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Run-only users - can't add as group or sharepoint list

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Posted on by rgspinks

HELP! I've looked everywhere an no idea how to do this!

I've created a form in PowerApps that is tied to a sharepoint list. I created a flow that will trigger a confirmation email to the user that submitted the form and the shared mailbox that is monitored to watch the submissions. Everything worked great, tried multiple times and it worked perfectly. Fast forward and no one else gets the confirmation email.

I have been searching and learned about the Run-Only users. I can't add the group or everyone will get notified and with 30,000 people in the group, I don't want that (is there a way to avoid that????) I did a test run with a single person as a user and it still didn't trigger anything. I then went and added the sharepoint list as a run-only user and nothing there either. I know these people have access because we see new items added to the list, just no confirmation email... HELP!!!! Without this flow working, the mailbox doesn't get the submission and all of this is useless.

Risa

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Pstork1 66,015 Most Valuable Professional on at

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Re: Run-only users - can't add as group or sharepoint list

The user whose context the flow is running under must have "Send As" permission to the mailbox listed in the From field. That's why it works when your mailbox is the From, but not anyone else's. Its impractical to ask for Send as permission to every mailbox that might be in the From field. But if you want to use one specific mailbox that will work as long as the person running the flow has Send as permission to that mailbox.
v-alzhan-msft on at

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Re: Run-only users - can't add as group or sharepoint list

Hi @rgspinks ,

There is no any way to set the "from" field as dynamic content of the item creator, since we couldn't send an email from other's mailbox if we don't have the permission.

Best regards,

Alice

Community Support Team _ Alice Zhang
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.
rgspinks 22 on at

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Re: Run-only users - can't add as group or sharepoint list

Here is the one I've recently done. Can I set the "from" field as the dynamic content of the creator of the item? I can't have it coming from my personal email so thought if we can't do the shared mailbox due to permissions that we could have it set to come from the person creating the item. That worked when I tried it out, but no one else. Is that because I'm the owner of the flow and I don't have permission to send on behalf of people? How can this work? Shouldn't be this difficult....
Pstork1 66,015 Most Valuable Professional on at

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Re: Run-only users - can't add as group or sharepoint list

Would you post a screenshot of your current flow again and we'll try to help. A couple things to point out.

1) If a flow is started by an automated trigger, like when a new item is created in a list, then the individual user doesn't need to have the flow shared with them. It will run in the context of the original maker.

2) I noticed in an earlier screenshot that you are using the FROM field in the Send an Email V2 action. To do that the person running the flow, the maker for an automated flow and the person kicking off the flow for a manual one, need to have Send as permission to the mailbox specified in the From. Otherwise the email will fail.

3) You can 't use the Send an Email V2 action to send an email from a shared mailbox. There is a specific action for that. Just remember that a shared mailbox is a specific kind of mailbox, not just a mailbox that you have been given permission to.
rgspinks 22 on at

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Re: Run-only users - can't add as group or sharepoint list

None of those suggestions worked so my problem is not solved. It works for me, but not other users.
v-alzhan-msft on at

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Re: Run-only users - can't add as group or sharepoint list

Hi @rgspinks ,

If your problem has been solved by @ScottShearer , please go ahead and mark the post as solved by clicking “Accept as Solution” so that this thread will be marked for other users to easily identify!

Best regards,

Alice

Community Support Team _ Alice Zhang
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.
ScottShearer 25,212 Most Valuable Professional on at

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Re: Run-only users - can't add as group or sharepoint list

@rgspinks

As I mentioned above, I believe that your best path to success is to start with a template and make sure it works. Then customize the Flow to your needs testing after each change.
rgspinks 22 on at

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Re: Run-only users - can't add as group or sharepoint list

Thanks so much for your time/help! I greatly appreciate it. I'll keep playing with things and see how it works!

Risa
ScottShearer 25,212 Most Valuable Professional on at

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Re: Run-only users - can't add as group or sharepoint list

@rgspinks

Yes - the shared mailbox could be the issue if you don't have appropriate permissions. Try using a Send an email action with nothing in the Send As configuration and see if it works for you.

As I mentioned above, I believe that your best path to success is to start with a template as I mentioned above. Then customize it to your needs after you have verified that it works properly.
rgspinks 22 on at

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Re: Run-only users - can't add as group or sharepoint list

Ok, sorry I'm new to all this... does this mean the shared mailbox is causing the issue? Sorry, not trying to sound dumb... but need to know how to resolve this. Would the shared mailbox work? (that is the ideal situation...) or does it have to be sent from the "Created by Email" in order for the email to actually work?