{"id":73063,"date":"2026-04-22T08:58:54","date_gmt":"2026-04-22T06:58:54","guid":{"rendered":"https:\/\/www.schneider.im\/?p=73063"},"modified":"2026-04-22T08:58:54","modified_gmt":"2026-04-22T06:58:54","slug":"microsoft-power-automate-share-process-license-capacity-across-workflows","status":"publish","type":"post","link":"https:\/\/www.schneider.im\/lu\/microsoft-power-automate-share-process-license-capacity-across-workflows\/","title":{"rendered":"Microsoft Power Automate: Share Process license capacity across workflows"},"content":{"rendered":"<p>Reduce <strong>Power Automate Process license costs<\/strong> while keeping automation scalable and compliant: <strong>effective April 21, 2026, Microsoft allows Process license capacity to be shared across multiple Power Automate workflows.<\/strong><\/p>\n<p><img decoding=\"async\" class=\"aligncenter size-full wp-image-73064\" src=\"https:\/\/www.schneider.im\/media\/2026\/04\/SCHNEIDER-IT-MANAGEMENT-2026-04-22-Update-Microsoft-Power-Automate-Process.png\" alt=\"\" width=\"800\" height=\"450\" srcset=\"https:\/\/www.schneider.im\/media\/2026\/04\/SCHNEIDER-IT-MANAGEMENT-2026-04-22-Update-Microsoft-Power-Automate-Process.png 800w, https:\/\/www.schneider.im\/media\/2026\/04\/SCHNEIDER-IT-MANAGEMENT-2026-04-22-Update-Microsoft-Power-Automate-Process-500x281.png 500w, https:\/\/www.schneider.im\/media\/2026\/04\/SCHNEIDER-IT-MANAGEMENT-2026-04-22-Update-Microsoft-Power-Automate-Process-150x84.png 150w, https:\/\/www.schneider.im\/media\/2026\/04\/SCHNEIDER-IT-MANAGEMENT-2026-04-22-Update-Microsoft-Power-Automate-Process-768x432.png 768w\" sizes=\"(max-width: 800px) 100vw, 800px\" \/><\/p>\n<p>&nbsp;<\/p>\n<h2>Summary<\/h2>\n<ul>\n<li><strong>Microsoft introduces flow groups<\/strong> to share Power Automate Process license capacity<\/li>\n<li><strong>One Process license can cover up to 25 cloud flows<\/strong>, instead of one per flow<\/li>\n<li><strong>Targets environments with multiple related automations<\/strong> that do not require isolated licensing<\/li>\n<li><strong>No tenant activation required<\/strong>; feature becomes available automatically<\/li>\n<li><strong>Immediate relevance:<\/strong> opportunity to <strong>reduce automation licensing spend<\/strong> without reducing automation scope<\/li>\n<\/ul>\n<p>&nbsp;<\/p>\n<h2>What is changing?<\/h2>\n<p>Microsoft is changing how <strong>Power Automate Process licenses<\/strong> can be applied to cloud flows.<br \/>\nUntil now, organizations typically assigned <strong>one Process license per cloud flow<\/strong>, even when flows belonged to the same business process.<\/p>\n<p>With the introduction of <strong>flow groups<\/strong>, Process license capacity can now be <strong>shared across up to 25 cloud flows<\/strong>. The flows continue to function independently, but the <strong>license capacity is pooled<\/strong> instead of isolated.<\/p>\n<p>This change is part of the <strong>Power Platform 2026 Release Wave 1<\/strong> and reaches <strong>general availability on April 21, 2026<\/strong>. The functionality is <strong>enabled automatically<\/strong> and does not require manual configuration to become available.<\/p>\n<p><img decoding=\"async\" class=\"aligncenter wp-image-73068 size-large\" src=\"https:\/\/www.schneider.im\/media\/2026\/04\/SCHNEIDER-IT-MANAGEMENT-2026-04-22-Update-Microsoft-Power-Automate-800x451.png\" alt=\"\" width=\"800\" height=\"451\" srcset=\"https:\/\/www.schneider.im\/media\/2026\/04\/SCHNEIDER-IT-MANAGEMENT-2026-04-22-Update-Microsoft-Power-Automate-800x451.png 800w, https:\/\/www.schneider.im\/media\/2026\/04\/SCHNEIDER-IT-MANAGEMENT-2026-04-22-Update-Microsoft-Power-Automate-500x282.png 500w, https:\/\/www.schneider.im\/media\/2026\/04\/SCHNEIDER-IT-MANAGEMENT-2026-04-22-Update-Microsoft-Power-Automate-150x85.png 150w, https:\/\/www.schneider.im\/media\/2026\/04\/SCHNEIDER-IT-MANAGEMENT-2026-04-22-Update-Microsoft-Power-Automate-768x433.png 768w, https:\/\/www.schneider.im\/media\/2026\/04\/SCHNEIDER-IT-MANAGEMENT-2026-04-22-Update-Microsoft-Power-Automate-1536x866.png 1536w, https:\/\/www.schneider.im\/media\/2026\/04\/SCHNEIDER-IT-MANAGEMENT-2026-04-22-Update-Microsoft-Power-Automate-2048x1154.png 2048w\" sizes=\"(max-width: 800px) 100vw, 800px\" \/><\/p>\n<p>&nbsp;<\/p>\n<h2>What is Power Automate Process licensing?<\/h2>\n<p><strong>Microsoft Power Automate<\/strong> is Microsoft\u2019s automation platform used to build workflows that connect applications, services, and data.<br \/>\nA <strong>Power Automate Process license<\/strong> allows cloud flows to run <strong>independently of individual user licenses<\/strong>, which is essential for enterprise automation scenarios.<\/p>\n<p>Process licenses are typically required when workflows:<\/p>\n<ul>\n<li><strong>Run autonomously<\/strong> without a signed-in user<\/li>\n<li><strong>Use premium connectors<\/strong><\/li>\n<li><strong>Execute at higher volumes<\/strong> or on a continuous basis<\/li>\n<li><strong>Support business-critical processes<\/strong> rather than personal productivity<\/li>\n<\/ul>\n<p>From a commercial perspective, <strong>Process licenses<\/strong> are often one of the <strong>largest cost drivers<\/strong> in Power Automate environments once automation scales.<\/p>\n<div>\n<h3>Power Automate Process license: included capabilities<\/h3>\n<div>\n<p>The Power Automate Process license is a capacity-based license for autonomous, business-critical cloud flows. It is assigned <strong>per environment and per month<\/strong>, not per user.<\/p>\n<div class=\"___i31lg00 f10pi13n f14t3ns0 f1nbblvp fat0sn4 f1ov4xf1 fekwl8i f1lmfglv f1oz7aqm f1abmfm4 f1w619qj f16h0jq8\">\n<table class=\"___1hm93bs f1ddd56o f16vktn6 f1enuhaj fdclmfp f1ev3kgc ftgm304 f1uinfot fibjyge fvueend f9yszdx f1fu4s3n f3l3pb3 f1s2k7dp f8fmt76 fjvbh62 fysh76l fic4ptz f1yenhzu f1yn6nvh f14tj6oe f1jq587y f1el8yx3 f1pymoxg f1ofu761 fe6itr f7coize f1794535 f70r78m f4zgifc fk1v6el f16pyhcb fo436u6 fzy4j18 fc43013 f1hmrcvb fc4t9fq fgp09rh fjnyn6r\" tabindex=\"0\">\n<tbody>\n<tr>\n<th>Capability<\/th>\n<th>Included in Process license<\/th>\n<\/tr>\n<tr>\n<td>Cloud flows (automated, instant, scheduled)<\/td>\n<td>Yes<\/td>\n<\/tr>\n<tr>\n<td>Business process flows<\/td>\n<td>Yes<\/td>\n<\/tr>\n<tr>\n<td>Standard connectors<\/td>\n<td>Yes<\/td>\n<\/tr>\n<tr>\n<td>Premium and custom connectors<\/td>\n<td>Yes<\/td>\n<\/tr>\n<tr>\n<td>On-premises and cloud data access (gateway)<\/td>\n<td>Yes<\/td>\n<\/tr>\n<tr>\n<td>Dataverse use rights<\/td>\n<td>Yes<\/td>\n<\/tr>\n<tr>\n<td>Administration and governance at scale<\/td>\n<td>Yes<\/td>\n<\/tr>\n<tr>\n<td>Attended desktop flows<\/td>\n<td>No<\/td>\n<\/tr>\n<tr>\n<td>Unattended desktop flows (RPA)<\/td>\n<td>No<\/td>\n<\/tr>\n<tr>\n<td>Microsoft-hosted machines<\/td>\n<td>No<\/td>\n<\/tr>\n<tr>\n<td>Task Mining \/ Process Mining<\/td>\n<td>No<\/td>\n<\/tr>\n<tr>\n<td>Copilot Studio capacity<\/td>\n<td>No<\/td>\n<\/tr>\n<tr>\n<td>Daily action entitlement<\/td>\n<td><strong>250,000 actions per day<\/strong><\/td>\n<\/tr>\n<tr>\n<td>Dataverse database capacity (accrued)<\/td>\n<td>250 MB<\/td>\n<\/tr>\n<tr>\n<td>Dataverse file capacity (accrued)<\/td>\n<td>2 GB<\/td>\n<\/tr>\n<tr>\n<td>Licensing scope<\/td>\n<td><strong>Per environment, per month<\/strong><\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<\/div>\n<p>One Process license allows a bot or process to run <strong>in a single environment only<\/strong>. If the same bot or process is deployed in another environment, <strong>an additional Process license is required<\/strong>.<\/p>\n<\/div>\n<p>&nbsp;<\/p>\n<h2>Important licensing consideration: shared action capacity<\/h2>\n<\/div>\n<p>While <strong>sharing Process license capacity can reduce license count<\/strong>, organizations should also understand how <strong>usage limits apply<\/strong>.<\/p>\n<p>A <strong>Power Automate Process license includes a daily entitlement of 250,000 actions<\/strong>. When Process license capacity is shared using flow groups, <strong>this daily action entitlement is shared across all cloud flows in the group<\/strong>, instead of being multiplied per flow.<\/p>\n<p>This means:<\/p>\n<ul>\n<li><strong>All flows in a flow group draw from the same daily action pool<\/strong><\/li>\n<li><strong>High-volume flows can consume capacity faster<\/strong> when grouped together<\/li>\n<li><strong>Flow grouping fits best<\/strong> for related workflows with <strong>predictable or balanced execution patterns<\/strong><\/li>\n<\/ul>\n<p>This reinforces the need to <strong>group flows by business process and usage profile.<\/strong><\/p>\n<p>&nbsp;<\/p>\n<h2>Licensing Power Automate<\/h2>\n<p>Microsoft offers <strong>multiple Power Automate licensing models<\/strong> depending on how automations are built, executed, and scaled. The overview below highlights the <strong>key subscription options<\/strong> and <strong>their intended use cases<\/strong>, from user\u2011based automation to capacity\u2011based process licensing. Besides the licensing options shown below, there are different Power Automate rights included with Copilot Studio, Power Apps, Dynamics 365, Windows, Microsoft 365 and Office 365 licenses.<\/p>\n<p><img decoding=\"async\" class=\"aligncenter size-full wp-image-73072\" src=\"https:\/\/www.schneider.im\/media\/2026\/04\/SCHNEIDER-IT-MANAGEMENT-2026-04-22-Update-Microsoft-Power-Automate-comparison.png\" alt=\"\" width=\"1892\" height=\"1085\" srcset=\"https:\/\/www.schneider.im\/media\/2026\/04\/SCHNEIDER-IT-MANAGEMENT-2026-04-22-Update-Microsoft-Power-Automate-comparison.png 1892w, https:\/\/www.schneider.im\/media\/2026\/04\/SCHNEIDER-IT-MANAGEMENT-2026-04-22-Update-Microsoft-Power-Automate-comparison-500x287.png 500w, https:\/\/www.schneider.im\/media\/2026\/04\/SCHNEIDER-IT-MANAGEMENT-2026-04-22-Update-Microsoft-Power-Automate-comparison-800x459.png 800w, https:\/\/www.schneider.im\/media\/2026\/04\/SCHNEIDER-IT-MANAGEMENT-2026-04-22-Update-Microsoft-Power-Automate-comparison-150x86.png 150w, https:\/\/www.schneider.im\/media\/2026\/04\/SCHNEIDER-IT-MANAGEMENT-2026-04-22-Update-Microsoft-Power-Automate-comparison-768x440.png 768w, https:\/\/www.schneider.im\/media\/2026\/04\/SCHNEIDER-IT-MANAGEMENT-2026-04-22-Update-Microsoft-Power-Automate-comparison-1536x881.png 1536w\" sizes=\"(max-width: 1892px) 100vw, 1892px\" \/><\/p>\n<p>&nbsp;<\/p>\n<h2>Customer benefits at a glance<\/h2>\n<ul>\n<li><strong>Lower licensing costs<\/strong> by reducing the number of required Process licenses<\/li>\n<li><strong>Better utilization of existing license capacity<\/strong> instead of unused per-flow allocations<\/li>\n<li><strong>Simplified licensing model<\/strong> for large automation estates<\/li>\n<li><strong>Easier scaling<\/strong> of automation solutions without linear cost growth<\/li>\n<li><strong>More predictable budgeting<\/strong> for automation programs<\/li>\n<\/ul>\n<p>&nbsp;<\/p>\n<h2>What organizations should do now<\/h2>\n<ul>\n<li><strong>Review<\/strong> cloud flows currently using <strong>Process licenses<\/strong><\/li>\n<li><strong>Identify sets of related flows<\/strong> that support the <strong>same business process<\/strong><\/li>\n<li><strong>Validate<\/strong> that <strong>flows are stored in solutions<\/strong>, as required for flow groups<\/li>\n<li><strong>Reassess<\/strong> Process license demand based on <strong>shared capacity<\/strong> instead of per-flow allocation<\/li>\n<li><strong>Track licensing costs<\/strong> before and after flow group adoption<\/li>\n<li><strong>Update internal documentation<\/strong> for audit and compliance readiness<\/li>\n<\/ul>\n<p>&nbsp;<\/p>\n<h2>Ready to optimize your Power Automate licensing?<\/h2>\n<p><img decoding=\"async\" class=\"aligncenter size-full wp-image-71784\" src=\"https:\/\/www.schneider.im\/media\/2026\/03\/Office-People-DSCF7814.webp\" alt=\"\" width=\"3003\" height=\"2002\" srcset=\"https:\/\/www.schneider.im\/media\/2026\/03\/Office-People-DSCF7814.webp 3003w, https:\/\/www.schneider.im\/media\/2026\/03\/Office-People-DSCF7814-500x333.webp 500w, https:\/\/www.schneider.im\/media\/2026\/03\/Office-People-DSCF7814-800x533.webp 800w, https:\/\/www.schneider.im\/media\/2026\/03\/Office-People-DSCF7814-150x100.webp 150w, https:\/\/www.schneider.im\/media\/2026\/03\/Office-People-DSCF7814-768x512.webp 768w, https:\/\/www.schneider.im\/media\/2026\/03\/Office-People-DSCF7814-1536x1024.webp 1536w, https:\/\/www.schneider.im\/media\/2026\/03\/Office-People-DSCF7814-2048x1365.webp 2048w\" sizes=\"(max-width: 3003px) 100vw, 3003px\" \/><\/p>\n<p><strong>Our Microsoft licensing experts<\/strong> are here to help you <strong>save costs and stay compliant with Power Automate licensing. <a href=\"https:\/\/www.schneider.im\/contact\/\">Contact us today<\/a>.<\/strong><\/p>\n<p><em>\u00a0<\/em><\/p>\n<h2><em>Sources<\/em><\/h2>\n<p><em>Learn article: <\/em><a href=\"https:\/\/learn.microsoft.com\/en-us\/power-platform\/release-plan\/2026wave1\/power-automate\/share-process-license-capacity-across-workflows\"><em>https:\/\/learn.microsoft.com\/en-us\/power-platform\/release-plan\/2026wave1\/power-automate\/share-process-license-capacity-across-workflows<\/em><\/a><em>. <\/em><\/p>\n<p><em>Message Center announcement: <\/em><a href=\"https:\/\/admin.cloud.microsoft\/#\/MessageCenter\/:\/messages\/MC1259418\"><em>https:\/\/admin.cloud.microsoft\/#\/MessageCenter\/:\/messages\/MC1259418<\/em><\/a><em>. <\/em><\/p>\n<p><em>Partner page: <\/em><a href=\"https:\/\/www.schneider.im\/software\/microsoft\/\"><em>https:\/\/www.schneider.im\/software\/microsoft\/<\/em><\/a><em>. <\/em><\/p>\n<p><em>Contact our licensing experts: <a href=\"https:\/\/www.schneider.im\/contact\/\">https:\/\/www.schneider.im\/contact\/<\/a>.<\/em><\/p>\n","protected":false},"excerpt":{"rendered":"<p>Reduce Power Automate Process license costs while keeping automation scalable and compliant: effective April 21, 2026, Microsoft allows Process license capacity to be shared across multiple Power Automate workflows. &nbsp; Summary Microsoft introduces flow groups to share Power Automate Process license capacity One Process license can cover up to 25 cloud flows, instead of one [&hellip;]<\/p>\n","protected":false},"author":11,"featured_media":33016,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[354,591],"tags":[],"class_list":["post-73063","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-microsoft-power-automate","category-microsoft-power-platform"],"_links":{"self":[{"href":"https:\/\/www.schneider.im\/lu\/wp-json\/wp\/v2\/posts\/73063","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/www.schneider.im\/lu\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/www.schneider.im\/lu\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/www.schneider.im\/lu\/wp-json\/wp\/v2\/users\/11"}],"replies":[{"embeddable":true,"href":"https:\/\/www.schneider.im\/lu\/wp-json\/wp\/v2\/comments?post=73063"}],"version-history":[{"count":2,"href":"https:\/\/www.schneider.im\/lu\/wp-json\/wp\/v2\/posts\/73063\/revisions"}],"predecessor-version":[{"id":73080,"href":"https:\/\/www.schneider.im\/lu\/wp-json\/wp\/v2\/posts\/73063\/revisions\/73080"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/www.schneider.im\/lu\/wp-json\/wp\/v2\/media\/33016"}],"wp:attachment":[{"href":"https:\/\/www.schneider.im\/lu\/wp-json\/wp\/v2\/media?parent=73063"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/www.schneider.im\/lu\/wp-json\/wp\/v2\/categories?post=73063"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/www.schneider.im\/lu\/wp-json\/wp\/v2\/tags?post=73063"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}