Why can't I select shared Power Automate flow when creating a retention label?

Question

Hi! A colleague created a Power Automate flow with a premium trigger. He shared the flow with me and I am now co-owner. I cannot create a retention label linked to the flow – the flow just doesn’t show up as an option. However, he can.

On Microsoft Learn, it says “By default, the account that creates the Power Automate flow must be the same account that creates the retention label**. If you share the flow in Power Automate, the people you share it with can also select the flow when they create a retention label**.” In our case, sharing the flow didn’t work.

Also, yes : the flow was created in the Default environment.

What might be the cause behind this issue? What could be the solution? I don’t have a Premium membership. Could this be the culprit?

Answer 1

Hi @Laurie St-Onge

Thank you posting your query!

Based on the details you provided, the issue is likely related to licensing requirements for Power Automate flows with premium triggers.

According to this documentation: https://learn.microsoft.com/en-us/power-platform/admin/power-automate-licensing/faqs

Users with free plans or Microsoft 365 licenses can only access standard connectors. Access to premium connectors requires a Power Automate Premium plan or other qualifying licenses. Furthermore, when a flow utilizes premium connectors or triggers, every individual who owns or intends to run the flow must have a valid premium license. Without this license, functionalities such as associating the flow with retention labels may be restricted.

To resolve this issue, consider acquiring a Power Automate Premium license. You can request this license from your organization's administrator directly within the Power Automate platform. When attempting to create or run a flow that requires a premium license, you'll typically see an option to "Send a license request to your admin." Selecting this option allows you to communicate your licensing needs to the appropriate personnel.

By ensuring that all co-owners of the flow have the necessary premium licenses, you should be able to select the shared flow when creating or configuring retention labels.

For more details refer: https://learn.microsoft.com/en-us/power-platform/admin/power-automate-licensing/request-premium-license

Hope this helps. Do let us know if you have any further queries.

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