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Requested by on approval flow is not correct

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Posted on by Karenj1

Hi,

I am an admin user. I created an automatic approval flow. The flow works, but the requested by person is myself and not the person that put the file in folder. Please assist and to what I should change to see the name of the person that put the file in the folder on Sharepoint.

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Resolutions 125 on at

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Re: Requested by on approval flow is not correct

It's great to hear that your automatic approval flow is working, but you'd like to see the name of the person who put the file in the folder on SharePoint as the "Requested By" person instead of yourself. To achieve this, you need to ensure that the flow is retrieving the correct user information from SharePoint.

Here's how you can do it:
1. **Trigger Configuration**:
- Review the trigger configuration of your flow. Typically, when a new file is added to a SharePoint folder, the trigger should provide information about the file, including the file properties and the user who uploaded the file. Make sure you're using the appropriate trigger to capture this information.
2. **Get File Properties**:
- In your flow, after the trigger, add an action to "Get file properties" or "Get file metadata" for the file that was added to the SharePoint folder. This action will allow you to access additional details about the uploaded file, including the user who uploaded it.
3. **Extract User Information**:
- Once you have the file properties, you should be able to extract the information about the user who uploaded the file. Typically, this information is available in the "Created By" or "Modified By" properties of the file. These properties should include the user's display name, email, and other relevant information.
4. **Set Requested By**:
- After extracting the user information, use it to set the "Requested By" field in your approval action. You can usually set the "Requested By" field to the display name or email of the user who uploaded the file.
By following these steps, the "Requested By" person in the approval flow should now be the person who put the file in the SharePoint folder.

If you're still having issues with the flow not capturing the correct user information, double-check the trigger configuration and the data available from the SharePoint file properties. Additionally, you can use the "Compose" action to inspect the output and understand the data structure, which will help you extract the correct user information.
Remember to consider the permissions and access rights of the flow itself. The flow should have the necessary permissions to access the SharePoint folder and retrieve the file properties.
If you encounter specific difficulties or have more detailed questions about your flow's configuration, feel free to share additional details, and I'd be glad to assist further!
Karenj1 4 on at

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Re: Requested by on approval flow is not correct

Hi Manish,

I think you are misunderstanding me. The approval is going to the correct person. I added myself as the approver and I get the approval request. The problem is I can't see who the request is made by. The person that Added the file was Khathu Lukhamaine. But on my side it says I requested the approval.
The requested should have been from the person who put the file in the folder which was Khathu.
ManishSolanki 15,085 Super User 2025 Season 1 on at

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Re: Requested by on approval flow is not correct

Hi @Karenj1

To route the approval to the user who has uploaded or created the file, pls choose "Created by email" property from the Dynamic content and set it to the "Assigned to" parameter:

If this helps & solves your problem, please remember to give a 👍 and accept my solution as it will help others in the future.

Thanks