Answered

Automated Response to Sender - Shared Mailbox Flow

(0) Share

Report

Posted on by Community Power Pla... Microsoft Employee

Hi all,

I was wondering if it was possible to use the "When a new email arrives in a shared mailbox" trigger and the "send email from a shared mailbox" action to set up an automated response (i.e. service desk).

Situation: A user of our product emails our support address (shared) and then receives an automated response to his/her email. Basically a "thanks for emailing support, we're looking into it" type scenario.

I'm just not sure as to how I would 'grab' the email from the incoming email address to be used in the outgoing response.

Thanks!

Categories:

General topics

I have the same question (0)

All responses (10)

Answers (1)

Verified answer

v-yamao-msft Microsoft Employee on at

Like (2)

Report
Copy link

Link copied!

Hi BuzzwordMaster,

When configuring the action “Send an email from a shared mailbox”, you could select the dynamic content “From” for the To field.

Please try it on your side to see if it works. This flow works fine on my side.

Best regards,
Mabel Mao

Was this reply helpful? Yes No
Community Power Pla... Microsoft Employee on at

Like (1)

Report
Copy link

Link copied!

Hi Mabel,

I guess I wasn't patient enough! I'm used to most email related Flows firing almost instantly, however this one took upwards of 7 minutes for the return email to recieve the confirmation. This may of course be due to the 'preview' status of the functions involved.

Thanks again!

Was this reply helpful? Yes No
Community Power Pla... Microsoft Employee on at

Like (0)

Report
Copy link

Link copied!

Hi Mabel, I have an additional question in regards to this. Is there a way to stop the workflow from firing again if a user was to reply to the automated response? Currently this happens:

1. User sends email
2. Flow sends automated reply
3. User replies to automated reply
4. Flow sends automated reply again

Is there a way to stop it from triggering on replies?

Thanks.

Was this reply helpful? Yes No
v-yamao-msft Microsoft Employee on at

Like (1)

Report
Copy link

Link copied!

Hi BuzzwordMaster,

I guess that all the replied emails should contain “RE:” on its subject. So within the flow I provided before, I add a condition to filter the emails which subject doesn’t contain “RE:”.

The flow should be configured looks like below:

It works fine when testing it on my side. Please try it on your side to see if it will meet your needs.

Best regards,
Mabel Mao

Was this reply helpful? Yes No
Helles 2 on at

Like (0)

Report
Copy link

Link copied!

Hello,

I was looking for this solution and faced the same problems as Buzzmaster.

Is there a way to limit this automated response? For example to only 1 automated response per sender per hour or per day?

regards

Frederik

Was this reply helpful? Yes No
StuartWild 6 on at

Like (2)

Report
Copy link

Link copied!

I've never been able to solve this problem satisfactorily.
The email autorespond fires every time an email comes into the inbox with no limit, which sets up bounce loops.
Mostly people don't reply to autoresponds, but other autoresponders do.
I have managed to set up "if it's from this email then don't do it" traps, but it's tedious to be constantly updating the flow whenever I bump into another autoresponder.
Yesterday I noticed that I had accidentally turned off my flow when I last modified it three weeks ago. I switched it on, but rather than just responding to incoming emails fro now, it has sent out an autoresponse to every email I have received for three weeks! I am now getting emails from people asking why I have sent the response five times to them in fast succession. I think I will give up on autoresponders.

Was this reply helpful? Yes No
Mia1 4 on at

Like (1)

Report
Copy link

Link copied!

Could a workaround be to send out the autoreply from another mailaccount (without an autoreply).
If a mail comes to SharedMailbox1 (in To field)
Send reply frof SharedMailbox2
In this way if you would get an autoreply back it will be sent to SharedMailbox2 not containing any autoreply.
Perhaps this SharedMailbox2 should be of type "noreply@domain.com" making it easier for people to understand
not to reply back to this address.

Was this reply helpful? Yes No
Community Power Pla... Microsoft Employee on at

Like (0)

Report
Copy link

Link copied!

This worked perfectly. Thank you thank you thank you for sharing!

Was this reply helpful? Yes No
Tomass 7 on at

Like (0)

Report
Copy link

Link copied!

I solved this problem just by adding "RE: " to subject for automatic reply.

Was this reply helpful? Yes No
BusinessGuysIT 2 on at

Like (0)

Report
Copy link

Link copied!

I find it also useful to mark as unread at the end of the string as well.

Was this reply helpful? Yes No