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O365 Shared mailbox- Add more Triggers for Shared mailbox

Please add a trigger for O365 Shared/Group Email- "When an email is added to shared mailbox (outlook) folder"  (not new).  

or expand the existing O365 outlook triggers to be utilized for Shared mailboxes. 

 

This would allow additional buildout for notification of movement of an email (not new) into a subfolder.  Currently, the functionality only allows for triggers of "new emails" only.  There is a gap for automation potential here. 

The current process relies on Outlook rules to be utilized to automatically identify and place a New email in a subfolder.  

 

The gap is, not every email can be identified for a rule to flow into a subfolder for the shared mailbox.  There needs to be an additional triggers to allow not new emails to have an action such as notification to a subfolder, or flag items in a subfolder. 

 

#O365SharedMailboxTriggers

 

Status: New
Comments
VictorIvanidze
Community Champion

Hello @BridgeSJ,

 

could you please confirm that now you are using both the rules and the flow on the shared mailbox.

If so, you can not use the rules at all but implement the functionality only using the flow.

Am I missing something?

BridgeSJ
Regular Visitor

@VictorIvanidze  Thank you for your comment. 

I am not using rules.  It is in impossible to build a rule for my teams work as all items coming in look the same.  We have a main group email that has a high volume of users where emailed items come into our area then are placed in subfolders for different employees.  A quick drag and drop as an employee sorts the intact. Rules would not work.  (Big picture, I want to build a flow that will notify the employee when am item goes into their folder in the Share Mailbox).

The only O365 Shared Mailbox Trigger in PowerAuto is when a "NEW" email arrives.  This Trigger is time stamped based, and therefore will not work for future movement of an email to a subfolder. 

There are more triggers for individual O365 users, but these do not work for a Shared Mailbox. 

 

VictorIvanidze
Community Champion

Hi @BridgeSJ, thanks for you info. If I understood you correctly, now ingoing emails are delivered to subfolders by a person.  If so, how a person whos sorts the ingoing emails decides that this message has to me moved to jDoe subfolder? Based on what info?

BridgeSJ
Regular Visitor

Hi @VictorIvanidze 

The person views each email, all which contain a scanned attachment and sorts them into the subfolder. The scanned image content of the attachment, is never uniform in content and varies by sender. 

VictorIvanidze
Community Champion

Well, you can set a standard mailbox instead of the shared one and then use "When an email is flagged" trigger.

BridgeSJ
Regular Visitor

Hi @VictorIvanidze 

Setting a standard email will not work in this situation.  Thank you kindly for your comments.  

VictorIvanidze
Community Champion

A standard mailbox has much more triggers than the shared one, as you have already said yourself.

If cannot do something on a shared mailbox, try to do that on a regular one.

BridgeSJ
Regular Visitor

Hi @VictorIvanidze ,

I have a very large team. We manage a lot of items coming into our department via email.  We can not utilize a standard O365 Outlook trigger for a shared mailbox.  Individual mailboxes would not be appropriate for our work and the items must be accessible to other team members if someone leaves or is absent.  For my organization, there is no other option for our incoming work than a shared mailbox.  

The triggers for O365 individual email mailbox work fine.  That is why I presented the idea for expansion to included these triggers for shared mailboxes. 

Thank you.

VictorIvanidze
Community Champion

> Individual mailboxes would not be appropriate for our work and the items must be accessible to other team >members if someone leaves or is absent.

 

As you know, a shared mailbox can be transformed to a standard one. The account linked to this mailbox is a so called system account, that means this "user" will never leave your org.

BridgeSJ
Regular Visitor

Hi @VictorIvanidze 

Thank you.  Yes, i am aware of the ability to convert mailboxes. This is not an option for the business needs of my team.  It has to stay a shared mailbox for built in business processes. My request is to expand the O365 shared mailbox triggers in power automate to work within the needs of the business as they are currently set.