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?

38 REPLIES 38
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

Power Platform Connections Ep 15 | L. Baybutt | Thursday, 1 June 2023

Episode Fifteen of Power Platform Connections sees David Warner and Hugo Bernier talk to Microsoft MVP Lewis Baybutt aka Low Code Lewis, alongside the latest news and community blogs.   Use the hashtag #PowerPlatformConnects on social media for a chance to have your work featured on the show.        Action requested: Feel free to provide feedback on how we can make our community more inclusive and diverse.  This episode premiers live on our YouTube at 12pm PST on Thursday 1st June 2023.  Video series available at Power Platform Community YouTube channel.    Upcoming events:  European Power Platform conference – Jun. 20-22nd - Dublin Microsoft Power Platform Conference – Oct. 3-5th - Las Vegas  Join our Communities:  Power Apps Community Power Automate Community Power Virtual Agents Community Power Pages Community  If you’d like to hear from a specific community member in an upcoming recording and/or have specific questions for the Power Platform Connections team, please let us know. We will do our best to address all your requests or questions.  Action requested: Feel free to provide feedback on how we can make our community more inclusive and diverse.  This episode premiers live on our YouTube at 12pm PST on Thursday 1st June 2023.  Video series available at Power Platform Community YouTube channel.    Upcoming events:  European Power Platform conference – Jun. 20-22nd - Dublin Microsoft Power Platform Conference – Oct. 3-5th - Las Vegas  Join our Communities:  Power Apps Community Power Automate Community Power Virtual Agents Community Power Pages Community  If you’d like to hear from a specific community member in an upcoming recording and/or have specific questions for the Power Platform Connections team, please let us know. We will do our best to address all your requests or questions. 

May 2023 Community Newsletter and Upcoming Events

Welcome to our May 2023 Community Newsletter, where we'll be highlighting the latest news, releases, upcoming events, and the great work of our members inside the Biz Apps communities. If you're new to this LinkedIn group, be sure to subscribe here in the News & Announcements to stay up to date with the latest news from our ever-growing membership network who "changed the way they thought about code".         LATEST NEWS "Mondays at Microsoft" LIVE on LinkedIn - 8am PST - Monday 15th May  - Grab your Monday morning coffee and come join Principal Program Managers Heather Cook and Karuana Gatimu for the premiere episode of "Mondays at Microsoft"! This show will kick off the launch of the new Microsoft Community LinkedIn channel and cover a whole host of hot topics from across the #PowerPlatform, #ModernWork, #Dynamics365, #AI, and everything in-between. Just click the image below to register and come join the team LIVE on Monday 15th May 2023 at 8am PST. Hope to see you there!     Executive Keynote | Microsoft Customer Success Day CVP for Business Applications & Platform, Charles Lamanna, shares the latest #BusinessApplications product enhancements and updates to help customers achieve their business outcomes.         S01E13 Power Platform Connections - 12pm PST - Thursday 11th May Episode Thirteen of Power Platform Connections sees Hugo Bernier take a deep dive into the mind of co-host David Warner II, alongside the reviewing the great work of Dennis Goedegebuure, Keith Atherton, Michael Megel, Cat Schneider, and more. Click below to subscribe and get notified, with David and Hugo LIVE in the YouTube chat from 12pm PST. And use the hashtag #PowerPlatformConnects on social media for a chance to have your work featured on the show.         UPCOMING EVENTS   European Power Platform Conference - early bird ticket sale ends! The European Power Platform Conference early bird ticket sale ends on Friday 12th May 2023! #EPPC23 brings together the Microsoft Power Platform Communities for three days of unrivaled days in-person learning, connections and inspiration, featuring three inspirational keynotes, six expert full-day tutorials, and over eighty-five specialist sessions, with guest speakers including April Dunnam, Dona Sarkar, Ilya Fainberg, Janet Robb, Daniel Laskewitz, Rui Santos, Jens Christian Schrøder, Marco Rocca, and many more. Deep dive into the latest product advancements as you hear from some of the brightest minds in the #PowerApps space. Click here to book your ticket today and save!      DynamicMinds Conference - Slovenia - 22-24th May 2023 It's not long now until the DynamicsMinds Conference, which takes place in Slovenia on 22nd - 24th May, 2023 - where brilliant minds meet, mingle & share! This great Power Platform and Dynamics 365 Conference features a whole host of amazing speakers, including the likes of Georg Glantschnig, Dona Sarkar, Tommy Skaue, Monique Hayward, Aleksandar Totovic, Rachel Profitt, Aurélien CLERE, Ana Inés Urrutia de Souza, Luca Pellegrini, Bostjan Golob, Shannon Mullins, Elena Baeva, Ivan Ficko, Guro Faller, Vivian Voss, Andrew Bibby, Tricia Sinclair, Roger Gilchrist, Sara Lagerquist, Steve Mordue, and many more. Click here: DynamicsMinds Conference for more info on what is sure an amazing community conference covering all aspects of Power Platform and beyond.    Days of Knowledge Conference in Denmark - 1-2nd June 2023 Check out 'Days of Knowledge', a Directions 4 Partners conference on 1st-2nd June in Odense, Denmark, which focuses on educating employees, sharing knowledge and upgrading Business Central professionals. This fantastic two-day conference offers a combination of training sessions and workshops - all with Business Central and related products as the main topic. There's a great list of industry experts sharing their knowledge, including Iona V., Bert Verbeek, Liza Juhlin, Douglas Romão, Carolina Edvinsson, Kim Dalsgaard Christensen, Inga Sartauskaite, Peik Bech-Andersen, Shannon Mullins, James Crowter, Mona Borksted Nielsen, Renato Fajdiga, Vivian Voss, Sven Noomen, Paulien Buskens, Andri Már Helgason, Kayleen Hannigan, Freddy Kristiansen, Signe Agerbo, Luc van Vugt, and many more. If you want to meet industry experts, gain an advantage in the SMB-market, and acquire new knowledge about Microsoft Dynamics Business Central, click here Days of Knowledge Conference in Denmark to buy your ticket today!   COMMUNITY HIGHLIGHTS Check out our top Super and Community Users reaching new levels! These hardworking members are posting, answering questions, kudos, and providing top solutions in their communities.   Power Apps:  Super Users: @WarrenBelz, @LaurensM  @BCBuizer  Community Users:  @Amik@ @mmollet, @Cr1t    Power Automate:  Super Users: @Expiscornovus , @grantjenkins, @abm  Community Users: @Nived_Nambiar, @ManishSolanki    Power Virtual Agents:  Super Users: @Pstork1, @Expiscornovus  Community Users: @JoseA, @fernandosilva, @angerfire1213    Power Pages: Super Users: @ragavanrajan  Community Users: @Fubar, @Madhankumar_L,@gospa  LATEST COMMUNITY BLOG ARTICLES  Power Apps Community Blog  Power Automate Community Blog  Power Virtual Agents Community Blog  Power Pages Community Blog  Check out 'Using the Community' for more helpful tips and information:  Power Apps , Power Automate, Power Virtual Agents, Power Pages 

Announcing | Super Users - 2023 Season 1

Super Users – 2023 Season 1    We are excited to kick off the Power Users Super User Program for 2023 - Season 1.  The Power Platform Super Users have done an amazing job in keeping the Power Platform communities helpful, accurate and responsive. We would like to send these amazing folks a big THANK YOU for their efforts.      Super User Season 1 | Contributions July 1, 2022 – December 31, 2022  Super User Season 2 | Contributions January 1, 2023 – June 30, 2023    Curious what a Super User is? Super Users are especially active community members who are eager to help others with their community questions. There are 2 Super User seasons in a year, and we monitor the community for new potential Super Users at the end of each season. Super Users are recognized in the community with both a rank name and icon next to their username, and a seasonal badge on their profile.  Power Apps  Power Automate  Power Virtual Agents  Power Pages  Pstork1*  Pstork1*  Pstork1*  OliverRodrigues  BCBuizer  Expiscornovus*  Expiscornovus*  ragavanrajan  AhmedSalih  grantjenkins  renatoromao    Mira_Ghaly*  Mira_Ghaly*      Sundeep_Malik*  Sundeep_Malik*      SudeepGhatakNZ*  SudeepGhatakNZ*      StretchFredrik*  StretchFredrik*      365-Assist*  365-Assist*      cha_cha  ekarim2020      timl  Hardesh15      iAm_ManCat  annajhaveri      SebS  Rhiassuring      LaurensM  abm      TheRobRush  Ankesh_49      WiZey  lbendlin      Nogueira1306  Kaif_Siddique      victorcp  RobElliott      dpoggemann  srduval      SBax  CFernandes      Roverandom  schwibach      Akser  CraigStewart      PowerRanger  MichaelAnnis      subsguts  David_MA      EricRegnier  edgonzales      zmansuri  GeorgiosG      ChrisPiasecki  ryule      AmDev  fchopo      phipps0218  tom_riha      theapurva  takolota     Akash17  momlo     BCLS776  Shuvam-rpa     rampprakash  ScottShearer     Rusk  ChristianAbata     cchannon  Koen5     a33ik  Heartholme     AaronKnox  okeks      Matren  David_MA     Alex_10        Jeff_Thorpe        poweractivate        Ramole        DianaBirkelbach        DavidZoon        AJ_Z        PriyankaGeethik        BrianS        StalinPonnusamy        HamidBee        CNT        Anonymous_Hippo        Anchov        KeithAtherton        alaabitar        Tolu_Victor        KRider        sperry1625        IPC_ahaas      zuurg    rubin_boer   cwebb365   Dorrinda   G1124   Gabibalaban   Manan-Malhotra   jcfDaniel   WarrenBelz   Waegemma   drrickryp   GuidoPreite   metsshan    If an * is at the end of a user's name this means they are a Multi Super User, in more than one community. Please note this is not the final list, as we are pending a few acceptances.  Once they are received the list will be updated. 

Check out the new Power Platform Communities Front Door Experience!

We are excited to share the ‘Power Platform Communities Front Door’ experience with you!   Front Door brings together content from all the Power Platform communities into a single place for our community members, customers and low-code, no-code enthusiasts to learn, share and engage with peers, advocates, community program managers and our product team members. There are a host of features and new capabilities now available on Power Platform Communities Front Door to make content more discoverable for all power product community users which includes ForumsUser GroupsEventsCommunity highlightsCommunity by numbersLinks to all communities Users can see top discussions from across all the Power Platform communities and easily navigate to the latest or trending posts for further interaction. Additionally, they can filter to individual products as well.   Users can filter and browse the user group events from all power platform products with feature parity to existing community user group experience and added filtering capabilities.     Users can now explore user groups on the Power Platform Front Door landing page with capability to view all products in Power Platform.      Explore Power Platform Communities Front Door today. Visit Power Platform Community Front door to easily navigate to the different product communities, view a roll up of user groups, events and forums.

Microsoft Power Platform Conference | Registration Open | Oct. 3-5 2023

We are so excited to see you for the Microsoft Power Platform Conference in Las Vegas October 3-5 2023! But first, let's take a look back at some fun moments and the best community in tech from MPPC 2022 in Orlando, Florida.   Featuring guest speakers such as Charles Lamanna, Heather Cook, Julie Strauss, Nirav Shah, Ryan Cunningham, Sangya Singh, Stephen Siciliano, Hugo Bernier and many more.   Register today: https://www.powerplatformconf.com/   

Users online (4,995)