How to Share Copilot Studio Chatbot Without Granting Users Access to Private Power Automate Data?

Question

Hi, I've developed a chatbot in Copilot Studio to collect user feedback. Users can click a button (dynamic card) to indicate whether the AI's response was good or not. A Power Automate flow then sends this feedback—including user name, prompt, response, and feedback—to a private Microsoft list in SharePoint that only I can access.

Everything works correctly, and the data is sent as expected. However, when I try to share the chatbot with all users in my organization, I receive the following error:

"Make sure that users have access to the data used in the Power Automate flows included in the agent."

I don't want users to have access to the private SharePoint list, as it's intended to be accessible only by me (the administrator). I've configured the flow to run using my credentials.

How can I share the chatbot with my organization without granting users access to the private SharePoint list used in the Power Automate flow? Is there a way to configure permissions or the flow to resolve this issue so users can interact with the chatbot without accessing the underlying data?

Answer 1

Watch this video for some ideas. i.e. see if you can change the "Run only user" account.

https://www.youtube.com/watch?v=ts-ggDAy7IQ