Opened by is empty on sctask using flow designer

[Gemma Jacobs]

Hi everyone, 

I'm new to using flow and got everything in my flow working correctly but Opened by is coming up empty on the task form. Has anyone else experienced this before? Attached is an example of the flow.

thanks in advance for any feedback you can provide!

Gemma

[Benjamin A · Accepted solution]

Hello @Gemma Jacobs, 

When a flow is run as System User, the Opened By field will not be populated as there is no user who actually opened it.

To check/configure how your flow is running, click the ellipses in the top right of the window, select properties, and look at the Run As field. If this is set to System User, the behavior you are seeing is expected. If you use the User who initiates the session I believe that the Opened By will be populated.

You could also populate the field yourself when creating the catalog task on step four by using a data pill from the request trigger.

[Benjamin A · Accepted solution]

Hello @Gemma Jacobs, 

When a flow is run as System User, the Opened By field will not be populated as there is no user who actually opened it.

To check/configure how your flow is running, click the ellipses in the top right of the window, select properties, and look at the Run As field. If this is set to System User, the behavior you are seeing is expected. If you use the User who initiates the session I believe that the Opened By will be populated.

You could also populate the field yourself when creating the catalog task on step four by using a data pill from the request trigger.

[Gemma Jacobs · Accepted solution]

@Benjamin A Thank you so much! I will test that out now. I thought we were supposed to set it up as system user and guess I was confused. Thanks 

[Benjamin A]

I would also recommend setting up the flow to run as a system user as the user who initiates the session may not always have the permissions necessary to perform the actions in the flow. Instead of running as the user who initiates the session, I would use the second method I mentioned of setting the Opened By field using a data pill from a previous step or trigger.

This article has some more information about the difference between the two options.

[Mallidi Suma]

Hi @Gemma Jacobs ,

In OOB automatically Requested Item Opened By is filled with the name who actually raised the Ticket. So you can use that requested item data pill when you are creating a new Catalog Task.

In order to use the Requested Item Data Pill.

1. Go to Trigger -> click on Requested Item -> and then navigate to its Opened By.

2. Go to Create Catalog Task -> click on select on a field and select Opened By and drop you previously selected Opened By.

I would suggest you go with System User in the Run As. 

When flows run as the user initiates the session, the system limits flow actions by user ACL restrictions. Ensure that security restrictions don't prevent users who trigger the flow from performing flow actions. Flows run by the initiating user also respect user-specific settings such as date/time formats.

Because of this fact, it won't create a Catalog Task in the Requested Item, usually end users don't have to write access or create catalog tasks.

Please mark my answer as helpful and accept it as a solution, if it helps!!

Thanks & Regards,

Suma.