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Power Platform Community / Forums / Power Automate / "The specified user co...
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"The specified user could not be found" Error Message

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Posted on by 50
Hi, all--
 
I have a flow that syncs two different lists (displayed as calendars) in SharePoint.  Essentially, when an item is created or modified in List A, it automatically updates List B.  I have never had an issue with this flow until recently.  The flow is failing on 2 users (out of approximately 20 users) specifically.  They are able to add a record in List A, but I am seeing a "The specified user John Doe could not be found" when the flow attempts the sync.  This "name" field is using my company's directory so these two individuals are active employees.
 
Based on other research, I have attempted to delete the SharePoint connection and re-establish, to no avail.  Any other ideas?
 
Thanks in advance.
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  • Suggested answer
    MS.Ragavendar Profile Picture
    7,278 Super User 2026 Season 1 on at
     
    Pass the Claims value, not Display Name. In your Create item or Update item action for List B, check the Person column field. 
     
    I guess you are passing the Display Name instead pass the email-based claims format. (for e.g., i:0#.f|membership|john.doe@company.com)
     
    There is no connection issues with the application kindly provide the screenshot for more support.
     
    ✅If this helped, please Accept as Solution to help others ❤️ A Like is appreciated 🏷️ Tag @MS.Ragavendar for follow-ups.
  • Suggested answer
    Valantis Profile Picture
    6,286 on at
     
    The fact that it's only 2 out of 20 users points to a SharePoint User Information List issue rather than a general claims format problem.

    SharePoint maintains its own User Information List per site collection. When a Person column is synced between lists, SharePoint looks up the user in that list. If a user has never accessed the destination site (List B's site), they may not exist in that site's User Information List yet, which causes the "specified user could not be found" error even though they're active in your directory.

    Fix: ask both affected users to open the SharePoint site that hosts List B directly in their browser. Just visiting the site causes SharePoint to create their entry in the User Information List. After that, run the flow again and it should work.

    If their account was recently renamed or had an email change in Entra ID, the claims value stored in List A may no longer match what SharePoint expects. In that case the SharePoint admin needs to run a user migration or re-map the user's profile on the site.
     

     

    Best regards,

    Valantis

     

    ✅ If this helped solve your issue, please Accept as Solution so others can find it quickly.

    ❤️ If it didn’t fully solve it but was still useful, please click “Yes” on “Was this reply helpful?” or leave a Like :).

    🏷️ For follow-ups  @Valantis.

    📝 https://valantisond365.com/

    💼 LinkedIn

    ▶️ YouTube

  • Suggested answer
    11manish Profile Picture
    2,829 on at
    Since:
    • Only 2 users are affected.
    • The flow works for ~20 other users.
    • Recreating the SharePoint connection did not help.
    The most likely issue is that those users are not being properly resolved in the target SharePoint site's User Information List or there is a stale identity reference
     
    associated with their Person field values.
     
    A common fix is to ensure the users have access to (or at least have visited) the target site and then reselect their names in the SharePoint Person field before
     
    testing the flow again.
  • KB-09011632-0 Profile Picture
    50 on at
    @MS.Ragavender,
     
    I did have the Display Name being passed and it was working for all but these two individuals.  I changed it to the Claims value and now it's not even working for me (it was previously).  It shows the flow succeeded but it's not creating the Item in List B of the SharePoint site.  Below is a screenshot of the flow. 
     
    @Valantis,
     
    I agree that it's odd that it's working for 18 people, but not these 2.  Added, what makes it even more odd, is that I've never gotten an error for these 2 previously--just in the past day or two.  These two individuals (and most of the other 18) do not have access to List B.  They never have in the past either.  Essentially List A is the List that all 20 people have access to.  They add days that they are planning to be out-of-office (OOO) to that List.  The flow creates/updates these entries into List B, which a manager and a supervisor have access to.  The manager and the supervisor use List B to add unplanned OOO (e.g. sick time) to individuals.  Essentially, List B becomes a calendar they use to review all planned and unplanned OOO when reconciling timecards.  
     
  • David_MA Profile Picture
    14,815 Super User 2026 Season 1 on at
    Are the lists on two different SharePoint sites? On the SharePoint site where you are having this issue, can you go to the hidden member group 0 and check if you see them listed in this group. If you don't know how to access this group, add this string after the site name in the URL: /_layouts/15/people.aspx?MembershipGroupId=0
     
    If they are not listed, before the action you are getting an error, run this HTTP request on the site:
     
     
    The expression used is concat('i:0#.f|membership|', outputs('Send_email_with_options_Attorney_Assignment')?['body/SelectedOption']) which returns i:0#.f|membership|useremail@domain.com
     
    If the person is not in this group, it will add them and return their details, otherwise it will just return the details of the user. Note, this will not add them as a member or give them access to the site, it will just add them to this hidden group.
  • KB-09011632-0 Profile Picture
    50 on at
    @David_MA the lists are on the same SharePoint site.  I tried adding the string provided to the end of the URL and am getting a blank page.  My company's IT department has a lot of functionality on lockdown, so perhaps I don't have the appropriate security to view this.
     
    That said, I also tried adding the HTTP request to the flow and am getting an error.  What is your "Send_email_with_options_Attorney_Assignment" dynamic content referencing?  Trying to determine what would be the equivalent for me.
  • David_MA Profile Picture
    14,815 Super User 2026 Season 1 on at
    If both lists are in the same site and the people where it fails are able to add items to list A, then what I suggested is probably not the issue. However, to get to the hidden group, which is a permissions group, requires you to be a site owner to get to it. Here is the full URL you in case you appended it wrong:
     
     
    Obviously replace "yourtenantname" with the name of your M365 tenant and "thesitename" with the name of the site. I don't think it is possible for your admins to block access to this group as it would affect the owner's ability to manage site permissions.
  • KB-09011632-0 Profile Picture
    50 on at
    @David_MA yes, these two individuals are able to add items to list A.  And they have been adding items to this list for quite some time now and the flow ran successfully to update list B.  It's very odd that it just started happening. 
  • David_MA Profile Picture
    14,815 Super User 2026 Season 1 on at
    Instead of using the Update an item action, try updating it through an HTTP request. I rarely ever use the Update item action as this method provides greater control over what gets updated although it is a bit more work to set up. But once you get used to this method, it is rather easy. This example has more fields that need to be updated than I usually need to update in a flow. Note that the FieldName values require the use of the internal name of the field you want to update rather than the display name of the field. Internal names never have a space in them. You can find the internal name by going to the list settings and opening the field in your browser, the internal name is at the end of the URL.
     
     
    Here is the code for the Uri (replace the highlighted text with the display name of your list): _api/web/lists/getByTitle('Separation Agreements')/items(@{triggerOutputs()?['body/ID']})/validateUpdateListItem
     
    And here is the text of the body, which of course you'll adjust to the fields for your list. The last value, AssignedAttorney, is for updating a people field. Note, this method only works when the people field is restricted to a single person. 
     
    {
        "formValues": [
            {
                "FieldName": "ApprovalStatus",
                "FieldValue": "Assigned"
            },
            {
                "FieldName": "AttorneyAssigned",
                "FieldValue": "@{true}"
            },
            {
                "FieldName": "AttorneyDate",
                "FieldValue": "@{formatDateTime(utcNow(), 'MM/dd/yyyy')}"
            },
            {
                "FieldName": "Days",
                "FieldValue": "@{div(float(sub(ticks(utcNow()), ticks(triggerOutputs()?['body/Created']))), 864000000000)}"
            },
            {
                "FieldName": "AssignedAttorney",
                "FieldValue":  "[{'Key':'i:0#.f|membership|@{outputs('Send_email_with_options_Attorney_Assignment')?['body/SelectedOption']}'}]"
            }
        ]
    }
     
    This returns the e-mail address of the person I want to populate the people field with: @{outputs('Send_email_with_options_Attorney_Assignment')?['body/SelectedOption']}
  • Suggested answer
    Valantis Profile Picture
    6,286 on at
     
    The fact that it suddenly started failing for just these 2 users after working fine is the key clue.
     
    The most likely cause now: those two users recently had an account change in Entra ID even something minor like a display name update, department change, or license reassignment can cause the cached claims value in SharePoint to become stale.

    For the immediate fix, David_MA's HTTP validateUpdateListItem approach is the most reliable. For your Person field (the OOO person column), the FieldValue format is:

    [{'Key':'i:0#.f|membership|useremail@yourdomain.com'}]
    Replace useremail@yourdomain.com with the dynamic email value from your trigger.
    For your specific flow, the expression to get the person's email from the List A trigger would be something like:
    triggerOutputs()?['body/PersonColumnName/Email']
    And the full Person field value in the HTTP body would be:
    [{'Key':'i:0#.f|membership|@{triggerOutputs()?['body/PersonColumnName/Email']}'}]

    This bypasses the Display Name resolution entirely and writes directly using the email-based claims format, which is more reliable than letting SharePoint resolve the display name.
     

     

    Best regards,

    Valantis

     

    ✅ If this helped solve your issue, please Accept as Solution so others can find it quickly.

    ❤️ If it didn’t fully solve it but was still useful, please click “Yes” on “Was this reply helpful?” or leave a Like :).

    🏷️ For follow-ups  @Valantis.

    📝 https://valantisond365.com/

    💼 LinkedIn

    ▶️ YouTube

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