Changing connection references in Microsoft Flow (now known as Power Automate) is a crucial process, especially for effective Application Lifecycle Management (ALM) and when deploying flows across different environments. It allows you to decouple your flow's logic from specific connection details, making your solutions more portable and maintainable.
The primary method for changing or establishing connection references involves managing your flows within a Power Apps solution. This process typically involves converting existing direct connections to connection references or updating existing references.
Understanding Connection References
A connection reference acts as a pointer to an actual connection. Instead of hardcoding a connection directly into a flow, you reference a connection type (e.g., SharePoint, Dataverse, SQL Server). When the solution is deployed to a new environment, the connection reference is then mapped to an actual connection available in that specific environment. This ensures that the flow continues to function without requiring manual edits to the flow's logic.
Why Use Connection References?
- Environment Independence: Flows can be moved between development, test, and production environments without modification.
- Simplified Deployment: When importing a solution, you're prompted to map connection references to existing connections or create new ones, streamlining the deployment process.
- Enhanced ALM: Supports robust ALM practices by separating configuration from code.
- Security: Centralizes connection management, potentially improving security oversight.
Step-by-Step Guide to Changing/Adding Connection References
The process of updating or adding connection references often starts by ensuring your flow is part of a solution and then leveraging the flow designer's tools to manage these connections.
1. Integrate Your Flow into a Solution
If your flow currently resides outside a solution (e.g., in "My flows"), the first critical step is to add it to a solution. This is essential for utilizing connection references effectively for ALM.
- Create a Solution: In Power Automate, navigate to Solutions and create a new solution or open an existing one.
- Add Existing Flow: Within your solution, click New > Automation > Cloud flow > From existing (if the flow is already built). If the flow is not from existing, you might need to create it directly within the solution.
2. Access the Flow within the Solution
Once your flow is part of a solution, navigate to that solution and open the specific flow you intend to modify. Click on the flow's name to enter the design view.
3. Utilize the Flow Checker for Connection Management
Inside the flow designer, Power Automate provides tools to help manage connections. This is where you'll initiate the conversion from direct connections to connection references.
- Identify Connection Issues: Open the flow in edit mode. Look for the Flow checker (usually an exclamation mark icon) in the command bar.
- Remove Direct Connections: The Flow checker may present warnings or suggestions if your flow is using direct connections instead of connection references. You might see a specific prompt like "Remove connections so connection references can be added." This option is designed to help you detach the direct connections from your flow's actions. Clicking this will prepare the flow for reference mapping.
4. Replace Connections with Connection References
After the direct connections have been removed, you will need to establish the connection references.
- Map Actions to References: For each action in your flow that requires a connection (e.g., a SharePoint action, a Dataverse action), you will now be prompted to select or create a connection reference.
- Click on the action.
- In the connection field, instead of selecting a direct connection, you'll choose from existing connection references or create a new one.
- If creating a new connection reference, you'll specify the connector type (e.g., "SharePoint"), give it a descriptive name (e.g., "SharePoint Sites Connection"), and associate it with an actual connection.
Practical Example: Converting a SharePoint Connection
Let's say you have a flow that lists files from a SharePoint library.
- Initial State: Your flow's "Get files (properties only)" action directly uses your personal SharePoint connection.
- Add to Solution: You add this flow to a solution.
- Flow Checker: You edit the flow in the solution and run the Flow Checker. It suggests converting connections.
- Remove Connection: You click the prompt to remove the direct SharePoint connection.
- Add Connection Reference: For the "Get files (properties only)" action, you now see an option to choose a connection reference. You might:
- Select an existing SharePoint connection reference within your solution.
- Create a new connection reference (e.g.,
SharePoint Site Connection for Files) and link it to your existing SharePoint connection.
When you deploy this solution, in the target environment, you'll be asked to provide a valid SharePoint connection for the SharePoint Site Connection for Files connection reference, without ever touching the flow's design.
Best Practices for Managing Connection References
- Consistent Naming: Use clear and consistent naming conventions for your connection references (e.g.,
[App Name] [Connector Type] Connection). - One Reference Per Connector Type: Generally, create one connection reference per connector type (e.g., one for SharePoint, one for Dataverse) within a solution, unless you have specific needs for multiple connections of the same type (e.g., connecting to two different SharePoint tenants).
- Environment Variables: Combine connection references with environment variables for even greater flexibility, especially for site URLs or specific record IDs.
- Test Thoroughly: Always test your flows extensively in target environments after deploying solutions with new or updated connection references.
By following these steps, you can effectively manage and change connection references in your Power Automate flows, leading to more robust and scalable automation solutions.
