Fix Power Automate Approvals Showing Flow Owner Instead of Submitter

Learn how to easily fix Power Automate approval cards that show the flow creator's name instead of the actual Microsoft Forms or SharePoint submitter.

It can be frustrating when you set up an automated approval workflow, only to find that every request appears to come directly from you instead of the person who actually filled out the form. Fortunately, there is a straightforward workaround to ensure the correct submitter gets the credit and the approver has the right context.

Problem Description: Flow Owner Appears as Requester

When a user submits a Microsoft Form or adds a new item to a SharePoint list, the triggered Power Automate approval card is dispatched to a manager. However, the default "Requested by" field displays the name of the person who built the flow (the flow owner) rather than the employee who initiated the request. This creates confusion for approvers who need to know exactly who is asking for sign-off.

Quick Answer for Incorrect Approval Request Names

By default, the "Requested by" field cannot be directly reassigned to the form submitter because the flow authenticates using your personal connection. To fix this, you must insert the submitter's dynamic name or email from SharePoint or Forms directly into the "Title" or "Details" fields of the approval action.

Likely Causes Behind Approval Connection Context Issues

• Connection Context: Automated flows run in the background using the credentials (connection) of the person who created or authenticated the flow, making them the default system requester.
• Action Limitations: The standard "Start and wait for an approval" action automatically pulls the "Requested by" value from that active connection and does not natively allow overrides for automated triggers.
• Form Settings: If a Microsoft Form is set to allow anonymous responses, Power Automate has no user data to pull, defaulting entirely to the system connection owner.

Recommended Solution: Display the Actual Submitter

1. Open your workflow in Power Automate and click Edit.
2. Locate your Start and wait for an approval action block and click to expand it.
3. Click into the Title field. Type a clear subject, such as "Approval Request from ", and then select the Responders' Email (for Forms) or Created By DisplayName (for SharePoint) from the Dynamic Content menu.
4. Move to the Details field. Provide more context by typing: "This request was submitted by: " and inserting the Dynamic Content for the user's name or email again.
5. Save your flow and run a manual test by submitting a new form response to verify that the approver sees the correct name in the title and body of the card.

Alternative Solutions for Handling Approval Notifications

1. Use a Generic Service Account: If you want to stop your personal name from appearing in the "Requested by" field altogether, share the flow with a generic system account (e.g., "IT Approvals" or "HR Forms"). Log in with that account and update the Approval connection references so the requests come from the department rather than you personally.
2. Deploy Custom Adaptive Cards: Instead of using the standard built-in Approval action, use the "Post an Adaptive Card to a Teams channel and wait for a response" action. This advanced method allows you to completely customize the visual layout of the card, effectively removing the default "Requested by" line and strictly displaying the submitter's information.

Working with WPS Office: Documenting Workflow Data

While WPS Office cannot directly alter backend Microsoft Power Automate settings, it serves as an excellent, highly compatible alternative for managing the data that triggers these workflows. If you export your SharePoint lists or Microsoft Forms responses for auditing, you can easily open these CSV or Excel files in WPS Spreadsheet for deep data analysis. WPS Office provides full compatibility with Microsoft file formats, making it a lightweight, free desktop alternative for creating, editing, and saving your local documentation, flowcharts, and workflow planning files.

Prevention Tips for Form and Flow Design Practices

• Always plan your naming conventions in the Approval Title to include dynamic submitter data immediately upon flow creation.
• Ensure your Microsoft Form is configured to "Record name" in its settings. If it is set to "Anyone can respond," the response will be anonymous and you will not have a name variable to pass to the approval card.
• Test your automated flows using a secondary test account before deploying them company-wide to catch "Requested by" context errors early.

FAQs About Power Automate Approval Customization

Can I completely hide the "Requested by" field in standard Power Automate approvals?

No, the standard "Requested by" field is hardcoded into the default Approval card design and cannot be completely removed or hidden. The best practice is to clarify the actual submitter prominently in the Title and Details fields so the approver knows who the request is really for.

Why does the dynamic content for the submitter's name not appear in my list?

If you are using Microsoft Forms, ensure the form is restricted to people in your organization with the "Record name" option checked. For SharePoint triggers, ensure you are pulling the "Created By DisplayName" variable. If the trigger doesn't capture user credentials, the dynamic content will not be available.