

4. User clicks = Flow starts
   🔸 The flow runs in the context of the signed-in user (not the maker)

5. Optional
   🔸 Add confirmation screens or multiple flow triggers inside the app

🎉 Result

You’ve got one centralized setup – and everyone can use it without breaking permissions or duplicating logic. Each employee triggers their flow when needed – all clean and compliant.

🌟 Key Advantages

🔸 One flow, multiple users – clean and efficient
🔸 Runs in secure user context
🔸 Avoids Outlook or shared mailbox headaches
🔸 Centralized but flexible execution
🔸 Easily extendable with other flows

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🛠️ FAQ

1. Can I still use this if I don’t send Adaptive Cards?
Yes! You can share the Power App through Teams, SharePoint, or email – the Adaptive Card just makes it smoother.

2. What if the user needs to confirm something first?
Great! Build a confirmation screen into the app – you have full control over the experience.

3. Can I trigger more than one flow?
Absolutely – add multiple buttons or logic in the app to handle different scenarios.

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