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

Update! June 13th, Community Ambassador Call for User Group Leaders and Super Users

Calling all Super Users & User Group Leaders   UPDATE:  We just wrapped up June's Community Ambassador monthly calls for Super Users and User Group Leaders. We had a fantastic call with lots of engagement. We are excited to share some highlights with you!    Big THANK YOU to our special guest Thomas Verhasselt, from the Copilot Studio Product Team for sharing how to use Power Platform Templates to achieve next generation growth.     A few key takeaways: Copilot Studio Cookbook Challenge:  Week 1 results are posted, Keep up the great work!Summer of Solutions:  Starting on Monday, June 17th. Just by providing solutions in the community, you can be entered to win tickets to Power Platform Community Conference.Super User Season 2: Coming SoonAll communities moving to the new platform end of July We also honored two different community members during the call, Mohamed Amine Mahmoudi and Markus Franz! We are thankful for both leaders' contributions and engagement with their respective communities. 🎉   Be sure to mark your calendars and register for the meeting on July 11th and stay up to date on all of the changes that are coming. Check out the Super User Forum boards for details.   We're excited to connect with you and continue building a stronger community together.   See you at the call!

Copilot Cookbook Challenge | Week 2 Results | Win Tickets to the Power Platform Conference

We are excited to announce the "The Copilot Cookbook Community Challenge is a great way to showcase your creativity and connect with others. Plus, you could win tickets to the Power Platform Community Conference in Las Vegas in September 2024 as an amazing bonus.   Two ways to enter: 1. Copilot Studio Cookbook Gallery:  https://aka.ms/CS_Copilot_Cookbook_Challenge 2. Power Apps Copilot Cookbook Gallery: https://aka.ms/PA_Copilot_Cookbook_Challenge   There will be 5 chances to qualify for the final drawing: Early Bird Entries: March 1 - June 2Week 1: June 3 - June 9Week 2: June 10 - June 16Week 3: June 17 - June 23Week 4: June 24 - June 30     At the end of each week, we will draw 5 random names from every user who has posted a qualifying Copilot Studio template, sample or demo in the Copilot Studio Cookbook or a qualifying Power Apps Copilot sample or demo in the Power Apps Copilot Cookbook. Users who are not drawn in a given week will be added to the pool for the next week. Users can qualify more than once, but no more than once per week. Four winners will be drawn at random from the total qualifying entrants. If a winner declines, we will draw again at random for the next winner.  A user will only be able to win once. If they are drawn multiple times, another user will be drawn at random. Prizes:  One Pass to the Power Platform Conference in Las Vegas, Sep. 18-20, 2024 ($1800 value, does not include travel, lodging, or any other expenses) Winners are also eligible to do a 10-minute presentation of their demo or solution in a community solutions showcase at the event. To qualify for the drawing, templates, samples or demos must be related to Copilot Studio or a Copilot feature of Power Apps, Power Automate, or Power Pages, and must demonstrate or solve a complete unique and useful business or technical problem. Power Automate and Power Pagers posts should be added to the Power Apps Cookbook. Final determination of qualifying entries is at the sole discretion of Microsoft. Weekly updates and the Final random winners will be posted in the News & Announcements section in the communities on July 29th, 2024. Did you submit entries early?  Early Bird Entries March 1 - June 2:  If you posted something in the "early bird" time frame complete this form: https://aka.ms/Copilot_Challenge_EarlyBirds if you would like to be entered in the challenge.   Week 1 Results:  Congratulations to the Week 1 qualifiers, you are being entered in the random drawing that will take place at the end of the challenge. Copilot Cookbook Gallery:Power Apps Cookbook Gallery:1.  @Mathieu_Paris 1.   @SpongYe 2.  @Dhanush 2.   @Deenuji 3.  n/a3.   @Nived_Nambiar  4.  n/a4.   @ManishSolanki 5.  n/a5.    n/a   Week 2 Results:  Congratulations to the Week 2 qualifiers, you are being entered in the random drawing that will take place at the end of the challenge. Copilot Cookbook Gallery:Power Apps Cookbook Gallery:1. Kasun_Pathirana1. ManishSolanki2. cloudatica2. madlad3. n/a3. SpongYe4. n/a4. n/a5. n/a5. n/a

Win free tickets to the Power Platform Conference | Summer of Solutions

We are excited to announce the Summer of Solutions Challenge!    This challenge is kicking off on Monday, June 17th and will run for (4) weeks.  The challenge is open to all Power Platform (Power Apps, Power Automate, Copilot Studio & Power Pages) community members. We invite you to participate in a quest to provide solutions to as many questions as you can. Answers can be provided in all the communities.    Entry Period: This Challenge will consist of four weekly Entry Periods as follows (each an “Entry Period”)   - 12:00 a.m. PT on June 17, 2024 – 11:59 p.m. PT on June 23, 2024 - 12:00 a.m. PT on June 24, 2024 – 11:59 p.m. PT on June 30, 2024 - 12:00 a.m. PT on July 1, 2024 – 11:59 p.m. PT on July 7, 2024 - 12:00 a.m. PT on July 8, 2024 – 11:59 p.m. PT on July 14, 2024   Entries will be eligible for the Entry Period in which they are received and will not carryover to subsequent weekly entry periods.  You must enter into each weekly Entry Period separately.   How to Enter: We invite you to participate in a quest to provide "Accepted Solutions" to as many questions as you can. Answers can be provided in all the communities. Users must provide a solution which can be an “Accepted Solution” in the Forums in all of the communities and there are no limits to the number of “Accepted Solutions” that a member can provide for entries in this challenge, but each entry must be substantially unique and different.    Winner Selection and Prizes: At the end of each week, we will list the top ten (10) Community users which will consist of: 5 Community Members & 5 Super Users and they will advance to the final drawing. We will post each week in the News & Announcements the top 10 Solution providers.  At the end of the challenge, we will add all of the top 10 weekly names and enter them into a random drawing.  Then we will randomly select ten (10) winners (5 Community Members & 5 Super Users) from among all eligible entrants received across all weekly Entry Periods to receive the prize listed below. If a winner declines, we will draw again at random for the next winner.  A user will only be able to win once overall. If they are drawn multiple times, another user will be drawn at random.  Individuals will be contacted before the announcement with the opportunity to claim or deny the prize.  Once all of the winners have been notified, we will post in the News & Announcements of each community with the list of winners.   Each winner will receive one (1) Pass to the Power Platform Conference in Las Vegas, Sep. 18-20, 2024 ($1800 value). NOTE: Prize is for conference attendance only and any other costs such as airfare, lodging, transportation, and food are the sole responsibility of the winner. Tickets are not transferable to any other party or to next year’s event.   ** PLEASE SEE THE ATTACHED RULES for this CHALLENGE**

Celebrating the June Super User of the Month: Markus Franz

Markus Franz is a phenomenal contributor to the Power Apps Community. Super Users like Markus inspire others through their example, encouragement, and active participation.    The Why: "I do this to help others achieve what they are trying to do. As a total beginner back then without IT background I know how overwhelming things can be, so I decided to jump in and help others. I also do this to keep progressing and learning myself." Thank you, Markus Franz, for your outstanding work! Keep inspiring others and making a difference in the community! 🎉  Keep up the fantastic work! 👏👏 Markus Franz | LinkedIn  Power Apps: mmbr1606  

Your Moment to Shine: 2024 PPCC’s Got Power Awards Show

For the third year, we invite you, our talented community members, to participate in the grand 2024 Power Platform Community Conference's Got Power Awards. This event is your opportunity to showcase solutions that make a significant business impact, highlight extensive use of Power Platform products, demonstrate good governance, or tell an inspirational story. Share your success stories, inspire your peers, and show off some hidden talents.  This is your time to shine and bring your creations into the spotlight!  Make your mark, inspire others and leave a lasting impression. Sign up today for a chance to showcase your solution and win the coveted 2024 PPCC’s Got Power Award. This year we have three categories for you to participate in: Technical Solution Demo, Storytelling, and Hidden Talent.      The Technical solution demo category showcases your applications, automated workflows, copilot agentic experiences, web pages, AI capabilities, dashboards, and/or more. We want to see your most impactful Power Platform solutions!  The Storytelling category is where you can share your inspiring story, and the Hidden Talent category is where your talents (such as singing, dancing, jump roping, etc.) can shine! Submission Details:  Fill out the submission form https://aka.ms/PPCCGotPowerSignup by July 12th with details and a 2–5-minute video showcasing your Solution impact. (Please let us know you're coming to PPCC, too!)After review by a panel of Microsoft judges, the top storytellers will be invited to present a virtual demo presentation to the judges during early August. You’ll be notified soon after if you have been selected as a finalist to share your story live at PPCC’s Got Power!  The live show will feature the solution demos and storytelling talents of the top contestants, winner announcements, and the opportunity to network with your community.  It's not just a showcase for technical talent and storytelling showmanship, show it's a golden opportunity to make connections and celebrate our Community together! Let's make this a memorable event! See you there!   Mark your calendars! Date and Time: Thursday, Sept 19th Location: PPCC24 at the MGM Grand, Las Vegas, NV 

Tuesday Tip | Accepting Solutions

It's time for another TUESDAY TIPS, your weekly connection with the most insightful tips and tricks that empower both newcomers and veterans in the Power Platform Community! Every Tuesday, we bring you a curated selection of the finest advice, distilled from the resources and tools in the Community. Whether you’re a seasoned member or just getting started, Tuesday Tips are the perfect compass guiding you across the dynamic landscape of the Power Platform Community.   To enhance our collaborative environment, it's important to acknowledge when your question has been answered satisfactorily. Here's a quick guide on how to accept a solution to your questions: Find the Helpful Reply: Navigate to the reply that has effectively answered your question.Accept as Solution: Look for the "Accept as Solution" button or link, usually located at the bottom of the reply.Confirm Your Selection: Clicking this button may prompt you for confirmation. Go ahead and confirm that this is indeed the solution.Acknowledgment: Once accepted, the reply will be highlighted, and the original post will be marked as "Solved". This helps other community members find the same solution quickly. By marking a reply as an accepted solution, you not only thank the person who helped you but also make it easier for others with similar questions to find answers. Let's continue to support each other by recognizing helpful contributions. 

Users online (4,755)