Best workflow for Form creation in M365 that doesn't lock the form to a specific user?

Posted by asedlfkh20h38fhl2k3f@reddit | sysadmin | View on Reddit | 8 comments

Keep running into situations where John Doe leaves the org and we have to use one tactic or another to transfer/rebuild a Form so it doesn't permanently break 30 days after we delete his account. In the scenario of full deletion of the Form's original creator, 1) is there even a way to transfer the Form without breaking it, and 2) moving forward what is a better way for the org to create Forms such that they're not locked to an individuals account?

I'm thinking it might be worthwhile to just create a dedicated licensed mailbox for Form creation, so that all forms live under this account, and then just manage the user permissions to this account accordingly (we have access to free E2 web-only licenses which would be sufficient for this, but if there's a cleaner method that doesn't require the addition of yet another mailbox I'd be interested to know)

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fireandbass@reddit

Create a non-interactive user account and assign it your forms.

https://learn.microsoft.com/en-us/power-platform/admin/create-users#create-a-non-interactive-user-account

Create a non-interactive user account The non-interactive user isn't a "user" in the typical sense—it doesn't represent a person, it's an access mode that's created with a user account. It's used for programmatic access to and from customer engagement apps between applications. A non-interactive user account lets these applications or tools—such as a connector from customer engagement apps to ERP—authenticate and access customer engagement apps without requiring a license. For each environment, you can create up to seven non-interactive user accounts.

Gloomy_Stage@reddit

That is what a service account is for.

BeachBum_InPA@reddit

You can move the form to a group using the ellipses. I've done this with quite a few forms after a coworker left.

Valdaraak@reddit

Problem with that is that you can't target that form with a Power Automate flow if it's in a group. Unless they changed that.

CableManagedFarts@reddit

As the user, I can't even find the option to "Move to a group". That seems like an old screenshot, idk if that's even possible, unless the method now is to simply add the group via the collaboration menu.

piense@reddit

Need to make some forms myself, I’ll have to test this theory next week.

Are you deleting those coworkers accounts or just deactivating them? Like does moving to a group move both the Form and Excel sheet to that group? Seems from what I read online it moves it from a permissions perspective but the actual form still technically is attached to the creator's account, idk maybe I'm wrong.

I'm OP btw, had trouble getting back into asedlfkh20h38fhl2k3f so created a burner account.

FirstThrowAwayAcc1@reddit

We have a dedicated account for automations, which includes forms, etc..