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Dealing with out of office replies from mail addresses outside of your tenant to a mail address that is not checked regularly

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Hi guys,

Our organization uses a lot of forms. We have recently rebuild all these forms in Sharepoint, with a flow behind each form that usually sends an email to parties that need to receive this email.

To control these flows, we've created a separate account from which all the emails are send. We do not use the automatic emails, we have the emails send from this Automation account. However, the email related to this Automation account is not checked (regularly). When you email the account, you receive an autoreply.

The issue is thus: some flows send emails to third parties that then send an out of office reply to the Automation address. However usually this means one of our departments needs to take action and needs to see the out of office reply. I've tried the 'Get mail tips for a mailbox' action, but this does not work as these mail addresses are not within our tenant.

When an out of office reply is send it should go to a shared mailbox.

I can't transfer the flows to that shared mailbox because that mailbox does not have a flow account (I've tried)

I've also tried creating a rule in the Automation account's outlook that says 'When an email has these words in the subject and these words in the body, take action', but most out of office replies do not take over the subjectline so the rule is not triggered.

Do you guys have any ideas on how to solve this?

Many thanks in advance - and happy holidays!

Merel

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Community Power Pla... on at

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Re: Dealing with out of office replies from mail addresses outside of your tenant to a mail address that is not checked regularly

Hi Ashley,

Indeed for some reason this seems to work better then the Outlook rules. So for now this looks like a valid solution. Thanks a lot!!

Happy holidays!

Merel
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AKRogers 354 on at

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Re: Dealing with out of office replies from mail addresses outside of your tenant to a mail address that is not checked regularly

Hi @Anonymous,
Instead of setting up rules inside Outlook, what about setting up a flow that monitors incoming emails on the automation account? You can use the "When a new email arrives" trigger for Office365 Outlook. You can use subject line filters in this trigger, but you don't have to if you think that most of the incoming email will be 3rd party automated responses. When the flow triggers you can use subsequent actions to notify someone who should check that inbox and respond.

I hope that helps!
Ashley

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Community Power Pla... on at

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Re: Dealing with out of office replies from mail addresses outside of your tenant to a mail address that is not checked regularly

Hi @edgonzales ,

Thanks for the reply!

The thing is that the mails would then need to be forwarded to several different group accounts, depending on the form that was filled out.

Because of your answer I thought to check if I could create the flow from the Teams that is associated to this department, but that does not work either (the mail is then send from my account rather then what I was hoping the channel that the flow was created in)...

Any other suggestions/ideas?

Thanks in advance!

Merel
Ed Gonzales 4,531 Most Valuable Professional on at

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Re: Dealing with out of office replies from mail addresses outside of your tenant to a mail address that is not checked regularly

@Anonymous

Hi there. So, I think you're on the right track with an Outlook rule. If no one wants to check the mailbox for your automation account, would it make sense to forward ALL emails to a group box?

Just a thought.

Keep us posted.

-Ed-

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