When an approval flow in SharePoint or Power Automate sends the request email to the wrong manager, the approval process breaks and causes confusion. This problem usually occurs because the flow is reading the wrong manager field, the user profile data is outdated, or the flow logic uses a static email address instead of a dynamic manager lookup. This article explains why the flow picks the wrong manager and provides step-by-step fixes to correct the manager assignment and email routing.
Key Takeaways: Fixing Approval Flow Manager Mismatch
- Power Automate > Approval action > Assigned to: The dynamic content field that pulls the manager email from the user profile must match the correct manager attribute.
- SharePoint admin center > User profiles > Manage user properties: The Manager property must be populated and up to date for each user in the organization.
- Flow action > Get manager (V2): Use this dedicated connector action to reliably retrieve the manager email instead of using a custom SharePoint list lookup.
Why the Approval Flow Sends to the Wrong Manager
The root cause is almost always a mismatch between the manager field the flow reads and the actual manager the requestor expects. Power Automate approval flows typically use the Assigned to field in the Start and wait for an approval action. If this field contains a static email address, a SharePoint list column named Manager, or a user profile property that is outdated or blank, the flow sends the approval to the wrong person.
Common Data Sources That Cause Wrong Manager Assignment
Three data sources are most often misconfigured:
- Static email hardcoded in the flow: A flow designer typed a specific email address instead of using dynamic content. This email never updates when the manager changes.
- SharePoint list column named Manager: The flow reads a text or person column from the SharePoint list. If the list column is not maintained, it contains old data or the wrong person.
- Azure AD manager property is empty or wrong: The flow uses the Get manager (V2) action, but the user profile in Azure Active Directory has no manager assigned or has an incorrect manager.
Steps to Correct the Manager Email in the Approval Flow
Follow these steps in order. Start by checking the flow logic, then verify the user profile data.
- Open the flow in Power Automate
Go to Power Automate, select My flows, and open the approval flow that sends emails to the wrong manager. Click Edit to view the flow steps. - Locate the Start and wait for an approval action
Find the action named Start and wait for an approval or Start an approval. Click on it to expand its settings. - Check the Assigned to field
In the Assigned to field, look at the content. If you see a static email address like manager@contoso.com, that is the problem. Delete it. If you see dynamic content like Manager Email or Approver, note the exact field name. - Replace static email with dynamic manager lookup
Click inside the Assigned to field. From the dynamic content panel, select Get manager (V2) Email if the flow already has a Get manager action. If not, add a new action before the approval step: search for Get manager (V2), select it, and set the User (UPN) field to the requestor email. Then use the output Email from that action in the Assigned to field. - Verify the Manager property in Azure AD
Open the Microsoft 365 admin center, go to Users > Active users. Select the requestor whose flow sends to the wrong manager. Click Manage contact information and scroll to Manager. Ensure a manager is assigned. If not, click Edit and choose the correct manager. Save the change. - Wait for profile sync and test the flow
After updating the manager in Azure AD, wait 15 to 30 minutes for the change to sync to SharePoint and Power Automate. Then run the flow with a test item. Check the email recipient.
If the Approval Flow Still Emails the Wrong Manager
Flow Uses a SharePoint List Column That Contains an Old Manager Name
If the flow reads a person or text column from the SharePoint list, the data in that column might be outdated. Open the SharePoint list, find the item that triggered the flow, and check the Manager column. If it shows a different person than the current manager, update the column value. Alternatively, change the flow to use the Get manager (V2) action instead of reading the SharePoint column.
Multiple Approval Steps and the Wrong Step Is Sending the Email
Some flows have multiple approval stages. The first stage might go to the correct manager, but the second stage sends to a static email. Review every Start and wait for an approval action in the flow. Each one must use the correct dynamic manager lookup.
User Profile in SharePoint Is Not Synced with Azure AD
SharePoint maintains its own user profile store. If the manager was changed in Azure AD but the SharePoint user profile has not synced, the flow may still read the old manager. Run a profile sync from the SharePoint admin center: go to Admin centers > SharePoint > User profiles > Manage user profiles. Find the user and click Sync to force an update.
Flow Data Source Comparison for Manager Lookup
| Item | Static Email in Flow | SharePoint List Column | Get manager (V2) Action |
|---|---|---|---|
| Data source | Hardcoded in flow | SharePoint list item | Azure AD user profile |
| Updates automatically | No | No | Yes |
| Maintenance required | Manual edit each time manager changes | User must update list column | None after initial setup |
| Best for | Testing only | Small teams with manual updates | Production flows with frequent manager changes |
To permanently fix the issue, always use the Get manager (V2) action combined with the user principal name of the requestor. This ensures the flow always reads the current manager from Azure AD. Check the Assigned to field in every approval action in your flow. Update the manager property in Azure AD for any user whose profile is missing a manager. After these changes, test the flow to confirm the email reaches the correct manager.