I am trying to set up a GDPR compliant contact form on a site and have been considering the use of an embedded Office 365 form, combined with an Office 365 Group and associated mailbox open to external senders. The group is private and visible only to all our enquiry handler team. The contact form will simply ask for the enquirers email, name, subject and question. I would like Flow to then send this securely to the groups conversation/mailbox. We can then reply to the individual’s enquiry from within Outlook Online or Outlook Desktop - every member of the group having 'send as' permissions for the Group so responses are sent from the group's email address, and not their individual work emails.
I am aware that flow allows me to send a notification email upon receipt of a form submission, and that I can include any of the form's fields within this email. I could therefore send a similar email to the Group email address. However, I do not believe that would be GDPR compliant, given the issues with security of data transit over email.
What I envisage is Flow being able to achieve this securely through the Office 365 Group REST API. However, I don't know if an action exists that does this? It also seems silly, if such functionality is possible, to then be storing the form submissions within an Excel sheet. Is it therefore possible for Flow to delete the record after adding it to the Group mailbox/or simply tell Forms to stop storing a copy of responses in an Excel Spreadsheet (GDPR being all about how you store sensitive info)? I am aware there are other tools out there that are set up for enquiry handling. However, we only handle about 5 enquiries a week for a small project and it would be good if we can leverage the Office 365 tools we're paying for.
Hi @ eddie89,
Do you want to use the Office 365 Group REST API to achieve your securely requirement?
You could refer to link below to learn more abou the custom connectors in Microsoft Flow:
Please make a test on your side to see if your requirement could be achieved.
Have you had a chance to apply @v-yuazh-msft‘s recommendation to adapt your Flow? If yes, and you find that solution to be satisfactory, please go ahead and click “Accept as Solution” so that this thread will be marked for other users to easily identify!
Thank you for being an active member of the Flow Community!
Flow Community Manager
We've updated and improved the layout and uploading format of the Power Automate Cookbook!
Fill out a quick form to claim your user group badge now!
We've given our badges an overhaul and also added some brand new ones!
Learn how to build the business apps that you need.
Find out where you can attend!
Watch & learn from the Power Automate Community Video Gallery!