When a user name or e-mail is assigned to a user column like Modified By or Created By validation for existence is performed.

When a user name do not exist then by default the user name associated with the SharePoint Connection is used instead and a warning is issued.
You can specify a specific user name and validate that it in fact exist.
Also, you may use a Variable in place of a hard coded name.
For M365 you can choose to let non-existing user names pass through thereby preserving important metadata. (Allow any user name)

You can use a user mapping list to map any user any user.
When a job is running and a given user do not exist a lookup to the mapping list is performed to retrieve the user name to use in place.
If no replacement user name is found then a blank entry is added to the mapping list. You can then later update the blank entries to something else.

For M365 you can just let the name pass through.
(Se Specific to SharePoint Online (M365) below.)
You can even map to a name doe not exist thereby translating some less useful initials to a readable user name. This is very nice for for historic data created by users that no longer exist.

Specific to SharePoint Online (M365)
  • Apply user names that do NOT exist.
    You may use the option Allow any user name (Only O365) to allow any user name that do not exit to “pass through”. So basically you can use any string value as a user name when this option is selected. This is also true for creating a Folder or Document Set based on Variables or hard coded values. To dynamically enable this feature you can use a Variable having the value AcceptAllUsers@SharePoint
  • Notice that this feature can only function when a file is created or replaced and only supported in File Management
  • You may use the built system in user account app@sharepoint. You can select the SPO system, account from the Drop-Down-Menu


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