Approvals and shared mailbox

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Posted on by Gilles12

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Hello all.

Can the community confirm that a shared mailbox cannot be addressed directly and uniquely for approving and that approvals need to be done by individuals? Sending an approval to only the shared mailbox prevent from approving from the mail received (error Failed connection) and the approval notification is not received anywhere.

It means that if I want the approvals to arrive directly in the shared mailbox and abolutely not in individual mailboxes, I need to create the approval first while setting up the real approvers+the shared mailbox as approvers, set the notification option to No, then send an email to the shared mailbox only, and then wait for the approval.

Which means no approval experience within the mail itself (with the buttons and comment), but only through the apporval center and Teams.

Do you agree with all that? Or is there a workaround to achieve the ideal situation, which is enabling the approval by email and the eamil to be received only in the shared mailbox ?

Thank you,
Gilles.

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Building flows

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David_MA 12,982 Super User 2025 Season 2 on at

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I can confirm that a shared mailbox cannot be used to send approvals. Approvals require a clear owner who is responsible for responding. Shared mailboxes are accessed by multiple users, making it difficult to track who has taken action on an approval request.

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Gilles12 121 on at

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Thank you David for your confirmation.

In addition, the alternative of sending an email instead of the approval (just create the approval, send email and then wait) does not allow to have custom approval options. That's a pity as I don't see what is preventing that.

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David_MA 12,982 Super User 2025 Season 2 on at

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I don't understand what you mean by, "In addition, the alternative of sending an email instead of the approval (just create the approval, send email and then wait) does not allow to have custom approval options. That's a pity as I don't see what is preventing that."

Sending an e-mail and sending an approval are two separate things. The start and wait for an approval action has the ability to use custom responses for waiting for everyone to respond or just one response.

If you're referring to the option of sending notifications with the approval, which sends an e-mail and a notification in Teams:

It works with all of the approval types.

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Gilles12 121 on at

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Thanks David for clarifying. It was about the "Create approval" action, but you are right, it is also available there.

Really appreciate your response!

But I think I have found a real limit of the "Create approval" action. No file attachement possible. Do you confirm? In case I would be wring again!

Best regards,

Gilles.

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