Send Invitation Mail is not sending, it is going in Draft Status

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Posted on by Community Power Pla...

Hi Experts,

I have configured the "Send Invitation" Workflow by following the below link:

https://carldesouza.com/how-to-setup-redeem-an-invitation-code-for-power-apps-portal/

But mail is not sending to users and when I checked the Invitation --> Notes & Activity. then I can see that emails are in draft status.

Mailbox is configured and "Forgot Password" flow is working fine. So, I assume "Send Invitation" Flow should also work.

Email Status:3

Please help me with the issue. Where I am doing mistake.

Thanks,

Amit

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Power Apps portals

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Community Power Pla... on at

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While Investigating more in-process session, I found out that the owner of the jobs is me instead of "System User". and I don't have privileges to send mail.
How can I change the owner to the system user? Maybe that will resolve the issue
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Fubar 8,361 Super User 2025 Season 2 on at

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Could be that you haven't enabled the user personal settings to allow Send on Behalf (or the mailbox of the user has not been approved).
We usually setup a Queue and use it to send these type of system emails, alternatively setup a non-interactive user (so it does not consume a CRM licence).

(some time ago MSFT stopped letting us directly assigning SYSTEM through the UI)

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Community Power Pla... on at

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Hi @Fubar
Thanks for your response!
But from where I can change the owner of job?
Also we have mailbox setup properly and the forgot password workflow is sending mails to end user. So I don't think mailbox issue will be there.

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Fubar 8,361 Super User 2025 Season 2 on at

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Beleive in this case the Job owner is just the owner of the Workflow (but depening on settings could be the user initiating the workflow etc) - on the workflow or Process List View, use Assign on the command Bar. (or inside the Workflow on the Administration Tab - needs to be deactivated to change here)

Edit: notice the wording in the error ...the selected user has not allowed... (this relates to what I suggested).

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Community Power Pla... on at

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Okay I understood now.
How can I enable the user to able to send mail? because I am having a System Admin security role. Is there anything else I have to do to enable the email send capability?

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Fubar 8,361 Super User 2025 Season 2 on at

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To make it difficult, the setting is hidden under the users personal settings under the Email tab. For the user that is the From this setting needs to be set on
Allow other Microsoft Dynamics 365 users to send email on your behalf.
If you are not the user yourself, you can use XRMToolBox to set it. (and the Mailbox for the From user needs to be approved etc to send emails)

For User that is sending on behalf of the From, their security role Privileges needs to include Send on Behalf (down the bottom under Business Management Tab).

(to be honest its easier to configure a Queue to send outbound emails and use it)

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Community Power Pla... on at

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Hi @Fubar
Thanks for your response.
I have enabled the user mailbox and ran the "Test" and its status is Successful.
Mailbox configured

But after that also when I am running the Invitation then it is going in Draft and when try to send the mail from "Activity & Notes" tab then getting below error:
error

Any help with this?

Thanks,
Amit

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Fubar 8,361 Super User 2025 Season 2 on at

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If you mean you have found the draft and attempted to then send the draft then the error message is indicating the same thing - the user in the From is not the user hitting the send button (and the From user doesn't have the respective personal setting or the send user doesn't have send on behalf privilege). As I said previously, we usually force the use of a Queue for the From when sending these types of emails as it is easier - and it avoids all these types of issues.

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Community Power Pla... on at

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The email successful to the address. I see the email in the database, but I do not know why it is not show up.

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