Your team has a flow they run by hand. Somebody opens the list, finds the row, remembers the flow exists, goes off to find it, runs it. Almost all of that friction has nothing to do with the flow.
A Quick steps column puts the flow on the row as a button, so the whole thing is one click without leaving the list:
The finished result
A button on every row. Clicking it runs the flow against that row.
Below is the whole build, in order, screenshot by screenshot. It takes about ten minutes, and the last step is the one that decides whether it works for anybody but you.
Step 1: check the flow
The example here is three steps: a manual trigger, Create item, then Send an email. It uses the SharePoint and Office 365 Outlook connectors, both of which are standard.
Power Automate
Manual trigger, then the work. If your flow already runs by hand today, it is almost certainly the right shape.
Step 2: copy the flow’s ID
This is the step nobody warns you about. SharePoint does not give you a list of flows to pick from. It asks you to type in a Flow ID, and you get that out of the browser address bar.
Open the flow in Power Automate and look at the address bar. Every flow URL has the same shape:
.../flows/<flow-id>/detailsThe Flow ID is the long code between /flows/ and /details. In the flow above it is d5603052-9d34-47f0-87c3-e6c95c879a41.
Copy it somewhere for a moment. You’ll need it in step 6.
Step 3: add the column
Go to your list. At the right end of the column headers, click + Add column.
Step 3 · the list header
It sits at the right end of the column headers, past your last column.
Choose Quick steps from the type list, then click Next.
Step 3 · pick the type
Quick steps sits seventh, under Number, described as add custom action buttons.
Step 4: name the column
Give the column a name. This is the column header, not the button, so something plain like “Actions” works well. You can leave the description empty.
Step 4 · name it
Type is already Quick steps. The circled field underneath is where the button gets built.
Step 5: start a new quick step
Open the Quick steps dropdown and choose + New quick step….
Step 5 · Add a quick step
Steps already built on this list appear here too, so you build once and reuse them across columns.
Step 6: choose Execute a flow
Four actions are offered. Pick Execute a flow.
Step 6 · pick the action
Four actions. Execute a flow is the one that reaches Power Automate.
Now fill in the fields:
Step 6 · the fields, filled in
Flow ID is a text box, not a picker. The circled field is where the code from step 2 goes.
- Quick step name is the label on the button, so write it as an instruction. “Update Managers” beats “Flow 1”.
- Flow ID is the code you copied in step 2.
- Header text and Flow button text control the panel that opens when someone clicks. Fill them in, because the defaults are generic and this panel is the last thing a user sees before the flow runs.
- Display conditionally defaults to always showing. You can instead show the button only when a row matches a rule, for example only when Status is “New”.
Click Create.
Step 7: save the column
Back on the column panel, click Save. The button appears on every row straight away. There’s no publish step and nothing to refresh.
Step 8: let your team actually run it
Here is where a working button still does nothing for everybody else.
The flow belongs to you. Until you share it, a colleague who clicks the button gets an error, because they have no permission to run the flow behind it. Nothing in the SharePoint list warns you about this, and it will not show up in your own testing, since you are the owner.
Go back to the flow’s detail page in Power Automate. On the right, under Run-only user, it says “Your flow hasn’t been shared with anyone.” Click Edit.
Run-only user · Edit
Add the people, then fix the two dropdowns underneath. They are the part that catches everyone.
Add whoever needs the button under Users and groups. They get to run the flow and see the results, and nothing else.
Sharing it with a whole team at once
Naming people one at a time does not scale, and it goes stale the moment somebody joins. The SharePoint tab is the better answer:
Run-only user · SharePoint tab
Pick the site, pick the list, Add. Access to the list now carries the right to run the flow.
Pick the Site, pick the List/Library, and click Add. From then on, permission to run the flow follows access to the list. Somebody joins the team, gets added to the site, and the button works for them with no trip back to Power Automate.
That is the setting to use for the pattern in this post, because the button lives on that list anyway. The two are meant to travel together.
The whole build in 26 seconds
If you would rather watch it than read it, here are the seven build steps end to end. No audio, so nothing is lost with the sound off. Step 8 happens in Power Automate, so it is not in the clip.
Walkthrough · 26 seconds, no audio
The same seven steps as above, captured in a live tenant in August 2026. Everything in the clip is written out in full on this page, so there is nothing here you need to watch to follow along.
Editing or removing it later
Quick steps are stored on the list, not on the column. That catches people out, because deleting the column does not delete the steps, and cancelling out of the column panel does not undo a step you just created.
To reach them, tick the checkbox next to any list item, then open Integrate → Quick steps. You can create another, reorder them, and switch one off. There is no delete button, so a step you no longer want gets switched off rather than removed.
Integrate · Quick steps
Create another, reorder them, or switch one off. Note there is no delete: off is as far as this panel goes.
Two things to check before the team uses it
What it costs. The button adds nothing. The flow keeps exactly the licensing it already had. Standard connectors like SharePoint, Outlook and Teams are covered by any Microsoft 365 plan. One premium connector (Dataverse, SQL, generic HTTP, most third-party services) makes the whole flow premium, at roughly US$15 per user per month, and putting a button in front of it changes nothing about that.
Who can click it, and who can build one. The flow’s Run as setting still applies, so whoever clicks needs permission to run it. The button shows for everyone regardless, and people without rights get an error on click.
Building one needs Edit on the list, and the standard Members group has Edit by default. So on a default site, anyone who can upload a document can also wire a button to a flow. If that matters to you, change Members from Edit to Contribute on the site permissions page before you announce the feature. Contribute still lets people add, edit and delete items, it just takes away column creation.
Bottom line
If you already have a manual flow that people run against list rows, this is a ten minute change that removes the worst part of using it. Build the flow first, copy its ID out of the URL, add the column second, and name the button like an instruction.
Then share the flow as run-only with the list and point its connections at yourself. A button that only works for the person who built it is the most common way this ends up abandoned.