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Grant Access to an item or a folder. Flow unable to retrieve email from person field.

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Posted on by rpersad

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I am having trouble understanding why sometimes in my flow the "Grant Access to an item or a folder" action fails due to it unable to retrieve the 'Recipients' value in the action. The "StudentName" column is a people picker column, and I checked the record in the SharePoint list to ensure there was a value in the record and there is an email connected to the microsoft account but it is still returning null in some instances.

Here is a screenshot of the action:

The error message

{
  "status": 400,
  "message": "Recipients not set\r\nclientRequestId: df10ffe2....
} 

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Using flows

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Michael E. Gernaey 53,433 Super User 2025 Season 2 on at

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Hi,

Please share the flow run itself. Then look at the inputs and outputs of the action to make sure.

it is possible, that with all the changes lately its just bad luck, but let's make sure to reviewing the RUN that failed, versus the code that seems fine.

Also, in situations like this, to make my life easy, i put a compose above the action, and set it to the same value as your action. Then in the failed ones its easy to see what you passed.

When it fails, does it do any retries? And they all fail the same?

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rpersad 776 on at

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Hi @FLMike

Here is a screenshot of my entire flow. Basically when an item is created in the SharePoint list it initialize some variables and then grants access to the item to the user entered in the StudentName people picker field. The ID in the 'Grant access to an item or folder' action uses the SharePoint ID in the ID field and the StudentName Email in the Recipients field.

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abc 123 784 Moderator on at

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Flows are a half-baked pie full of inconsistent executions and results. Splash in CrowdStrike and throttling and anything can happen, or not, at anytime. With that, you'll want to include a slew of data scrubbing, error trapping, and reporting back what went wrong.

Use the "Condition" Action to test for incorrect/invalid values.

Use the "Configure Run After" setting to test for Action failures.

In all of my lists, I have a column called wfErrorLog where I write execution errors during an execution.

Email yourself when something doesn't execute as expected.

Without these, you'll be chasing phantoms and gremlins constantly.

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rpersad 776 on at

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Hi @GDSI sorry for this late reply as my account randomly was locked.

Do you have any material where it has tutorials with setting up a error reporting for flows?

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rpersad 776 on at

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When reviewing my flow I realized that the trigger "When an Item is created" is not retrieving the data from my SharePoint list. Therefore because the values return blank the "Recipients" property in the "Grant Access to an Item or Folder" action returns the error, "Recipients not set ....". A workaround I used to solve my problem was I added the "Get Items" action to retrieve the data.

Not sure if anyone has experienced this issue before where the "When an Item is created" trigger is not retrieving the data from a SharePoint list.

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