Share via

Need Guidance on Centralized Authentication for Power Automate Flow (Multiple Connections)

Amol Kulkarni Sandbox 0 Reputation points
2025-10-30T12:33:54.33+00:00

Hello,

We are working on a Power Automate solution that reads meeting transcripts from multiple Microsoft Teams group calls/events and converts the key discussion points into Planner tasks.

The flow includes approximately 26 built-in Power Automate actions that each require authentication to connect to Microsoft 365 services (e.g., Teams, Planner, Outlook, etc.). Currently, each user from every Teams group is required to individually authenticate these connections during installation, which creates significant administrative overhead and usability challenges.

To simplify the authentication process, we proposed using a dedicated service or server account to handle these connections centrally. However, the client’s organization has legal and compliance restrictions that prevent the use of shared or service accounts.

Request for Guidance: We would like Microsoft’s recommendation on the best alternative approach to:

  1. Centralize or streamline authentication for all actions in the flow without requiring each individual user to authenticate.
  2. Maintain compliance with organizational policies that prohibit service accounts.
  3. Ensure the solution continues to work across multiple Teams groups and Planner environments.
  4. What is the best practice, is it ok to use a service account ? If we go with service account approach, the major concern here is, the group conversation is most sensitive, and global admin should not be able to access sensitive data by overriding his privileges with the service account.
  5. How can we make bot deployment easy on end users'machines with large number of MS Teams group?

 

Regards,

Microsoft Teams | Development
0 comments

1 answer

Sort by: Most helpful
Most helpful Newest Oldest
  1. Steven-N 11,780 Reputation points Microsoft External Staff Moderator
    2025-10-30T14:22:40.1166667+00:00

    Hi Amol Kulkarni Sandbox

    Thank you for reaching out to Microsoft Q&A forum

    Based on your description, I understand that you are building a Power Automate solution that processes Teams meeting transcripts and creates Planner tasks. The challenge is that the flow uses multiple connectors (Teams, Planner, Outlook, etc.), each requiring user authentication. Current design forces every user in each Teams group to authenticate individually, which is cumbersome. You explored using a service account for centralized authentication, but compliance policies prohibit shared accounts. You want Microsoft’s recommendation for streamlining authentication while maintaining compliance and supporting multiple Teams groups.

    However, to better understand your goal and clarify your requirements, could you please provide the following information:

    1. Authentication Scope: Are there custom connectors, Graph API calls, or third-party integrations beyond the 26 built-in actions, and do they need separate consents?
    2. Compliance Details: What specific policy aspects prohibit service accounts (e.g., shared credentials or regulations like GDPR), and has your compliance team reviewed SP exceptions?
    3. Scale and Triggers: How many Teams groups/users and what triggers (e.g., scheduled, manual bot) will the flow handle daily/weekly?
    4. Data Sensitivity: What data types (e.g., PII, full transcripts) are protected in groups, and are sensitivity labels/DLP already in place for redaction?

    I am looking forward to hearing from you and thank you for your patience.

    Best regards

    Note: Please follow the steps in our documentation to enable e-mail notifications if you want to receive the related email notification for this thread.

    0 comments

Your answer

Answers can be marked as 'Accepted' by the question author and 'Recommended' by moderators, which helps users know the answer solved the author's problem.