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Anonymous
Not applicable

Creating a flow that sends emails on behalf of another user

Hey everybody!

 

I'm having some trouble in a flow that I created with objective to send a file (my trigger) attached in an email. Today I send this emails using my email address, but I want to change this address for a different address.

I already shared all the flows with the user and changed the field "send as", but the flow doesn't work and I have received notifications with the message:

 
 
 

Does anybody know how I can ask for this permission without the need of this person enter in each flow?

 

Thank you in advance,

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Pstork1
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Most Valuable Professional

I think we are talking about two different problems here.

 

1) How to transfer ownership of a Flow, and its connections, to another user.  For that I'm sorry but there is no simple way to do that.  You either need to change its connection or export the Flow and have them import it and create new connections during the import.

 

2) How to send an email in a Flow without changing the connection but have the email come from another user's mailbox. That can be done by changing the FROM field, under advanced options, in the Send an Email V2 action.  But for that to work the maker of the Flow must have Send As permission to the mailbox the email should come from.  That can be assigned by an Exchange Administrator or the person who owns the mailbox. This approach doesn't change ownership of the flow, only where the email comes from.



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Anonymous
Not applicable

The picture goes bellow:

 

PRINT FLOW ERRO.png

 

 

 

 

Thank you!

ScottShearer
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Most Valuable Professional

@Anonymous 

The user need to grant you send as access and they can do so through the Outlook client.  Once they do so, you won't need to logon as them and won't need their credentials.

 

 

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Scott
Pstork1
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First, you are using an older version of the SendEmail action that has been deprecated due to changes in the Outlook APIs. You should be using the current Send an Email action, although it doesn't contain the ability to set a From address in the action.  Instead the user who is going to run the flow needs to take ownership of it and change the connection to run in their account.  That will send the email from them.  Even if you get the permissions, the action you are using is going to break soon since the APIs are changing. So I would switch now to the new action to make sure it works without requiring troubleshooting in the future.



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Anonymous
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@ScottShearer 

 

Do you know if there is a tutorial that shows with more details the procedure?

Anonymous
Not applicable

@Pstork1 

 

I found only the "Send an Email (V2)". Is that action, right?

 

Thank you for the answer and  warning!

ScottShearer
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@Anonymous 

Correct  - Send an email (V2)

 

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Scott
Pstork1
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You can disregard my earlier comments.  Microsoft has reverted the Send an Email V2 back to the previous version that does include the ability to change the From address. This was removed a month or two ago, but now its back under Advanced settings. To use that you will need to get an administrator or the owner of the mailbox to give you Send As permission for the mailbox.  Otherwise changing the From will not work.



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Anonymous
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@Pstork1 

 

This is exactly the problem. I am the flows administrator but I can't find a simple way to transfer the send to another user without having to change the conections manually one by one.

Pstork1
Most Valuable Professional
Most Valuable Professional

I think we are talking about two different problems here.

 

1) How to transfer ownership of a Flow, and its connections, to another user.  For that I'm sorry but there is no simple way to do that.  You either need to change its connection or export the Flow and have them import it and create new connections during the import.

 

2) How to send an email in a Flow without changing the connection but have the email come from another user's mailbox. That can be done by changing the FROM field, under advanced options, in the Send an Email V2 action.  But for that to work the maker of the Flow must have Send As permission to the mailbox the email should come from.  That can be assigned by an Exchange Administrator or the person who owns the mailbox. This approach doesn't change ownership of the flow, only where the email comes from.



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Anonymous
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I have a similar situation but I need it to send from the mailbox of the responder of the form. This responder is part of the organization.

 

My flow is triggered when a new responder responded the form for End of day report. A new item will be added to excel. The idea is to send the responder's response to his manager using his mailbox instead of the flow creator's mailbox.

 

How can this be achieved?

Pstork1
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Please post this as a new question rather than a response to an already solved post.  You'll get more responses that way.



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sjhong1
New Member

i successful.

i changed the outlook (v2) connection to delegate right.

Your answer here helped clear up a similar question I had, but I had a follow-up question to the Part 2 of your answer:

 

In the "From" field of my Send an Email V2 action, I have my Flow pulling email addresses from a Sharepoint List with the email addresses of people in my organization. It seems like they are not sending, since, as you stated, I do not have Send As permission. In addition to the answer you provided, could I do the following?:

 

Add all users in my organization as owners, then have them go in and add their emails as connections to the Send an Email V2 action. 

 

Would this allow me to send on their behalf, or do connections only allow the Send As to be from whoever is checked as the current connection?

 

Thanks in advance for your help!

Pstork1
Most Valuable Professional
Most Valuable Professional

No that won't help with the send on behalf permission issue.  If they are owners of the flow, but the flow is using an automated trigger it will still run in the context of the maker of the flow.  If its using a manual trigger then it will run in the context of the individual user.  Whatever context it is running in that is the user who needs the send on behalf of permission.



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Sorry as I know this is an old post, but how does one grant permission to a distribution group email that was set up to "send as behalf?"

 

For example, we set up mygroup@mycompany.com which sends to a number of users.  Currently, we see "You are not authorized to send mail on behalf of the specified sending account"

Pstork1
Most Valuable Professional
Most Valuable Professional

Each user that will run the flow must be given Run on Behalf of permission to the Mygroup mailbox.  That's done in Exchange online or in the mailbox itself.  But it has to be a mailbox, not a distribution group.  Distribution groups can't send email, but Email can be sent to them.



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ScoobsNZ
New Member

Hi @Pstork1 

 

I understand this post is now over a year old.

 

Here are 3 Images of my Flow:

1) Screenshot 2024-06-13 at 4.44.33 PM.png

 

2) Screenshot 2024-06-13 at 4.45.02 PM.png

 In the From (Send As) Section I have put the responders email from the Form. What I need to do is send this email not from my account but from the Systems account. I can change my connections to this account. I am just not sure how I set this up to send on behalf of the responder email in Exchange.

 

Any assistance would be great.

 

Thanks

Andrew

Pstork1
Most Valuable Professional
Most Valuable Professional

To Send an email as someone else from a specific mailbox the person in the From column needs to have "Send as" permission to the mailbox being used. Doing that with a number of responder accounts really isn't practical because it requires granting permission to the mailbox to all those people. There is no way to get around that requirement. Most people set the mail to come from a specific service account rather than trying to send it on behalf of each responder.



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