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Email address of a Shared Mailbox not recognised by Sintel Forms
When you start typing in the email address of a shared mailbox into the To, Cc or Bcc field within Sintel Forms Workflow, the search suggestion does not provide a matching result.
Therefore when you complete the entry of the email address of the shared mailbox it appears with the “EU” tag on the left side of it as the UI considers the email address an external one and all emails sent to it will therefore come from email@example.com rather than Site Name <firstname.lastname@example.org>
Similar to the out-of-the-box functionality of SharePoint where you can’t add disabled users or disabled shared mailboxes into SharePoint groups, you also can’t select disabled users or disabled shared mailboxes in the To, Cc or Bcc field within Sintel Forms Workflow.
If you want to send emails to shared mailboxes that are disabled (Account Status=Disabled in Azure) or (Sign-in-blocked in the M365 Admin Center), you can do so using the following steps.
- Temporarily enable the shared mailbox
(Azure->Users->Select User->Set Account Enabled)
(Admin Center->Users->Active Users->Select user->Unblock sign-in)
- Create a SharePoint group and add the shared mailbox into it
(the group doesn’t need to be granted any permissions, it just needs to exist) *
- Disable the Shared mailbox again
- Configure Sintel Forms to send emails to the new SharePoint group instead of the shared mailbox
The purpose of disabling a shared mailbox is to prevent users from logging in as the shared mailbox but the impact of doing this is that the shared mailbox can no longer be added into a SharePoint group. If you have already added the shared mailbox into a SharePoint group before it is disabled then you’re good to go.
Sintel Forms needs to see the members of a group in order to be able to send email messages to them, so when you create the group in Step 2 above please ensure to change the “Who can view the membership of the group?” setting to “Everyone”: