Power Apps Choosing Which Connections To Use Using Power Automate

Uploading data from Power Apps can be scary on a security standpoint, since the user will need access to the Data Source. Lets use Child Flows to get around this, and use any connection we want.

You may have run into an issue when creating Power Apps that needs to submit data to SharePoint, Dataverse, etc. But did not want to give everyone in the app access to these.
The problem is, Power Apps uses the connections of the user using the app, meaning if the app writes to a SharePoint List, the user will need Read/Write access.
The same goes for Power Automate if we try to send the data to Power Automate from Power Apps, it still uses the users connection who triggered the Flow.
How can we get around this? Read below!

Table of Contents


Known Issues

  1. If you block the HTTP Request connector via data loss prevention (DLP), child flows are also blocked because child flows are implemented using the HTTP connector. Work is underway to separate DLP enforcement for child flows so that they are treated like other cloud flows.
  2. You must create the parent flow and all child flows directly in the same solution. If you import a flow into a solution, you will get unexpected results.
    Call Child Flows – Power Automate | Microsoft Docs

Prerequisites

  1. The Flows must be created inside the same Solution, so a Dataverse database must be configured on the Power Platform Environment

The Scenario

In this scenario, I will be showing how a user can use Power Apps to create items in a SharePoint List without being a member of the Site. This will allow us to use a specific Service Account to create the data in SharePoint without giving the user in the app any permission at all!

First we will build the Child Flow, then Parent Flow, and lastly customize the Power App

Child Flow

Inside your Solution create a new Cloud Flow.

  1. For our trigger we use a Manual Button, and add the data we are expecting from Power Apps to put inside our SharePoint List
    (In my example I am only bringing in one field for Title)
  2. Next, I add a Create Item action for my SharePoint List, and add the Parameters from the trigger inside the action.
  3. Lastly, I add a ‘Respond to PowerApp or flow’ action, I create an Output called Success, and some details about what was created.
Child Flow


Make sure to use the Connection you want users of the App to use for the SharePoint Create item action.

Save and go back to the Flow dashboard screen (where you see the Details and run history screen).

There will be a Card on the right side called ‘Run only users’ click Edit

Run only users

Under Connections Used, switch ‘Provided by run-only user’ to the connection you want to be used by users of the App
(They wont have access to this Connection outside this Flow)

Run only user

Click Save,

Now onto the Parent Flow

Parent Flow

Go back to the Solution and Create another Cloud Flow.

  1. For our trigger we use the PowerApps button trigger.
  2. As best practice, create Variables for your data that is coming from Power Apps. Don’t forget to name them, as this will be the parameter name in Power Apps,
    Use the ‘Ask in PowerApps‘ dynamic content for your variable values.
  3. Next we use a action called ‘Run a Child Flow’
    (If you do not see this action, your Flow was not created inside a Solution)
    Add the parameters (these were the input parameters from the last Flow that we just created).
  4. Lastly, add ‘Respond to a PowerApp or flow’ action. For this demo I am adding the parameter ‘Success’ this is from the child Flow.


Click Save.

Power App

Now onto the Power App, I am going to create a simple Power App with 1 TextInput for Title, and a Button to Pass the data to Power Automate.
Here are my controls for reference:

TextInput_Title
Button_SendToFlow

For the Button:
1. Add the Flow to the button by clicking on the Button,
2. Clicking Action tab on top of page,
3. Clicking Power Automate
4. Select the Flow


Next add the parameters for the Flow, in my case I am adding the TextInput_Title.Text

Now, I want to add a Notification that the Item has been added, which will confirm my Flow has Run correctly. Ill be using the ‘Success’ Output parameter from the Flow for this.

To add this, I put my Flow run inside a Variable inside Power Apps. Ill call my variable Results, and IO add this to the OnSelect property of the Button where my Flow is:

Now I use the ‘Notify’ function to notify the user of the item being created, I add this after the semicolon. So my function looks like this in the end:


So my final code looks like this:

Set(
    Results,
    'PA-Trigger1'.Run(TextInput_Title.Text)
);
Notify(
    Results.success,
    NotificationType.Success
);
Reset(TextInput_Title)

Now lets test it!

Conclusion

I am using a User called ‘Demo User’ I have shared the App with this user. But they are not part of the SharePoint Site


Here is the SharePoint Site:

Now Logged in as the Demo User to test this:

Logged in as Demo User


Button Clicked >

Button Pressed, Flow Completed

Now to check SharePoint >

Test Success!!

Done!
So this was just a basic example on how we can create data inside a Data Source that the user of the App does not need access too.

Adding Security Roles and Field Security Profiles to Users in CDS using Power Automate

The Scenario

We will be adding a Security Role / Field Security Profile to users in CDS. For this demo, our scenario will be grabbing all the users from a Office365 group and assigning them a certain Security Role / Field Security Profile.

The source of the users can be from anywhere:
– MS Form
– SharePoint
– Array inside the Flow
– Excel Table
– AAD Group / Office365 Group

Prerequisites

We will be using the Common Data Service Current Environment connector. This means that our Flow, MUST be created inside a Solution.

You will need appropriate permissions to be able to assign Security Roles and Profiles to

Steps

INFORMATION:
This Flow will work the exact same to add Field Security Profiles instead of Security Roles. The only changes you have to make are in the List records – Get Security Role, and the Relate records – Security Role to User. The changes are listed in the captions of those images.

We use a Variable to store the name of the Security Role we want to add to the users.
Than use a List records action on the Entity Security Roles
In our Filter Query we will use:
name eq ‘ ‘
Since we are using a variable to store the name of the Security Role, we pass this into the Filter Query

Field Security Profile = Change Entity name to Field Security Profile

Next, add a Compose action, to get the Odata URL. This URL is how we will add the Security Role to the User later on.

first(outputs('List_records_-_Get_Security_Role')?['body/value'])?['@odata.id']

To build the above expression follow these steps:

1) Inside the Compose action select Expression tab
2) Use the expression first()
3) Click back to Dynamic content tab

We use first() to get the first value in the CDS List records action. This allows us to bypass the Apply to each loop that Flow creates for us

4) In the ( ) select the Dynamic content value from the List records action

TIP: Make sure you see the fx logo in the text box, this indicates we are using an expression

5) At the end of the expression add:

?['@odata.id']

6) Click OK

7) Confirm the expression saved correctly by hovering your mouse over the expression

Next, use any data source / connector that meets your needs to get the emails of your users that you want to add – In this example I am using Office365 List group members

Add an Apply to each loop – So we can loop through each email and assign the Security Role

Inside the Apply to each loop, add a List records action on the Users entity
Filter Query = internalemailaddress eq ‘ ‘
Add your dynamic content that has the email address for the user to add inside the ‘ ‘

Next, add a Compose action – to store the User ID (Unique ID)
We use the same technique as mentioned above, using first() and the field name
Add this to the end of your expression

?['systemuserid']
systemuserid = the field name in CDS that stores the Unique value for each user. This value is used as a lookup guid. So we can relate the records to this guid

Still inside the Loop:
Add a Relate Records action.. This is one of the actions inside the Common Data Service Current Environment Connector.
Entity Name: Users
Item ID: The Compose – Get User ID Outputs
Relationship: Select ‘Security Role – systemuserroles_association’ from the drop-down
URL: The Compose – Security Role odata URL

Field Security Profile = Change Relationship Dropdown to — Field Security Profile – systemuserprofiles_association

Your action should look like this:

Conclusion

Adding Security roles or Field Security Profiles, can be a long and tedious process. You can add this Flow to a MS form and have users fill out what roles they need.

Thanks for reading!