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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

can we get weekly email from the shared mailbox using flow


@joserenato wrote:

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


 

karthiksankar
Regular Visitor

how we can get weekly email from shared mailbox using flow for the quarantine messages


@ZeroCool wrote:

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?


 

Hi, I followed the instructions above and gave the shared mailbox a password.

I then logged in to Flow using my account and then added the shared mailbox as per above.  

 

My settings are to send an automatic reply to any email coming into the shared mailbox, for any sender so long as it contains an attachment.

 

So far so good, but...

a) when I test it I do not receive the automatic reply (yet the the system test says it works)

b) it is changing my own automatic reply on my mailbox and turning that on.

 

If I disconnect the connection for my own mailbox, the test fails.

 

Any ideas?

Anonymous
Not applicable

Hello,

I've used this new option and it's working perfectly.

You don't need to setup any password or login into another account.

When you start a new flow with your normal account, just search for the words "shared mailbox" and this option apears.

Thank you @Anonymous 

Just to add even more clarity for those who stumble upon the Shared Mailbox template - dont use the template....!

 

As mentioned by others, create a brand new Flow with a new trigger, look for "shared mailbox", select it and specify the shared mailbox email address there. Ensure your account of course has access to the shared mailbox. Do not enable the account / set password for a shared mailbox, as it may impact your licenses, etc (shared mailbox must have the underlying account disabled).

Wouldn't the flow be removed if the user who created the Flow's account is removed? That seems like a pretty big issue in a collaborative environment if true.

Can anyone help me with this please?  I am also trying to create a flow for a shared mailbox so that when an email is received by us, it sends an email reply (template) back to the sender on every ocassion.

I have started a new flow, using 'when a new email arrived in a shared mailbox' entered the shared mailbox address address and have moved to the next option which I believe is meant to use the 'Reply to email (V3)' option?  

I have written my reply email (template) but what do I put in the Message Id box?  I have tried selecting the dynamic content 'From' but the flow does not work.

 

Update: The flow is duplicating the message I receive, it is not sending my template email to the sender.

 

What have I done wrong please - a step by step guide would probably help everyone here!

Many thanks

Anonymous
Not applicable

I would like to add to this.  Using the shared mailbox definitely works.  The issue I have now is that the auto-reply that gets sent out shows the sender of the connector email address and not the shared email address.  Anyone run into this or have a solution?

 

Edit:  I was able to resolve this by changing the "send an email" condition with "Send an email from a shared mailbox" condtion.

Actually, for an Office 365 shared mailbox you can indeed have a  password. Just requires a trick less known and has to be done a certain way when initially setup. First create the mailbox as a User, then use the menu option in the Exchange admin portal to convert it to a shared mailbox (often done when a user leaves). You'll notice while you have your new shared mailbox, the old user remains. And these two actually remain connected. If you set or change the password on the old user account (don't require any licenses still assigned), this password works to log into a shared mailbox. I always setup my shared mailboxes this way just in case I have a need to login via password, which used to be the only way to connect it on a mobile device for example.

 

All that said, I don't seem to actually need to input the password in Flow if I'm logged in with an account that is a member of that shared mailbox. So that is the trick. You can simply enter the shared mailbox name and if prompted to authenticate again, again its just entering the credentials for the account that has access to that shared mailbox.

Although as a global admin you can reset the password for a shared mailbox, but this is not supported by Microsoft. A shared mailbox does not have an office 365 license assigned to it, so it's not a "valid" account. 

A shared mailbox can be tied to a user, which can have an exchange 1 account. That would be a valid account, no?

Solution: Under the Send an Email action in flow, click Advanced Options, then scroll up to Send As and add the shared mailbox your connection has access to. 

send as.PNG

@agneum , That's correct. A shared mailbox can be accessed by one or more office 365 account(s) -with a valid office 365 license - and full access permission to that shared mailbox.

Signing in: A shared mailbox is not intended for direct sign-in by its associated user account. You should always block sign-in for the shared mailbox account and keep it blocked.

In my case it is working as you described the process 😉
Thank you @Anonymous 

Anonymous
Not applicable

Do anybody know how do I create a routine for:

"when an email in shared mailbox is flagged"

 

I have 300 emails with attachments that I need to save in sharepoint, creating different folders acording with who sent it.

 

It's not worth send It to my personal e-mail or resent then.

jdawg
New Member

I'm about to leave my organization, and once I do, my account will be terminated, halting or deleting any flows I have setup. Thus, I need to transfer my flows to an account that will remain active long after I leave.
I have access to a previously-created shared mailbox in my department, but MS Office will not allow me to login to MS Flows as the shared mailbox to create these flows. How do I do this? It seems to me that if I create my flows as using the "shared mailbox" option, it's still registered under my account.

This is EXACTLY my concern. What good is this if your account is removed and all of your flows are deleted? I need to setup flows for my department knowing my account is about to be archived/removed.

Larkandi
New Member

I have the same problem. Anyone found a solution for this? 

hi! how exactly should look setup for shared mailbox? I have removed semicolon after the shared mailbox address and now i get the error "ErrorInvalidMailboxItemId". 
I also couldn't set up separate connection for this mailbox, but can access it via my outlook app. 

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