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Send email from a shared mailbox clicking on Powerapps form button

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Posted on by rdias1

Hi all,

I have this flow that must send an email notification from a shared mailbox when clicking on a button present in a Powerapps form, included in a Sharepoint list:

For some reason, and apparently randomly, sometimes it works fine, sometimes it doesn't. When it doesn't work, I get the following error: "The specified object was not found in the store., The process failed to get the correct properties."

I would appreciate any help to fix this.

Thanks in advance.

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BCBuizer 22,833 Super User 2026 Season 1 on at

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Hi @rdias1 ,

The issue here is that the user that runs the flow does not have permissions to send mails from this shared mailbox.

What you can do is to use a different trigger, for instance from the SharePoint connector: "When an item is created". This will cause the flow to run on the owner's plan instead of the user running the flow.

From the app, you need to replace the flow trigger with the creation of a SharePoint item to align with the new connector.

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rdias1 34 on at

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@BCBuizer thanks for your quick answer. None of the users has permission to run the flow except me (I am the owner of this shared email), but in this case, why the flow works perfectly with some of them and with others it doesn't? This was checked with different users.

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BCBuizer 22,833 Super User 2026 Season 1 on at

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Hi @rdias1 ,

Permissions for the flow are separated from permissions for the mailbox: If an app is connected to a flow, any users that the app is shared with (and they have adequate privileges in the environment) will be able to run the flow. However, it will not show up for them in the Power Automate portal, nor can they edit it.

Please check the mailbox permissions and I think you'll find that some users do have permissions which will make the flow work for them. For users that don't have permissions for the mailbox, the run will fail.

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rdias1 34 on at

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Hi,
Thanks for your response @BCBuizer , I have been working on a different approach as shown below:
- I created a flow to send an automatic email to (and not from) a shared mailbox when a button is clicked, which aggregates in the subject relevant fields to send the email (subject, To, CC), as well as a filter to be identified in a second flow;
- This second flow triggers when a new email arrives to the shared mailbox and has the filter mentioned above in the subject, splits the information received in the subject to the correct fields, and then sends this email to the required users:
1st flow:
1st flow
2nd flow
The issue now is the second flow only filters the first 255 characters, and the subject gets cut, like this:
This seems to be the only thing that is missing, if someone could give some suggestion I would appreciate that.
Thanks

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BCBuizer 22,833 Super User 2026 Season 1 on at

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Hi @rdias1 ,

I'm not sure if this is the direction to go, but in case you want to get to the bottom of the current issue with the subject line, please reach out to the Power Automate community: https://powerusers.microsoft.com/t5/Microsoft-Power-Automate/ct-p/MPACommunity

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