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 might also want some trusted users to be able to edit your step settings in case they have an idea for an improvement.
You can only share steps that you own. Once a step is shared, it's available for people with access to use in any flow, and is not limited to a specific communication plan.
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 created.
- Shared With Me: Any custom steps or HTTP triggers that other users created and have allowed you to use or edit.
- All: All custom steps or HTTP triggers that are available to you.
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.
Share a custom step or HTTP trigger
- Click the gear icon beside the step you want to share and then select Usage Permissions.
- Do one of the following:
- To share your step with anyone who has permission to access and edit flows, click Shared with all users to, and then select Use Step or Edit Step from the drop-down list to set their access level.
- To share your step with specific users or groups, click Shared with specific users or groups, and then start typing in the search field to find a user or group. (Type two spaces to view a list of all available users and groups.) Select who you want to share the step with, and then set their access level.
- Click Save.
If you decide to revoke share permissions and make the step private, open the Usage Permissions menu, select Not Shared, and 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.