Why do items created by an integration show my name instead of the real user's?

Short answer: Every action runs with the credentials of the connection owner, usually the person who built the integration. Use a service account with impersonation so items are created on behalf of the real user.

Why it happens

• An integration authenticates with the access key behind its connection. Items it creates show that account as the initiator, and failure emails go to it.
• If Update an item finds no item to update, the new item can land in the connection owner's drafts.

How to fix it

To create items as the real user:

1. Ask a Super Admin or IAM Admin to create a service account and an access key for it.
2. On the target flow, go to Manage > Security > Access controls > Impersonation, click Configure, and add the service account. See impersonation in service accounts.
3. In the integration, authenticate the action with a connection that uses the service account's access key.
4. In the action, for example Create and submit a new item, set Impersonate to Yes and map Impersonate User to the trigger's _created_by._id. See impersonating users using a service account.

The impersonated user must be a member of both flows. If not, the integration fails.

If you can't use impersonation:

1. Add a field such as "Requested by" to the target flow.
2. Map the source item's initiator into it.
3. Use that field in the form title so notifications show the right person.

To stop items landing in drafts:

1. Use Create and submit a new item when there's no existing item to update.
2. Use Update an item only when you have the target item's instance ID.