What is the best way to send an Approval to a Shared Mailbox?

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Posted on by MarkRahn

1,351 Super User 2026 Season 1

I am hoping someone can provide some guidance.

I want to send an Approval to a Shared Mailbox. To accomplish this, I have:

1) Used the "Create an Approval" Action using the email address of all members of the Shared Group Inbox

2) Taken the Response Link and put that in a "Send an email (V2)" Action address to the email address of the Shared Mailbox.

3) Added a "Wait for an approval" Action to catch the response.

This works but the link opens all Approvals for that user with the required Approval just a small portion of the screen to the right.

Does anyone know of any URL parameters to add to the Response Link that can possible just show the Approval? Has anyone tried to create a Power App that would show a simple Approval form pulled from the Dataverse? I'm trying to find a cleaner user experience but maybe it is something the end user just has to get use to.

I have also tried using the "Send email with options" Action which works well for capturing the Option selected but not the user that made the selection.

Any input would be appreciated.

Thanks

-Mark

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Santhosh Balakrishnan 169 on at

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In the response of the 'Send email with options' action, you will receive the user ID of the individual who made a selection. Utilizing this information, you can retrieve user details by incorporating the 'Get User Profile' action.

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MarkRahn 1,351 Super User 2026 Season 1 on at

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Hi @sanbss ,

Thanks for your response. It helped.

I tested what you provided and here is what I found:

To capture the users email address, the "Send email with options" Action must be set up with "Use only HTML message" set to "No" and the user must reply to the email using the Adaptive Card section. Below is an example message with both the Adaptive Card and the HTML message:
The Adaptive Card will capture the email and Choice. The HTML section of the message will only capture the Choice made.

In addition, if you are sending the email to a Shared Group Inbox, the Adaptive Card Section will throw an error:
The "Send email with options" has to be resolved to user email addresses for the Adaptive Card to work and capture the email address of the user making the choice.

I am also seeing a strange issue where if I send the email to an external email address, the "Send email with options" is capturing a reply that was never made. I am going to post that to see if anyone else is seeing that.

-Mark

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