Power Automate flow to send email from submitter's email?

[ZayneLT-Grede]

Hello all, 

Thanks in advance for your time and suggestions on this topic. My name is Zayne, and I'm building a Power Automate flow that runs when a new item is created on a SharePoint list. This List/flow is to replace our current outdated old and undocumented Help-Desk form that's used to submit a ticket to disable or create user accounts. When people join or leave the company. 

Here's how it needs to work: 
HR Rep Submits New Item > Flow triggered > flow sends email to specific inbox > TrackIT System triggers when email is received to inbox > TrackIT takes information from email > TrackIT gets location information from SENDER email > TrackIT makes ticket > Ticket goes to System Admin Queue. 

So far I have everything working as needed. But due to permission issues, I can't get the Flow to send the Email from the email of the person who submitted the ticket. This is important because TrackIT get's the location information from the HR representative, which tells us WHERE the new or old account is being added/removed from. As my company has multiple sites. 

Any suggestions on how to fix this? I've tested sharing an account to the workflow but that doesn't work either. And it would be difficult to keep up with because I'd have to add every new HR Rep that gets hired. 

Pictures: (Don't worry about the condition field, it changes certain details depending on if its a disable or create new account)

[David_MA]

To do what you want, all of the people who would be submitting the form would need to give you delegate access to their Outlook account: Send email on behalf of someone else - Microsoft Support. There may be other options, but you could set up your flow to run on the selected item so that the submitter needs to initiate the flow. This would require them to have the appropriate Power Automate licensing and they would need to manually initiate the flow on the items they submit. That way, the Outlook action would run under their credentials and would be sent from their account. The flow would also need to be set up in your default environment, as that is the only location where the trigger for selected item will work.

[ZayneLT-Grede]

I appreciate the suggestions, thank you! Unfortunately these wouldn't work for what we're trying to do. But at least this tells me that I need to look for a different solution for this problem. Thank you.

[David_MA · Accepted solution]

Why do you need the e-mails to come from the submitter's e-mail? I have several hundred flows for many business processes, and none come from the submitter. 

1. If you don't want people replying to the e-mail so the reply gets addressed to your e-mail account, you can specify who to reply to in the advanced options. The reply to field doesn't require delegate access so no permissions need to be granted.
2. Since you are using the get user profile action, you can also use that to get the profile of the user who created the item and write the closing so it includes their contact information and other details.
3. If you don't want all the sent e-mails in your Outlook account, set up a shared mailbox that you can send e-mail from. Use the action Send e-mail from a shared mailbox to send the e-mails. This is what I do with an account named no-reply-powerautomate@domain.com. I even set the profile of the account with the Power Automate logo. This way, people know the e-mail is from an automation and it has worked out just fine and nobody has had a problem. In fact, people like this because they can set up a rule because they know that this e-mail address is used in automations, and they can create a rule to move all of the e-mails from this account to a folder.
   1. With the shared mailbox, I still close many e-mails with the information of the person who I set the reply to field to. This way, if people do reply to the e-mail, they understand why it is populated with the e-mail of the person in the closing.

[ZayneLT-Grede]

Its because the way our TrackIT is set up, it collects the location of the user based on the email submitted. So we have HR Reps in every site, and they submit tickets for new employee's at their sites who need email/AD/O365 accounts. The TrackIT system figures out the location of the new Employee based on the HR Rep who is submitting the ticket. 

I'm sure there is a better way to do it, your suggestions I think are really good. While it doesn't fix the original issue (I'm not sure the original issue CAN be fixed truthfully) I think this pretty much answers my questions. Thank you very much!