Trigger email from user raising SharePoint request

[Anonymous]

Hello,

I have created PowerApps application to trigger email whenever any new item is added to SharePoint list. BUT, this email is coming out of my email id or outlook. I am now moving out of the role and would like to see the emails being triggered from users adding the request to SharePoint list i.e. created by. Cannot use "Mail" connector as it is blocked under organization policies.

To summarise, process should be
1. User open PowerApps (already in place)

2. Fills form and submit request (already in place)

3. Form is linked to SharePoint list which creates new item. All data updated in PowerApps is saved to new item in SharePoint list. (already in place)

4. Notification email is triggered to requestor. At present mail is being triggered from my outlook (needs update to trigger email from requestor inbox)

5. Based on scenario mentioned in form, approval email is triggered to Approver.

6. Approver comments send to group. Currently my outlook is being used to process this. ( Needs update to send it from item created by user)

Do let me know if there are any doubts.

Thanks,
AK

[Pstork1]

I assume you are using Power Automate to send the email.  If you are then there is no way to change who the email is sent by. It will be send by whatever user creates the flow and authenticates the connector.  The only time you can choose who sends the email is to use the action that sends the email from a shared mailbox. 

[mdevaney · Accepted solution]

@Anonymous 

My suggestion would be to setup what is called a "Service Account" in Office 365 to handle all email notifications from your apps.  Instead of emails coming out of your Outlook account they can come from a generic mailbox such as  "AppNotifcations@yourcompany.com".  If the receiver must know who the notification was "sent by" you can put this information in the body of the email.  Doing this will future-proof your Flows because you do not have to change the mailbox each time a person switches into a new roles.

To implement this you will need to build a SharePoint List called "(Your App Name) Messages".  There should be at least 5 columns: EmailTo, EmailCC, EmailBCC, Email Title, EmailBody.  To generate an email you would PATCH a new record into the messages list.  Then you would setup a Flow with the trigger "When A New Item Is Created In A SharePoint List" and send an email using information contained within that item.  The Outlook 365 Connector would be used to handle emails in the Flow.

Let me know your thoughts on this.

---
Please click "Accept as Solution" if my post answered your question so that others may find it more quickly. If you found this post helpful consider giving it a "Thumbs Up."

[Anonymous]

Looks like this is the only way out. It's quite surprising that when I trigger the flow directly from PowerApps for a scenario like Item update in that list, it sends email from user making the change but in this case we have to go via the service account route. Microsoft should have made it consistent across the board.

Thanks for your help though.

AK

[Pstork1]

If the Flow is triggered directly from Power Apps then it runs in the context of the user who triggered the flow.  If it is triggered automatically by something like creating a record then it runs in the context of the user who created the flow.  That's why the email is sent out under that account.  It is consistent.

[pallab2110]

Hi,

Can you please share how did you achieve to send email from Sharepoint? if you can share any help document, would be very helpful. I am trying to send mail to the approver(s) when a sharepoint request is raised. Thanks a lot.

Regards,

pallab

[Pstork1]

There are actions in Power Automate to send emails.  That is what he is using.  Its not SharePoint sending the email.

[pallab2110]

Hi,

Is there any resource that I can follow? My objective is to trigger email to the approvers of a sharepoint request and it needs to be triggered when the sharepoint request is submitted. Many thanks. 

[Pstork1]

Take  a look at the following.

Approval process using Microsoft Flow and SharePoint Online | Ejaz Hussain