Share steps

Some steps might be designed for a single, specific flow while others are useful in multiple flows across your organization. By sharing steps you can create a more streamlined process for building flows and provide consistency across flows.

You can only share steps that you own. When you share a step, the people you share it with can use it in their flows, or edit its settings, depending on the permissions you give them.

Sharing filters

Custom steps and HTTP triggers have filters that you can use to quickly locate steps based on your usage permissions:

  • Owned: The custom steps or HTTP triggers you own.
  • Shared With Me: Any custom steps or HTTP triggers other users own and have allowed you to use or edit.
  • All: All custom steps or HTTP triggers that are available to you.

Usage permissions

As a step owner you can specify who the step is shared with and what permission levels they have.

  • Use: Users can add the step to their flows.
  • Edit: Users can add the step to their flows, and modify step settings in the palette.

When a step is shared, Flow Designer applies the greater access permission level.

For example, say you share the step with Joe Smith, and grant him Use permission. You also share the step with the IT Administrators group, and grant that group Edit permissions. Joe Smith is a member of the IT Administrators group and the group's higher permission setting overrides Joe's individual setting, so he can edit the step's properties in the palette. The same works in reverse: if Joe Smith has Edit permissions, but his group has Use permission, Joe can edit the step but others in his group can only use it.

ClosedShare a custom step or HTTP trigger
  1. Click the gear icon beside the step you want to share and then select Usage Permissions.
  2. In the Search bar, type the name of the role, group, or user, (or type two spaces to view a list of all available users and groups) then select the name from the list. In the search results and permission window, each user type is accompanied by an icon:
    • Role: 
    • Group:
    • User:
    • All Users: 
      •  
  3. Use the drop-down menu to set the permission level for each user, group, or role.
    • Permission types are grouped together, so you'll see all roles, groups, and users with Edit permissions ahead of all roles, groups, and users with Use permissions.

    • You can add as many roles, groups, and users as you need. Once selected, names in the search list show a check mark beside them so you don't add the same name twice.

  4. Click Save.

If you decide to revoke share permissions, open the Usage Permissions menu and click the x beside the role, group, or user then click Save. This won't remove the step from any flows where users have already added it, but it will prevent anyone else from adding or editing it further, and any users that have the step in a flow won't be able to change the settings there.

ClosedChange step ownership

As a step owner or the supervisor of a step owner, you can change who owns a step. Once ownership changes, the former step owner no longer sees the step in the list of Owned steps, and individual access permissions are removed. The former step owner can still access the step if they are part of a group or role that has either Use or Edit permissions.

Change step ownership

  1. Click the gear icon beside the step you want to reassign.
  2. Select Usage Permissions and click the Ownership tab.
  3. In the search bar type, the name of the new step owner, or enter two spaces to see a list of all users you have permission to assign the step to.

  4. Select the user from the list and click Save.
  5. On the Change Step Ownership window, confirm the ownership change.