Power Automate flows: Licensing, Ownership, and API Limits

[@chrisgarty]

Fantastic video Reza! This information represents 90% of the questions and support cases I get related to ownership and licensing of flows 😅 On the benefits of solution cloud flows defined in Dataverse, you missed a chance to promote your recent video on another Dataverse-specific capability for flows: Drafts and Versioning 🙂

[@RezaDorrani]

Thanks so much Chris! I definitely missed that :( Drafts and flows is my favorite

[@chap666ish]

A very informative video, Reza - thank you. The API limits are another good reason to use batch updates in flows rather than loop through every single record in turn.

[@RezaDorrani]

Most welcome! Batch for the win.

[@sudhanshuyadav1658]

Wow! Reza came just on time when I was really confused with the plan of Power Automate and the API Call limit. Could not thanks more. Thanks

[@RezaDorrani]

Glad it helped!

[@vlogbyharshda648]

This video is incredibly insightful and well-made! The explanations are clear, and the visuals are engaging. Great job!

[@RezaDorrani]

Thank you very much!

[@WillCooper1]

Well done Reza! Rock solid information. One interesting aspect of this to me which isn't well documented is the amount of time it may take before a flow begins executing after the trigger condition. E.g. When a SharePoint list item is modified. If the flow is owned by a user with a Premium License, then the flow will begin to execute within a shorter period of time. I don't believe there is a precise documentation on the time window, but there is a clear difference if you do a comparison between non-premium license and premium license.

[@RezaDorrani]

I am not aware of any documentation on this or if there is a time limit in play to trigger based on license

[@paulskelton8799]

Very clear explanation of a complicated subject! The Change Ownership / non Solution Flow foxed me for some time. Many thanks for sharing your knowledge

[@RezaDorrani]

You’re most welcome

[@dougydoe]

Very useful and informative especially the account under with the flow run and changing ownership with the solution context. Thanks for sharing

[@RezaDorrani]

Great to hear!

[@naimasaleem1509]

Well explained. I always refer your channel for understanding licensing model

[@RezaDorrani]

Most welcome

[@sukhadaath751]

Amazing Video Reza! Quite Useful ! Thanks for this!

[@RezaDorrani]

My pleasure!

[@raulsanchez3756]

Incredible video, very well explained and understandable. Congratulations! It would be great another one like it but of Power Apps 🙏🙏

[@RezaDorrani]

Thanks so much! Would love to do one on Power Apps as well. Let’s see how well this video is received.

[@vijaijs]

Great breakdown of licensing in Power Automate flows, Reza! Understanding the nuances of licensing can be daunting, but your video makes it clear and concise. Thanks for sharing this valuable information with the community! Regarding your mention at the end of the video about flows running under the Power Apps license, could you please elaborate on what that entails?

[@RezaDorrani]

Glad it was helpful! Power Apps license grants use rights for power automate (in context flows). If you associate a power app to a flow, then the app license will cover the flow. There are some requirements for it. Video description has link to the detailed documentation.

[@Web3WondersUS]

You are one YT greatest content creators- thank you!

[@RezaDorrani]

Wow! Thanks so much

[@sergiizelenko4114]

Very insightful, as ususal! Thank you very much, Reza!

[@RezaDorrani]

Most welcome

[@dhayanandkalimidi67]

Many Thanks Reza. Article is good on Power Platform resources with respect to licensing. Awesome

[@RezaDorrani]

Most welcome

[@SihamHassen-e2k]

Super informative Reza! Always thankful for providing us with all these resources much appreciated. Any plan to Demonstrate/show us how to build the ¨ Change the PIMARY owner of a flow¨? If we are considering moving all flows to solutions and changing ownership to SPN with so many flows created with different accounts it would be cool to see how to change the ownership in bulk using flows. Thanks!

[@RezaDorrani]

Most welcome! No plans to demonstrate that (was done for a customer) I remember using Power Platform APIs to manage it.

[@DanieClaassen]

Great video...never knew about Solutions. Whole new world. (:

[@RezaDorrani]

Welcome

[@JarredHarvey-WS]

Great video and thanks for sharing this info, Reza.

[@RezaDorrani]

My pleasure!

[@germainkreigergapud6419]

Very good video, however I wish you talked more about the license because there is a LOT of things that could change the limit. For example the Transition Period. I would love to know more about that, like how it changes the limit, if you are in that period do you run flows as per your plan or not, etc.

[@RezaDorrani]

Transition period is a transition. I want this video to stand the test of time :) I have shared links to detailed documentation in video description

[@callfusion2012]

Thanks for the video Reza, I was shocked by the Licensing! 15 euros on top of the cost of licensing for power Apps! But I understand now that “Flows by Power Apps” are covered by the Licensing of Power Apps. I didn't see that in the video?

[@RezaDorrani]

There is a lot more to licensing than what can be covered in a 15 mins video

[@JuliaRodriguez-lv8fn]

This was well explained! Thank you!

[@RezaDorrani]

Most welcome

[@vinayayinapurapu]

Thank you so much Reza for the explanation. One question do the SPNs need to have license assigned when adding as a primary owner to premium flows?

[@RezaDorrani]

Most welcome! SPN cannot get a license as its a non-interactive user but since flow is premium you would need to license it with process license.

[@brianwkinyua]

awesome content. very useful. Thanks.

[@meshmut]

Thank you so much for this, very useful, one more thing, does Microsoft alert once an account hits maximum request limits on allowed flows within the 24hrs?

[@RezaDorrani]

I believe if you are exceeding limits the flow owners are now getting an email warning

[@rob64166]

Very clear video Reza, thank you.

[@RezaDorrani]

You are very welcome

[@mukeshgarg3283]

Hello Reza, Thanks for the fantastic video! I have a query. Does polling trigger also counted for API limits. Ex- I have a trigger - When an item is created in SharePoint list with frequency - 1 minute. Does every minute polling will be counted against API limits? Thanks in advance!!

[@RezaDorrani]

Most welcome! I am not sure about that. My guess is Yes but please check the documentation.

[@jjpreston29]

Thanks - very helpful video. I hope at some point Admins can see if the Flow is Standard or Premium e.g. from CoE, so it will help assign Premium licenses effectively

[@RezaDorrani]

CoE does have a premium flag from what I remember. Check documentation on coe.

[@ChristianPecksteiner]

Where can i see the request counter? Great video!

[@RezaDorrani]

Analytics option in flow. Video description has links to documentation that has the details.

[@hemadeepthi8837]

It is interesting video. I would need more information what type of licenses is required for Queue based process running of 2 machines and how to assign licenses in this scenario.

[@RezaDorrani]

PAD is not an area I am well versed with

[@shredernie]

Hi Reza, my question is more on power apps. If we are all have an o365 E3 in our tenancy, can we still access to a power app from an external tenancy if we are granted access? or do we need another license particular to that external tenancy?

[@RezaDorrani]

As far as I know, if that power app uses standard connectors then yes.

[@shredernie]

@@RezaDorranithanks Reza! so we dont need another license in the external tenancy.

[@RezaDorrani]

@@shredernie should not. Best to test with 1 user and confirm.

[@ajinkyaankush3648]

Hello Raza.. As usual excellent video and information.. 😊 I have a query regarding ownership transfer. I would like to transform ownership of my flow to other account, but in thay flows i have some email automation too that still sending emails from my account, how change that From email id to while transferring owner.. Please guide...... Thank in advance..

[@RezaDorrani]

You would need to change the connection references in the solution to point to connection of new account under which you want email to be sent.

[@ajinkyaankush3648]

@@RezaDorrani Great... Thanks a lot.. ☺

[@darlenesuarez7542]

Thanks Reza, great video. Quick question, are the API limits per user per flow in 24 hrs or just per user for all flows owned by the user in 24 hrs?

[@RezaDorrani]

All flows (automated and scheduled) owned by the user and run by the user (manually triggered) in 24 hours

[@karolzareba9003]

Thanks! Where we can find info about daily consumption API call related to an account? :)

[@RezaDorrani]

Video description has all the links

[@toussaintmugisha5551]

Hi, Thank you for this video

[@RezaDorrani]

Welcome

[@sunpengjie4565]

Can you please explain Powerapps licensing, especially the licensing relationship between powerapps and power automate?

[@RezaDorrani]

Dataverse requires premium license when used in apps or flows

[@oluwatobiyusuf]

Thank you for this video

[@RezaDorrani]

My pleasure

[@suryaraochowdarykoduri]

Excellent video @Reza. Can't thank you enough. Can you share custom connectors with Service Principal? I assume custom connectors require premium license much like http connector?

[@RezaDorrani]

Custom connectors are premium. I believe the connection can be shared with SPN.

[@mkhijazi]

Is every action considered an API call? e.g. Compose action where the API call in it?

[@RezaDorrani]

Yes.

[@lernerfranck3840]

Hey Reza, Thank you very much for this very useful video, as usual ;-) It is a coincidence that on my side I've just tried to run a flow few days ago with a Service Principal account I've created in Azure as it is a good solution (maybe the only one?) not to be user dependant. Very quickly I've succeded to run a flow with this Service Principal account to a Dataverse connector, but I could do it with a SharePoint connector (not able to connect the Service Principal acccount maybe due to access limitations?). Do you know if there are some limitations with the Service Principal account as owner of the flow ?

[@RezaDorrani]

SharePoint connector does not support SPN. What you are doing is setting connections via SPN. What I show in video is the flow owner being the SPN.

[@alexandrubadiu2355]

​@@RezaDorrani, if the user leaves the company, the SPN, as owner of the flow, can continue using the users connections in the flow without erroring out?

[@RezaDorrani]

@@alexandrubadiu2355 No it cannot as the connection is not working. For connections, you can use a service account.

[@2007pradipta]

if we make the Service Application as Primary owner how the Licensing affect ? not sure if we can assign any license to it.

[@RezaDorrani]

You can assign process license to the flow if flow is using premium connectors

[@alexandrubadiu2355]

Not sure to understand SPN licensing. I have some critical flows for the organization, no premium connectors. I do not want to have users to be owners of the flows as they might leave the company. I would like to use deployment pipelines and solutions. I do not share these flows with many people. Do I need process license for each flow (i have around 20) and each workspace Dev/Uat/Prod? Or maybe if the owners of the SP have premium per user licences is enough? Thank you for your reply

[@RezaDorrani]

A process license is recommended for SPN owned flows. You cannot assign a user license to an SPN.

[@alexandrubadiu2355]

@@RezaDorrani is the process license mandatory if the flows are NOT using premium ?

[@RezaDorrani]

@@alexandrubadiu2355 No but the API limits for all flows combined that have SPN ownership is only 25k

[@rowenaravelopeacock1619]

Can SPNs only associated with one flow?

[@RezaDorrani]

@@rowenaravelopeacock1619 You can associate as many

[@PowerTrainer]

Case 1: Power Apps triggered Instant Flow "Associated" with an App Case 2: Power Apps triggered Instant Flow "Not Associated" with an App. In both the cases the flow will be triggered under the triggering user context, association is just to pair(App and Flow) from the relation point of view , it does not bend/skew/provide advantage from licensing perspective, this is my understanding, any correction to this? #SPN is going to be my next best friend in some scenarios (only some). Thank you!

[@RezaDorrani]

Power apps triggered flows always run in user context.

[@afonso237]

I would like to prepare some sort of forms to be accessed also by organization's guest. Is it possible?

[@RezaDorrani]

Forms in flow?

[@jjactual9321]

Is there a way to convert .xls to .xlsx file through Power Automate?

[@RezaDorrani]

I have not tried that hence not sure

[@musicmania9837]

Is it possible in power automate, to create prod,UAT and Dev environment if its license is Power automate for 365 only?

[@RezaDorrani]

Possible but to create environments you need capacity at tenant level. Min 1GB needed.

[@musicmania9837]

@@RezaDorrani thank you.

[@musicmania9837]

@@RezaDorrani can you please guide ,where we can check the capacity

[@RezaDorrani]

@@musicmania9837 check documentation on how to check capacity for tenant for power platform. It is in admin center.

[@musicmania9837]

@@RezaDorrani sure,Thank you so much .

[@philipplyhr2232]

Why isn’t this multiplexing when a licensed owner can perform premium actions on behalf of unlicensed users via a for example When new item in Sharepoint list is created?

[@RezaDorrani]

I would suggest checking the licensing documentation on multiplexing as it is heavily dependent on the scenario

[@musicmania9837]

Will it be able to export flow as a unmaged flow with power automate 365 license ?

[@RezaDorrani]

Possible

[@musicmania9837]

@@RezaDorrani also managed too?

[@RezaDorrani]

@@musicmania9837 Yes Always best to try it out and check

[@musicmania9837]

@@RezaDorrani Thank you.

[@bp2807]

Is power automate desktop a separate tool and is it free ?

[@RezaDorrani]

Separate tool. Free only for windows 10 or 11 users and that too only manually triggered and attended automations. You would need the premium license to utilize its full capabilities.

[@anthonyleduc]

As i understand if the owner of the flow is a SP, you must purchase per-flow licence

[@RezaDorrani]

Yes if using premium features or require higher API limits

[@anthonyleduc]

@@RezaDorrani This does not make me want to use premium connectors. I use ALM, and therefore the owner of all my flows in PROD is an SPN account. A per-flow license is $100, with the minimum package being 5 licenses.

[@RezaDorrani]

@@anthonyleduc There is a process license that allows you to tie it with a business process. Includes multiple flows. Check licensing page for Power Automate

[@situndassitun01]

Need a video on new Coauthoring in power apps

[@RezaDorrani]

I make videos when I receive multiple requests on a topic. Every 6 months I ask subscribers for topic suggestions on Community Tab of my channel. Most voted idea gets added to my backlog. Make sure to post this idea whenever I post the next topic suggestion post.

[@joywindsouza817]

Isn't Power Automate entirely a RPA tool? Why are you only calling desktop flows as RPA. Doesn't the cloud flows fall under RPA as well

[@RezaDorrani]

No. DPA is cloud flows. RPA is desktop flows.