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Problem with email and who is requesting approvals

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Posted on by Tittlechick

Hello!

I am having issues with my flows. I have Start an Approval when a new item is added for mulitple companies however when the user completes the form, the approval request does go to the correct person but attaches my name to the email.

Here is what I need to happen:

1. User completes a form from microsoft forms

2. This updates the list in sharepoint

3. Approval request is sent to approver 1's email

4. If approved, approval request goes to approver 2 for final approval

5. If approved, email goes to 1st approver and user that completed the form (requesting the approval)

This is what my flow looks like:

123

My problem:

1. My name is attached to the email that goes to the first approver, I do not want my name attached, I want the person that completed the form to be attached.

2. Once the final approver approves, the email does not go to the person that completed the form. My name is also attached once again, the connetion is under me so I am assuming this is why.

I also have one flow that is set up the same exact way but is only sending rejections when they are actuually approved.

Thanks for your help!

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Using flows

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Pstork1 68,707 Most Valuable Professional on at

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How is the list item being created in SharePoint when the Microsoft Form is submitted? Are you also using Flow for that? I suspect you are and that is where your problem comes in. Although the form is created by someone the item in SharePoint is created using your context (this is by design in Flow). You are then using the Created field in the SharePoint item for the emails. That is where your name is coming from. Changing the Created field can be done, but it is difficult and I don't think it would carry through when your approval Flow is triggered anyway, since that would probably trigger too soon. I think you need to find some way to capture the Form submitter when the SharePoint list item is created and include that as a field. Then you can pick that up and use it for sending replies in the Approvals.

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Tittlechick 8 on at

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Hello @Pstork1 I am using flow to update the list in sharepoint once the form is completed. How would I capture the form submitter when the list is created? Is there a way to do that?

Thanks for following up also!

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Pstork1 68,707 Most Valuable Professional on at

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The Form Responder's Email is one of the properties available from Forms when you get the responses. You need to modify your Sharepoint list to include a text field where you can store the Responder's email. When you create your listitem in SharePoint for the Form just but the submitter's email in the correct field in the list item.

Here's a Flow I created to put it in a variable.

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Tittlechick 8 on at

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@Pstork1 Thank you I will try it out.

Any thoughts on why the rejection goes through whe it is actually approved?

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Pstork1 68,707 Most Valuable Professional on at

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I would test Outcome instead of Response and the returned value is actual "Approve" or "Reject" not "Approved"

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v-bacao-msft on at

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Hi @Tittlechick ,

If the approval process is triggered when someone submits the form, you could create an approval process directly under When a new response is submitted, just like the method provided by Pstork1.

Then you could also consider populating the Responders' email in Requestor field of the Approval action so that the Approval request will appear as Request for the responder.

Please take a try.

Best Regards,

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