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Approval notification from wrong user

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Posted on by jonengland

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I have an approval request form with a Power Automate back end. It is available for use by all members on the MS365 Tenant. The flow completes fine.

I have an issue with the Approvals step where my details appear at the top of the body of the approval notification, even if I am not the user seeking the approval, which is confusing - there's a Requested By section before the body of the approval which is defined in the approval. I've attached screen grabs of the Approvals step from Power Automate and also the resulting email.

Let me know if more info is needed.

Thanks,

Jon

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David_MA 12,980 Super User 2025 Season 2 on at

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Most likely you have not configured the advanced settings and configured the requestor. If you don't specify the requestor, the approvals will come from the account on which the flow is configured. Here is an example of it configured to come from the person who submits the list item:
You may want to update the second image you uploaded to hide your e-mail address unless you don't mind everyone seeing it.

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jonengland 121 on at

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Hi @David_MA

Thanks for your reply, and for the tip about the mail address - much appreciated.

If I understand you correctly - i need to add 'Created By Email' from the SharePoint Dynamic Content to the Requestor field in the Approval step? Is the 'Created By Email' the email address taken from the Logged In user who fills in the form?

I have tried that with a different user to me, but my email is used in the Requested By section at the top of the Approval

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David_MA 12,980 Super User 2025 Season 2 on at

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Looking at the images you posted, your trigger is a Microsoft Forms response. If you want the approval to come from the person who submits the response, then yes, you would put the responder's e-mail in the Requested By section.

However, looking at that same image (below), in the body of the approval you are creating, you are assigning the task to the responder, but in the details, you address it to the manager from a SharePoint list.
I think you want to put the manager e-mail address in the Assigned to field and the responder's e-mail address in Requested by. That would make sense to me.

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jonengland 121 on at

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Apologies for the delay.

I've finally managed to look at this again and tried @David_MA's suggestions using the old designer. The resulting confirmation email still uses my address, rather than the "assigned to" address. To avoid confusion this email should be sent from the Manager's mail address. Posting screen shots from the new designer:

You can see that the above mail is being sent from my account (jon england) rather than Mark's account
I suspect that this is because the flow uses my account to send from as I have authority to send from my own account, and I don't have authority to send from Mark's account. Could it be that?

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