Change Ownership of Cloud Flows

# Install the module
Install-Module Microsoft.Xrm.Data.Powershell -Scope CurrentUser
[System.Net.ServicePointManager]::SecurityProtocol = [System.Net.SecurityProtocolType]::Tls12

# Establish CRM connection
$conn = Get-CrmConnection -ConnectionString "AuthType=ClientSecret;Url=<Url of environment>;ClientId=<Application ID of SPN User>;ClientSecret=<ClientSecret of SPN user>"

#Fetch Expression to retrieve desired flows to e assigned
$fetchFlows = @"
<fetch>
       <entity name="workflow">
       <attribute name="workflowid"/>
       <attribute name="name"/>
       <attribute name="category"/>
       <attribute name="primaryentity"/>
       <attribute name="statecode"/>
       <attribute name="createdon"/>
       <attribute name="ownerid"/>
       <attribute name="owningbusinessunit"/>
       <attribute name="type"/>
       <order attribute="name" descending="false"/>
       <filter type="and">
       <condition attribute="category" operator="eq" value="5"/>
       </filter>
       </entity>
</fetch>
"@;

$flowsToBeAssigned = (Get-CrmRecordsByFetch  -conn $conn -Fetch $fetchFlows).CrmRecords
if ($flowsToBeAssigned.Count -gt 0) { # If any flow exists which ownership needs to be changed
            foreach ($flow in $flowsToBeAssigned) {
                Write-Output "Assigning Flow:$(($flow).name) to Test User 1"
                try {
                       Set-CrmRecordOwner -conn $conn -EntityLogicalName workflow -Id $flow.workflowid -PrincipalId <GUID of USER to be assigned>
                       #PrincipalId is GUID of user to be assigned
                    }
                catch [Exception] {
                    write-host $_.Exception.Message
                }
            }
}
else {
 Write-Output "No Flows to be assigned"
}

Script Output

3. Using Azure Pipelines

In this method, we will be using Azure Pipeline(YAML Implementation) to achieve our requirements. We can add YAML code to our existing deployment pipeline which will save time and improve efficiency. We will be storing parameters in a variable group.

Prerequisites

Azure DevOps Organization, Variable Group, and YAML knowledge

Below is the YAML code that can be run directly in Azure Pipeline.

trigger:
- main

variables:
- group: variable-group

pool:
  vmImage: windows-latest

steps:

- task: PowerShell@2
  displayName: Change Flow Ownership
  inputs:
    targetType: 'inline'
    script: |
      # Install the module
      Install-Module Microsoft.Xrm.Data.Powershell -AllowClobber -Force  -Scope CurrentUser
      [System.Net.ServicePointManager]::SecurityProtocol = [System.Net.SecurityProtocolType]::Tls12
      
      # Establish CRM connection
      $conn = Get-CrmConnection -ConnectionString "AuthType=ClientSecret;Url= $(url);ClientId=$(clientid);ClientSecret=$(clientsecret)"
      
      $fetchFlows = @"
      <fetch>
             <entity name="workflow">
             <attribute name="workflowid"/>
             <attribute name="name"/>
             <attribute name="category"/>
             <attribute name="primaryentity"/>
             <attribute name="statecode"/>
             <attribute name="createdon"/>
             <attribute name="ownerid"/>
             <attribute name="owningbusinessunit"/>
             <attribute name="type"/>
             <order attribute="name" descending="false"/>
             <filter type="and">
             <condition attribute="category" operator="eq" value="5"/>
             </filter>
             </entity>
      </fetch>
      "@;
      
      $flowsToBeAssigned = (Get-CrmRecordsByFetch  -conn $conn -Fetch $fetchFlows).CrmRecords
      if ($flowsToBeAssigned.Count -gt 0) {
                  foreach ($flow in $flowsToBeAssigned) {
                      Write-Output "Assigning Flow:$(($flow).name) to Test User 1"
                      try {
                             Set-CrmRecordOwner -conn $conn -EntityLogicalName workflow -Id $flow.workflowid -PrincipalId $(userid)
                          }
                      catch [Exception] {
                          write-host $_.Exception.Message
                      }
                  }
      }
      else {
       Write-Output "No Flows to be assigned"
      }

Below are variables(hidden) declared in the variable group.

Pipeline Run Output

Conclusion

We discussed how we can achieve ownership change for cloud flows in different ways(manual and automated).

Note: In cloud flows, we can add or remove owners out of the box as well but there is a drawback. Users who are assigned owner roles for specific cloud flows will not be able to run flows in their context without complex customizations. The original creator also can't be removed if we don't follow the above methods as shown below(the delete icon is disabled for the original creator).

If ownership is changed using the above 3 methods original creator can be deleted(the delete icon is enabled for the original creator).

Moreover, connection references used in cloud flow(s) should be updated with the assigned user's connection ID.

Hence methods discussed in this article solve most of the challenges related to cloud flow ownership faced by developers.