cancel
Showing results for 
Search instead for 
Did you mean: 
Reply
ZeroCool
New Member

Create a flow for shared mailbox

Is it possible to create a flow that would trigger when a new mail comes on a shared mailbox?

 

I've seen several posts in here that people got it to work, but I don't understand how to set it up.

I've tried the "reset password" on a shared mailbox but could never login using the shared box credentials.

 

What am I missing? Is the feature supported?

40 REPLIES 40
ZeroCool
New Member

I made it work, thanks to some other posts on this forum!

Can you link the post that your are referring to here?

 

I may need it too.

Emilio Rinaudo
HallieG
Helper II
Helper II

Hi,

Can please explain how you managed to get the shared mailbox feature to work with flow. 

 

Anonymous
Not applicable

U just need to setup a new connection with the credentials from your shared mailbox.

 

I also did it and now i can use the Outlook Office 365 service with 2 accounts.

 

1 personal and the other the shared mailbox.

 

If u dont have a password set for your shared mailbox, just set it in Office 365.

U can see the user that is linked to the shared mailbox in Office 365, Active Users

Then Set password.

 

At new connection set: emailadres of sharedmailbox en fill in the password.

Done....

miliscm
Advocate I
Advocate I

1. You log on to the flow with your account.

2. Go to the connection settings and click Create connection.

3. Create a connection with Outlook 365 using shared box login and password.

4. When you have the flow ready, make the connection change in the send step as shown in the image

tela flow.JPG

 

davidlwise
Advocate I
Advocate I

Everything in this post talks about signing on with a shared mailbox password, but here it is in Microsoft's own words:

 

Shared mailboxes in Office 365 Exchange Online allow a group of users to view and send e-mail from a common mailbox. A shared mailbox: doesn't have a username and password, so users cannot log on to it directly. A user must sign in to his/her own mailbox and then open the shared mailbox using Send As permissions.

 

So I ask the same question.  How can you get a flow to monitor a shared mailbox.  The word "password" in connection with that shared mailbox has no place in the correct answer.

Anonymous
Not applicable

I have the same issue. Only my main mailbox folders is visible for Flow. Adding new connection does not help, even if I enter shared mailbox adress as login it will just create duplicated connection of my main mailbox.
Outlook rules are also running only manually in that mailbox (had idea to just dump needed mails to my main account) so I do not have options how to automate this process.

Any news on this topic? I am also interested in creating a flow that triggers when a email is received in a shared mailbox.

I believe the previous poster must be using an Office 365 User, since they would have a login. I do not see a way to assign a shared mailbox a password and believe @davidlwise is correct with his statements. 

 

Does this mean that we would have to shift Shared Mailboxes to actual users? Or could we set up an auto forwarding rule that if it comes into sharedmailbox@email.com to direct to a slave users email which would then allow us to login to Flow as a connection?

Anonymous
Not applicable

The only reason why I needed shared mailbox was to have dedicated mailbox for scheduled reports and so they can be later redirected to sharepoint site using MS Flow. And.. I am not able to do it.

Anonymous
Not applicable

I was just able to complete this sucessfully, if you are an O365 admin simply go to the admin portal, search for the shared mailbox and click the reset password option. Obviously the shared mailbox doesnt have a PW but doing this will allow you to use the pw you reset it as to be used to connect in Flow. 


You can see the reset pw option here
flow.PNG

That is a regular User. If you go to Groups and then Shared Mailbox, you will see when clicking on one that it only has Delete up in the top there. You also do not have an area to assign Product Licenses. 

Anonymous
Not applicable

This isn't a regular user I promise. I can send screenshots if need be, but take my word for it thats a shared mailbox in my previous post. Don't go to groups in the admin portal, click on the home tab, then use the search bar there. For whatever reason those options only populate when searching for it this way. I'm not sure if this is reliable but I just wanted to share my process because I was able to get it working fairly quick. 

flow2.PNG

Anonymous
Not applicable

I forgot to mention one last thing. Microsoft now has a flow template that is in preview mode for emails in shared mailboxes not sure if the password reset or the template allowed the process to work. 

Also note that in my flow as a connector my account is listed as the connection, not the shared mailbox. But everything is working as intended. 
flow3.PNG

I stand corrected. However, it looks as though you can find any shared mailbox as a User if you search for the email in Users. I created one the other day and it is showing up if i search for the email under Users. 

Anonymous
Not applicable

Hi, 

 

You should be able to enter the shared email address in "New email in shared mailbox" trigger. Be sure to delete a semi colon if it is added automatically by Flow. When I removed the semicolon I had access to all the shared mailbox folders and subfolders.

Nevermind I see this was already answered above

Just created a flow sucessfully on a true shared mailbox using the (now out of preview) trigger option that austin has found.

 

Works great!

Hi Nelia 

 

Thanks for your post 

 

Removing the semicolon (;) after the mailbox address gave me access to the folders on the shared inbox

 

This is one of those tricks "tick the box" to work properly

Helpful resources

Announcements

Exclusive LIVE Community Event: Power Apps Copilot Coffee Chat with Copilot Studio Product Team

It's time for the SECOND Power Apps Copilot Coffee Chat featuring the Copilot Studio product team, which will be held LIVE on April 3, 2024 at 9:30 AM Pacific Daylight Time (PDT).     This is an incredible opportunity to connect with members of the Copilot Studio product team and ask them anything about Copilot Studio. We'll share our special guests with you shortly--but we want to encourage to mark your calendars now because you will not want to miss the conversation.   This live event will give you the unique opportunity to learn more about Copilot Studio plans, where we’ll focus, and get insight into upcoming features. We’re looking forward to hearing from the community, so bring your questions!   TO GET ACCESS TO THIS EXCLUSIVE AMA: Kudo this post to reserve your spot! Reserve your spot now by kudoing this post.  Reservations will be prioritized on when your kudo for the post comes through, so don't wait! Click that "kudo button" today.   Invitations will be sent on April 2nd.Users posting Kudos after April 2nd at 9AM PDT may not receive an invitation but will be able to view the session online after conclusion of the event. Give your "kudo" today and mark your calendars for April 3, 2024 at 9:30 AM PDT and join us for an engaging and informative session!

Tuesday Tip: Unlocking Community Achievements and Earning Badges

TUESDAY TIPS are our way of communicating helpful things we've learned or shared that have helped members of the Community. Whether you're just getting started or you're a seasoned pro, Tuesday Tips will help you know where to go, what to look for, and navigate your way through the ever-growing--and ever-changing--world of the Power Platform Community! We cover basics about the Community, provide a few "insider tips" to make your experience even better, and share best practices gleaned from our most active community members and Super Users.   With so many new Community members joining us each week, we'll also review a few of our "best practices" so you know just "how" the Community works, so make sure to watch the News & Announcements each week for the latest and greatest Tuesday Tips!     THIS WEEK'S TIP: Unlocking Achievements and Earning BadgesAcross the Communities, you'll see badges on users profile that recognize and reward their engagement and contributions. These badges each signify a different achievement--and all of those achievements are available to any Community member! If you're a seasoned pro or just getting started, you too can earn badges for the great work you do. Check out some details on Community badges below--and find out more in the detailed link at the end of the article!       A Diverse Range of Badges to Collect The badges you can earn in the Community cover a wide array of activities, including: Kudos Received: Acknowledges the number of times a user’s post has been appreciated with a “Kudo.”Kudos Given: Highlights the user’s generosity in recognizing others’ contributions.Topics Created: Tracks the number of discussions initiated by a user.Solutions Provided: Celebrates the instances where a user’s response is marked as the correct solution.Reply: Counts the number of times a user has engaged with community discussions.Blog Contributor: Honors those who contribute valuable content and are invited to write for the community blog.       A Community Evolving Together Badges are not only a great way to recognize outstanding contributions of our amazing Community members--they are also a way to continue fostering a collaborative and supportive environment. As you continue to share your knowledge and assist each other these badges serve as a visual representation of your valuable contributions.   Find out more about badges in these Community Support pages in each Community: All About Community Badges - Power Apps CommunityAll About Community Badges - Power Automate CommunityAll About Community Badges - Copilot Studio CommunityAll About Community Badges - Power Pages Community

Tuesday Tips: Powering Up Your Community Profile

TUESDAY TIPS are our way of communicating helpful things we've learned or shared that have helped members of the Community. Whether you're just getting started or you're a seasoned pro, Tuesday Tips will help you know where to go, what to look for, and navigate your way through the ever-growing--and ever-changing--world of the Power Platform Community! We cover basics about the Community, provide a few "insider tips" to make your experience even better, and share best practices gleaned from our most active community members and Super Users.   With so many new Community members joining us each week, we'll also review a few of our "best practices" so you know just "how" the Community works, so make sure to watch the News & Announcements each week for the latest and greatest Tuesday Tips!   This Week's Tip: Power Up Your Profile!  🚀 It's where every Community member gets their start, and it's essential that you keep it updated! Your Community User Profile is how you're able to get messages, post solutions, ask questions--and as you rank up, it's where your badges will appear and how you'll be known when you start blogging in the Community Blog. Your Community User Profile is how the Community knows you--so it's essential that it works the way you need it to! From changing your username to updating contact information, this Knowledge Base Article is your best resource for powering up your profile.     Password Puzzles? No Problem! Find out how to sync your Azure AD password with your community account, ensuring a seamless sign-in. No separate passwords to remember! Job Jumps & Email Swaps Changed jobs? Got a new email? Fear not! You'll find out how to link your shiny new email to your existing community account, keeping your contributions and connections intact. Username Uncertainties Unraveled Picking the perfect username is crucial--and sometimes the original choice you signed up with doesn't fit as well as you may have thought. There's a quick way to request an update here--but remember, your username is your community identity, so choose wisely. "Need Admin Approval" Warning Window? If you see this error message while using the community, don't worry. A simple process will help you get where you need to go. If you still need assistance, find out how to contact your Community Support team. Whatever you're looking for, when it comes to your profile, the Community Account Support Knowledge Base article is your treasure trove of tips as you navigate the nuances of your Community Profile. It’s the ultimate resource for keeping your digital identity in tip-top shape while engaging with the Power Platform Community. So, dive in and power up your profile today!  💪🚀   Community Account Support | Power Apps Community Account Support | Power AutomateCommunity Account Support | Copilot Studio  Community Account Support | Power Pages

Super User of the Month | Chris Piasecki

In our 2nd installment of this new ongoing feature in the Community, we're thrilled to announce that Chris Piasecki is our Super User of the Month for March 2024. If you've been in the Community for a while, we're sure you've seen a comment or marked one of Chris' helpful tips as a solution--he's been a Super User for SEVEN consecutive seasons!   Since authoring his first reply in April 2020 to his most recent achievement organizing the Canadian Power Platform Summit this month, Chris has helped countless Community members with his insights and expertise. In addition to being a Super User, Chris is also a User Group leader, Microsoft MVP, and a featured speaker at the Microsoft Power Platform Conference. His contributions to the new SUIT program, along with his joyous personality and willingness to jump in and help so many members has made Chris a fixture in the Power Platform Community.   When Chris isn't authoring solutions or organizing events, he's actively leading Piasecki Consulting, specializing in solution architecture, integration, DevOps, and more--helping clients discover how to strategize and implement Microsoft's technology platforms. We are grateful for Chris' insightful help in the Community and look forward to even more amazing milestones as he continues to assist so many with his great tips, solutions--always with a smile and a great sense of humor.You can find Chris in the Community and on LinkedIn. Thanks for being such a SUPER user, Chris! 💪 🌠  

Find Out What Makes Super Users So Super

We know many of you visit the Power Platform Communities to ask questions and receive answers. But do you know that many of our best answers and solutions come from Community members who are super active, helping anyone who needs a little help getting unstuck with Business Applications products? We call these dedicated Community members Super Users because they are the real heroes in the Community, willing to jump in whenever they can to help! Maybe you've encountered them yourself and they've solved some of your biggest questions. Have you ever wondered, "Why?"We interviewed several of our Super Users to understand what drives them to help in the Community--and discover the difference it has made in their lives as well! Take a look in our gallery today: What Motivates a Super User? - Power Platform Community (microsoft.com)

March User Group Update: New Groups and Upcoming Events!

  Welcome to this month’s celebration of our Community User Groups and exciting User Group events. We’re thrilled to introduce some brand-new user groups that have recently joined our vibrant community. Plus, we’ve got a lineup of engaging events you won’t want to miss. Let’s jump right in: New User Groups   Sacramento Power Platform GroupANZ Power Platform COE User GroupPower Platform MongoliaPower Platform User Group OmanPower Platform User Group Delta StateMid Michigan Power Platform Upcoming Events  DUG4MFG - Quarterly Meetup - Microsoft Demand PlanningDate: 19 Mar 2024 | 10:30 AM to 12:30 PM Central America Standard TimeDescription: Dive into the world of manufacturing with a focus on Demand Planning. Learn from industry experts and share your insights. Dynamics User Group HoustonDate: 07 Mar 2024 | 11:00 AM to 01:00 PM Central America Standard TimeDescription: Houston, get ready for an immersive session on Dynamics 365 and the Power Platform. Connect with fellow professionals and expand your knowledge. Reading Dynamics 365 & Power Platform User Group (Q1)Date: 05 Mar 2024 | 06:00 PM to 09:00 PM GMT Standard TimeDescription: Join our virtual meetup for insightful discussions, demos, and community updates. Let’s kick off Q1 with a bang! Leaders, Create Your Events!  Leaders of existing User Groups, don’t forget to create your events within the Community platform. By doing so, you’ll enable us to share them in future posts and newsletters. Let’s spread the word and make these gatherings even more impactful! Stay tuned for more updates, inspiring stories, and collaborative opportunities from and for our Community User Groups.   P.S. Have an event or success story to share? Reach out to us – we’d love to feature you!

Users online (4,920)